Department of Streets Work Order and Invoice Templates Manual - Version 3.13715 - July 1, 2015

Sep 21, 2026

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City of Philadelphia Department of Streets (DOS) work order and invoice template manual defines how prime consultants must create Work Orders (WOs) and submit Invoices using DOS Work Order Templates and Invoice Templates. It specifies required scope of work, cost proposal budgets, progress report support, and DBE participation monitoring expectations. General notes set submission order, required PDF/email workflow, field editing and validation rules, and constraints for employees, rates, labor hours, expenses, billing periods, and backup documentation. Sections cover scope of work structure, plus detailed guidance for Work Order Summary, Labor, and Expenses.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages9

Reading Time3 min

AccessFree to download

Cover

General Notes

Scope of Work

Additional Sections

Work Order Summary

Work Order Labor

Work Order Expenses

Invoice Summary

Invoice Labor & Expenses

Progress Report

City of Philadelphia Department of Streets Work Order and Invoice Templates Manual The City of Philadelphia’s Department of Streets (DOS) has several on-call contracts for engineering and other professional services with various Prime Consultants. The Templates referenced in this Manual are intended for their use ONLY. Every time services are required, a project specific Work Order (WO) must be developed and executed using the Work Order Templates (WOT), which includes a defined Scope of Work (SOW) and associated cost proposal Budget. Once the work is being performed, the Invoice Templates (IT) must be used to submit Invoices to bill the City for actual services rendered along with Progress Reports (PR) for justification and scheduling purposes. The templates also assist in monitoring contract goal satisfaction of Disadvantaged Business Enterprise (DBE) participation. Version 3.13715 July 1, 2015 1 Table of Contents • Cover ……………………………………………………………………………………………….. 1 • Table of Contents …………………………………………………………………………………. 2 • General Notes …………………………………………………………………………………….. 2 • Scope of Work ……….……………. DOS Work Order.dotx – Microsoft Word ……...…… 3 • Work Order Summary ……………. DOS Work Order.xltx – Microsoft Excel …………… 4 • Work Order Labor ……………….... DOS Work Order.xltx – Microsoft Excel …………… 5 • Work Order Expenses ………….... DOS Work Order.xltx – Microsoft Excel …………….. 6 • Work Order Staffing Plan ………… DOS Work Order.xltx – Microsoft Excel …………….. 7 • Invoice Summary ………………..... DOS Invoice.xltx – Microsoft Excel ………………….. 8 • Invoice Labor & Expenses ……..... DOS Invoice.xltx – Microsoft Excel ………………….. 9 • Progress Report …………………... DOS Invoice.dotx – Microsoft Word …………………. 9 General Notes 1. All WOs and Invoices submitted to the City PM must come from the Prime only using the DOS templates with original signatures. Correspondence between the Prime and its Subs may bein any format. Also, once WOs and Invoices are finalized , print all sheets to PDF and email a combined digital file (download free printer at www.cutepdf.com and [utility at](utility at www.pdfill.com)[ ](utility at www.pdfill.com)[www.pdfill.com](utility at www.pdfill.com)). 2. The order for WOs is: 1. Summary, 2. Labor sheets, 3. Expenses sheets, 4. Staffing Plan (CM/CI) OR Schedule Timeline (otherwise) , 5. Scope of Work. Duplicate the Labor and Expenses tabs as necessary to include all consultants, employees, tasks, and costs. 3. The order for Invoices is: 1. Summary, 2. Labor sheets, 3. Expenses sheets, 4. Backup (varies), 5. Progress Report. Duplicate the Labor and Expenses tabs as necessary to include all consultants, employees, tasks, and costs. 4. Fields that consultants fill in are shaded or highlighted. Every shaded/highlighted field containing data is only a placeholder and must be modified or deleted accordingly. Many shaded cells also validate data for accuracy upon input, while all other white cells are locked and/or automatically generated from formulas. Verify accuracy of information with the CPM. 5. All employees, titles, rates*, labor hours, and expense costs in WOs and Invoices must conform to the current PennDOT approved ECMS company overheads and roster as well asthe provisions of the governing version of PennDOT Publication 93 for projects that include state and/or federal funding. (*for Invoices, current at time work was performed) 6. A WO may not exceed $500,000 (not including amendments). A WO Notice to Proceed (NTP) may not precede the contract NTP, and is issued by the CPM once the WO is finalized. The WO end date is the current contract end date. 7. Invoices must be separated by WO, and billing periods must fall within the contract and WO terms. All charges in invoices must occur within the current respective billing period indicated. Backup must be provided for ALL labor and ALL expense charges in the form of timesheets (showing name/date/hours), receipts, logs, etc. Scope of Work • There

FAQs

Who is allowed to submit Work Orders and Invoices to the City PM using these DOS templates?

Work Orders and Invoices must come from the Prime only, using the DOS templates with original signatures. Subs can provide correspondence in any format.

What is the required sequence for completing a Work Order and an Invoice?

Work Order sequence is Summary, Labor sheets, Expenses sheets, then Staffing Plan (CM/CI) or Schedule Timeline (otherwise), and finally Scope of Work. Invoice sequence is Summary, Labor sheets, Expenses sheets, Backup (varies), and Progress Report.

What documentation is required to support labor and expense charges in invoices?

Backup must be provided for all labor and all expense charges, including timesheets (name/date/hours), receipts, logs, and similar documentation, all aligned to the current billing period and WO terms.

Sep 21, 2026

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