Extra work authorization template (T&M ticket)
What is in the template
The template captures the daily cost records required for extra work documentation — labor by employee, equipment by unit, materials by vendor, and disposal fees — all on one sheet the superintendent and inspector can sign at the end of the shift.
- Date, project name, location, and job number header
- Labor table: employee number, name, position, and hours
- Equipment table: equipment number, description, company, and hours
- Materials table: type, vendor, unit, and quantity
- Dump fees and disposal documentation section
- Contractor and customer authorized representative signature lines
When to use an extra work authorization
Directed extra work in the field
When an inspector or owner's rep verbally directs work that is outside the original contract scope, fill out an extra work ticket the same day. Do not wait until the end of the week — labor and equipment records are much harder to verify after the fact.
T&M work before the change order is priced
On many projects, extra work begins before the change order cost is agreed upon. The T&M ticket documents the actual costs incurred each day, which becomes the basis for pricing the formal change order.
Force account work on public contracts
Public agency contracts often require force account documentation when directed extra work cannot be unit-priced. The form captures labor, equipment, and materials in the format most agencies require for audit review.
Owner-initiated scope additions
When the owner asks for additional work while crews are already on site — extra pavement removal, additional concrete, extended lane closure — a T&M ticket captures those costs in real time.
How time and materials contracts work
On T&M work, the owner pays actual cost — labor at agreed rates, equipment at agreed rates, materials at cost plus markup. The extra work authorization is the daily source document that proves what was expended. Without it, recovering T&M costs at project closeout is nearly impossible.
How time and materials contracts workFrequently asked questions
What format is this extra work authorization template?
It is a Word document (.docx). Open it in Microsoft Word or Google Docs. The tables are pre-formatted — add rows as needed for additional labor, equipment, or material line items.
Do I need to remove HeavyCivilHelper branding before submitting?
Yes. Per our terms, you must remove or replace any HeavyCivilHelper name, logo, or branding before submitting this document to an owner, inspector, or any other project party.
What is the difference between a T&M ticket and a change order?
A T&M ticket (extra work authorization) documents daily costs as work occurs. A change order is the formal contract amendment that agrees on the final price and schedule impact. T&M tickets feed into change order pricing — they are the daily source documents that support the change order amount.
Can I use this on public works projects?
Yes, as a starting point. Many public agencies have their own required force account forms. Check the contract documents first. For private contractor work, this template can typically be used directly after editing the header.
What is the difference between an extra work authorization and a field directive?
A field directive is the written instruction telling the contractor to perform the extra work. An extra work authorization (T&M ticket) is the cost documentation that follows. On many projects the directive comes first, and the T&M ticket is filled out each day as the work is performed.
How do I track extra work by location in HeavyCivilHelper?
Each extra work authorization in HeavyCivilHelper is logged as a map pin at the location where the work occurred. When multiple T&M tickets cluster in the same area, it often indicates a plan conflict or differing site condition that warrants a larger change order.
Track extra work by location
HeavyCivilHelper logs each extra work authorization as a map pin tied to the location where the work occurred. When multiple T&M tickets cluster in the same area, that is usually a signal of a larger change or site condition issue.