⚡ JWTC Lien Release & Payment Workflow

Baltimore Snow Emergency — DPW Contract | v1.1 — February 28, 2026

JWTC Action
Sub Action
DocuSign
Payment Gate
Admin/Tracking
Phase 0 — Onboarding (One-Time Setup)
0A Sub-Subcontractor Registry JWTC + Sub
  • Indy A-Team declares ALL sub-subcontractors in the system
  • For each sub-sub: legal entity name, owner/officer name, address, email, phone
  • Upload: contract between Indy & sub-sub, insurance certificate
  • W-9s, 1099s, and tax docs are Indy's responsibility — not JWTC's
  • Indy certifies: "This is the complete list"
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0B JWTC Validates & Approves Sub-Subs JWTC Admin
  • Cross-reference sub-sub names against app source sheet
  • Normalize spelling variations → map to legal entity names
  • Verify insurance coverage is current
  • Flag any entities in billing NOT on the registry → demand explanation from Indy
  • Approve or reject each sub-sub per MSA §17.H
  • Note: JWTC does not collect W-9s — Indy maintains all tax relationships with sub-subs
✅ Registry complete. Every entity that touches this project is known, documented, and approved. No phantom subs.
Phase 1 — Invoice & Payment Approval
1 JWTC Approves Payment from Master Billing JWTC Admin
  • Pull data from Waivers App Source Sheet (copy of master — never touch original)
  • Calculate totals by 1st tier sub and 2nd tier sub-sub
  • Apply sub rates × hours = sub payable per entity
  • Payment amount determined: total sub payable for the period
  • No city rates or city billable amounts visible in this system — sub-facing only
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2 Payment Record Created in System JWTC Admin
  • Payment #, amount, date, sub, ACH/check reference
  • Auto-generates sub-sub breakdown from app source sheet
  • System creates waiver requirement checklist for ALL entities
  • Status: 🔴 AWAITING WAIVERS
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3 Indy Notified — Payment Approved, Waivers Required Indy A-Team
  • App/email notification: "Payment 2 — $185,000 approved for Invoice #001"
  • Shows full breakdown: each sub-sub and their amount
  • "Collect conditional waivers from all sub-subs before payment releases"
Phase 2 — Conditional Waiver Collection
4 JWTC Generates Pre-Filled Conditional Waivers JWTC Admin
  • System auto-fills waivers from master billing data:
  • — Project name, payment amount, period covered, entity name, entity address
  • One waiver per entity: Indy ($full amount) + each sub-sub ($their portion)
  • Waiver language includes indemnification for all laborers/employees underneath
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5 Waivers Sent via DocuSign — Direct to Each Sub-Sub DocuSign
  • Each sub-sub receives their waiver at their registered email
  • NOT routed through Indy — goes directly to the sub-sub
  • Sub-sub sees the dollar amount — confirms or disputes
  • Digital signature: verified email, IP address, timestamp
  • Signed PDF auto-uploads to the tracking system
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6 Indy Signs Their Own Conditional Waiver Indy A-Team
  • Indy's waiver covers the FULL payment amount (JWTC → Indy)
  • Includes certification that all sub-subs are disclosed and covered
  • DocuSign sent to Rachelle Hughes-Grund (shelly@indyateam.com)
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7 JWTC Tracks Waiver Status JWTC Admin
  • Dashboard shows real-time status: ✅ Signed / ⚠️ Pending / ❌ Refused
  • Auto-reminders sent at 3 days, 7 days, 14 days if unsigned
  • If a sub-sub disputes the amount → flagged for JWTC review
  • If a sub-sub refuses → payment blocked, escalation procedure
🚫 PAYMENT GATE — CONDITIONAL WAIVERS
  • ☐ Indy A-Team conditional waiver signed
  • ☐ ALL registered sub-sub conditional waivers signed
  • ☐ No disputed amounts outstanding
  • ☐ If Payment 2+: ALL unconditional waivers from prior payment received

