⚡ JWTC Lien Release & Payment Workflow

Baltimore Snow Emergency — DPW Contract | v2.1 — March 1, 2026

Excel
App
DocuSign
JWTC Action
Sub Action
Payment Gate
Admin
Retainage

🔧 System Architecture — How the Pieces Connect

📊 Excel (OneDrive) → 📱 Waiver App → ✍️ DocuSign API → 📧 Sub-Sub Email
Excel = source of truth for work data, rates, and amounts (Charlene/Lindsey enter data)
App = reads Excel via OneDrive API, presents batch review, runs checklist, triggers DocuSign, writes status back
DocuSign = generates waivers from templates, sends for e-signature, tracks status, returns signed PDFs
Two-way sync: Excel → App (data) | App → Excel (waiver status, payment status)

💰 10% RETAINAGE — Core Principle (MSA §4.G)

  • Every progress payment is at 90% of gross billable. JWTC holds 10% retainage.
  • Waiver amounts ALWAYS reflect actual net payment (90%), never the gross amount.
  • Retainage accumulates across all payment batches.
  • Final payment batch releases ALL accumulated retainage.
  • Retainage flow-down to sub-subs: TBD — pending confirmation from Subcontractor on their sub-sub payment terms.
Phase 0 — Onboarding (One-Time Setup)
0A Sub-Subcontractor Registry JWTC + Sub
  • Subcontractor declares ALL sub-subs — legal entity, owner/officer, contact info, insurance, contract
  • JWTC validates and tracks each sub-sub (MSA §14 — names/addresses upon request)
  • Registry serves as de facto approval gate — no sub-sub gets paid without being in the system
  • OneDrive folders created per sub-sub (contracts + insurance certs)
  • Registry locked — no new entities without approval
Phase 1 — Data Entry & Batch Preparation
1 Work Records Entered in Excel Charlene / Lindsey
  • Enter work records: operator, equipment, hours, dates (cols A-L, with L auto-calculated)
  • Indy Rate (K) × Hours (J) = Indy Payable (L)
  • Retainage (M) auto-calculates: L × 10%
  • Assign rows to Payment Batch (P): PR1, PR2, PR3, etc.
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2 App Syncs Excel Data System (Automatic)
  • App reads from Excel via OneDrive API
  • Groups rows by batch + sub-sub company
  • Calculates per sub-sub: gross, retainage held, net payment (90%)
  • Shows running retainage balance across all batches
  • Flags any rows with missing data, unrecognized entities, or calculation errors
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✅ "Ready to Send" — 8-Item Verification Checklist

Designated reviewer (assigned per project — NOT Brian) must check ALL 8 items in the app. Button does not enable until all are verified. Full audit trail: who, when, what batch.

  1. All entities in the batch are in the approved sub-subcontractor registry
  2. Rates match the contracted/agreed rates for this project
  3. Payable amounts are correctly calculated
  4. Retainage is correctly calculated (per project setting)
  5. Payment batch assigned, no duplicate entries
  6. All unconditional waivers from the prior batch have been received (auto-skip on first batch)
  7. No outstanding disputes from prior batches blocking this one (auto-skip on first batch)
  8. Sub-sub insurance certificates are current for all entities in the batch
🔐 GATE 1 — Reviewer Verification
All 8 checklist items verified by designated reviewer → Ready to Send = Yes written back to Excel (col Q)
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Phase 2 — Conditional Waiver Collection
3 App Presents Batch for Final Approval Brian / Designee
  • App shows batch summary: each sub-sub, their gross, retainage, net payment
  • Running retainage balance visible
  • Reviewer verification status: ✅ all 8 items checked
  • Brian (or designee) reviews amounts and clicks "Send Conditional Waivers"
🔐 GATE 2 — Final Approval (Brian / Designee)
  • ☐ Gate 1 passed (all 8 checklist items verified)
  • ☐ Brian/designee confirms amounts and approves

BOTH gates required before DocuSign fires. No exceptions.
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4 Conditional Waivers Sent via DocuSign System → Sub-Subs
  • App generates conditional waivers from MD §9-113 templates
  • Auto-fills: project, period, sub-sub name, net payment amount (after retainage)
  • DocuSign sends directly to each sub-sub at their registered email
  • Sub-sub signs electronically (verified email, IP, timestamp)
  • Signed PDF auto-tracked → Excel col R updates via app
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5 App Tracks Waiver Status System (Automatic)
  • Dashboard: ✅ Signed / ⏳ Pending / ❌ Refused per sub-sub
  • Auto-reminders at 3, 7, 14 days if unsigned
  • If sub-sub disputes amount → flagged for review
  • If sub-sub refuses → their portion held, escalation triggered
  • Status synced back to Excel in real-time
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6 Subcontractor Signs Consolidated Conditional Subcontractor (1st Tier)
  • After ALL sub-sub conditionals signed → Subcontractor's conditional fires
  • Covers full net payment (gross minus retainage) from JWTC → Subcontractor
  • Includes certification that all sub-subs are disclosed and covered
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🚫 PAYMENT GATE — ALL CONDITIONS REQUIRED
  • ☐ ALL sub-sub conditional waivers signed
  • ☐ Subcontractor conditional waiver signed
  • ☐ No disputed amounts outstanding
  • ☐ If Payment 2+: ALL unconditional waivers from prior payment received