ALL conditions met = PAYMENT UNLOCKED
ANY missing = PAYMENT BLOCKED
Phase 3 — Payment Release
8 JWTC Releases Payment JWTC Admin
  • All conditional waivers confirmed ✅
  • ACH/check issued to Indy A-Team for approved amount
  • System records: payment date, method, reference number
  • Status changes to: 🟡 PAYMENT SENT — AWAITING CLEARANCE
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9 Payment Clears — Conditional Waivers Activate JWTC Admin
  • JWTC confirms ACH/check cleared
  • Conditional waivers now legally effective
  • System triggers Phase 4: unconditional waiver collection
Phase 4 — Unconditional Waiver Collection
10 Unconditional Waivers Sent via DocuSign DocuSign
  • System auto-generates unconditional waivers (same amounts, same entities)
  • Sent directly to each sub-sub + Indy
  • "Payment of $XX,XXX has been received and cleared. Sign to confirm."
  • Each sub-sub confirms they were actually paid by Indy
⚠️ If a sub-sub WON'T sign the unconditional: It means Indy may not have passed the money down. Triggers investigation. Next payment to Indy is blocked. Joint check option activated (MSA §14).
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11 Track Unconditional Waivers + Original Hard Copies JWTC Admin
  • Digital (DocuSign): auto-tracked in system
  • Original hard copies: mailed to JWTC, admin marks received with date
  • Both required for full payment closeout
🚫 NEXT PAYMENT GATE — UNCONDITIONAL WAIVERS
  • ☐ Indy A-Team unconditional waiver signed
  • ☐ ALL sub-sub unconditional waivers signed
  • ☐ No fund diversion flags

ALL met = Next payment cycle can begin (back to Phase 1)
ANY missing = Next payment BLOCKED
Phase 5 — Payment Closeout
12 Full Payment Closeout JWTC Admin
  • All digital waivers (conditional + unconditional) received ✅
  • All original hard copies received ✅
  • Amounts verified against app source sheet ✅
  • Status: 🟢 PAYMENT CLOSED
Escalation Procedures

When Things Go Wrong

Scenario Action MSA Authority
Sub-sub disputes amount on waiver Investigate. Compare master billing vs sub-sub's records. Resolve or adjust. §11.G (Audit rights)
Sub-sub refuses to sign conditional Payment blocked for that sub-sub's portion. Indy resolves or that portion held. §4.A (No pay without waivers)
Sub-sub refuses to sign unconditional Next payment blocked. Investigate fund diversion. Joint check option. §4.B.2, §14 (Joint check)
Indy won't disclose sub-subs All payments blocked. Formal breach notice. §17.H, §11.G
Unknown entity appears in billing Payment held for those rows. Indy must register or explain. §17.H (No unapproved subs)
Forged/fake signature suspected DocuSign audit trail (IP, email, timestamp). Direct confirmation to sub-sub. §22 (Indemnification)
Indy diverts funds (doesn't pay sub-subs) Terminate Indy. Joint check to sub-subs. Report to authorities if fraud. §4.B, §14, §21 (Termination)
Documents Per Payment Cycle

What Gets Generated & Collected

Document Who Signs When Amount Source
Conditional Waiver — 1st Tier Sub Indy (Rachelle) Before payment Total JWTC→Indy payment
Conditional Waiver — Each Sub-Sub Sub-sub owner/officer Before payment App source: their operators × sub rate
Unconditional Waiver — 1st Tier Sub Indy (Rachelle) After check clears Same as conditional
Unconditional Waiver — Each Sub-Sub Sub-sub owner/officer After check clears Same as conditional
Original Hard Copies (all above) All parties Mailed to JWTC Physical copies of signed waivers
Sub-Sub Registry Certification Indy (Rachelle) Each payment cycle "List is complete and current"
🔑 Key Principles:
• JWTC controls the waiver process — not the sub
• Indy A-Team owns all sub relationships (W-9s, 1099s, tax docs)
• JWTC expedites waiver collection on Indy's behalf
• Amounts come from the Waivers App Source Sheet (sub rates only — no city rates exposed)
• Waivers go direct to sub-subs via DocuSign
• Every dollar is tracked, every signature is verified, every payment is gated
• No money moves without paper
JWTC Lien Release & Payment Workflow v1.1 | Generated by Jax | February 28, 2026
Data Source: Temp_MERGED_BILLING_MASTER_MT_NEIMAN_Waivers app source.xlsx