ALL met = PAYMENT UNLOCKED | ANY missing = PAYMENT BLOCKED
Phase 3 — Payment Release (at 90%)
7 JWTC Releases Payment JWTC Admin
  • Payment = Indy Payable minus 10% Retainage
  • ACH/check issued to Subcontractor
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8 App Updates Excel — Payment Recorded System + Admin
  • Excel updated: Payment Status (T) = Paid
  • Payment Date (U) recorded
  • Check/ACH Ref (V) recorded
  • App shows: 🟡 PAYMENT SENT — AWAITING UNCONDITIONALS
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9 Subcontractor Pays Sub-Subs Directly Subcontractor
  • Subcontractor pays all sub-subs directly (no cascading)
  • Retainage flow-down: TBD — pending Subcontractor confirmation
Phase 4 — Unconditional Waiver Collection
10 App Triggers Unconditional Waivers Brian / Designee
  • Brian clicks "Send Unconditional Waivers" for the paid batch
  • App auto-fills: actual payment amount + check/ACH ref
  • No dual-gate required — amounts are auto-filled from verified payment records, not manually entered
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11 Unconditional Waivers Sent via DocuSign System → Sub-Subs + Subcontractor
  • Sent directly to each sub-sub + Subcontractor
  • "Payment of $XX,XXX received. Sign to confirm waiver of lien rights."
  • Each sub-sub confirms they were paid by Subcontractor
  • Signed → Excel col S updates to "Signed"
⚠️ If a sub-sub WON'T sign the unconditional: Subcontractor may not have passed the money down. Triggers investigation. Next payment blocked. Joint check option activated (MSA §14).
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12 App Confirms Cycle Complete System
  • All conditionals + unconditionals for the batch = signed ✅
  • Status: 🟢 BATCH COMPLETE — FULL LIEN PROTECTION
  • Next payment cycle can begin (back to Phase 1)
Phase 5 — Final Retainage Release
$ Retainage Accumulation System
  • App tracks total retainage held across all batches
  • Example: PR1 $18K + PR2 $22K + PR3 $15K = $55K total
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13 Final Payment — Release All Retainage JWTC
  • All work complete, all prior unconditionals signed
  • Final batch = sum of all accumulated retainage
  • Final conditionals → signed → final payment → final unconditionals
  • Final waivers cover total contract value
  • Status: 🟢 CONTRACT CLOSED — FULL LIEN PROTECTION
Retroactive Mode (PR1/PR2 Already Paid)
R1 Handle Already-Paid Batches Brian via App
  • PR1/PR2 paid without unconditional waivers from sub-subs
  • Skip conditionals — payment already happened
  • App generates unconditionals pre-filled with actual payment details
  • Send via DocuSign → sub-subs sign → legal exposure closed
Dispute Resolution
D Source Documentation = Truth JWTC Admin
  • Project-specific source docs (sign-in sheets, daily reports, etc.) are the single source of truth
  • No documentation = no payment, period
  • If sub-sub disputes: they can submit proof
  • Proof goes to the city/client for review
  • City/client approves → JWTC pays. Status: "Pending City Approval"
Escalation Procedures

When Things Go Wrong

ScenarioActionMSA
Sub-sub disputes amountCompare source docs. Sub-sub submits proof → city decides.§11.G (audit rights support investigation)
Sub-sub refuses conditionalTheir portion held. Subcontractor resolves.§4.A
Sub-sub refuses unconditionalNext payment blocked. Investigate fund diversion. Joint check option.§4.B, §14
Unknown entity in billingPayment held. Subcontractor must provide names/addresses.§14
Forged signature suspectedDocuSign audit trail (IP, email, timestamp). Direct confirmation.§22
Fund diversionTerminate Subcontractor. Joint checks to sub-subs. Report if fraud.§4.B, §14, §21
"Ready to Send" changes after DocuSign sentApp flags with option to void the envelope.—
Waiver not returned timelyPayment withheld for that portion. Joint check option.§14
Subcontractor can't manage waiversJWTC takes over waiver collection on Subcontractor's behalf. Separate indemnification agreement required.—

📊 Excel Tracker — Column Layout (v5 — 22 Columns: A-V)

IDENTITY (A–F)
A: 1st Tier Sub B: 2nd Tier Sub C: 3rd Tier Sub D: 4th Tier Sub E: Operator Name F: Phone
WORK (G–J)
G: Date H: Equipment I: Equip Count J: Total Hours
MONEY (K–O)
K: Indy Rate L: Indy Payable M: Retainage (10%) N: Sub Rate O: Sub Payable
WAIVER & PAYMENT (P–V)
P: Payment Batch Q: Ready to Send R: Conditional Waiver S: Unconditional Waiver T: Payment Status U: Payment Date V: Check/ACH Ref
Payment Status options: Hold | Approved | Paid | Blocked | Disputed | Pending City Approval
🔑 Key Principles:
• 10% retainage on every progress payment — waivers reflect net (90%), not gross
• Double gate: 8-item reviewer checklist + Brian's approval before DocuSign fires
• Designated reviewer per project — not Brian (accountability + audit trail)
• No city rates or billable amounts visible in any sub-facing system
• Waivers go direct to sub-subs via DocuSign — not through Subcontractor
• Source documentation = truth. No docs = no payment.
• Every dollar tracked, every signature verified, every payment gated
• No money moves without paper
• Maryland §9-113 compliant waivers
• JWTC can take over waiver management if Subcontractor can't handle it (separate agreement)
JWTC Lien Release & Payment Workflow v2.1 | Generated by Jax | March 1, 2026