Preparing • Reconciling • Submitting • Approving

Change orders without the chaos.

Use the nine stations below to turn price and time changes into a clean, traceable, properly executed C-941 package.

THE HOLY GRAIL C-941 Master record

01

Know the rules

Field Guide

3 min

01

C-941 is the master record.

Every description, dollar, date, and attachment must reconcile back to it.

02

C-941 = SOV.

The dollar amounts and line-item changes must match the Schedule of Values.

03

Every change is traceable.

Name the action and show the same adjustment in the SOV Changes column.

04

No signature. No approval.

A verbal “go ahead” does not authorize cost. The Owner’s signed C-941 does.

Process at a glance

From field change to final record

10 moves

1IdentifyChange is discovered
2GatherContract info + backup
3ClassifyAdd, delete, increase, decrease
4UpdateSOV Changes column
5CompleteDescription + price
6ReconcileC-941 math = SOV
7TimeComplete if affected
8AttachSOV + supporting documents
9SubmitReview + authorization
10VerifyOwner signed?

Ready? Build a traceable description next.

03

Box 1 through Box 5

Math Lab

5 min

Training note: Use the actual project records and applicable NMGRT amount for a live Change Order. These starting figures are examples only.

Numbers agree? Now handle the schedule separately.

04

Schedule changes stand on their own

Change in Contract Times — Understanding Time Adjustments

8 min

C-941 structure

Price, Times, or both.

A Change Order may modify the Contract Price, the Contract Times, or both. A time change must be documented and evaluated separately from a price change. A cost increase does not automatically create a time extension—and a time extension is never automatic simply because one is requested.

!

Pick one method: state Contract Times as specific dates or durations in days. Do not mix methods unless the conversion is explicitly shown.

1

Original Contract Times

Record the original Substantial Completion and Ready for Final Payment milestones.

2

Increase / Decrease From Previously Approved Change Orders

Identify the prior approved Change Orders and cumulative increase or decrease in time.

3

Contract Times Prior to This Change Order

Show both milestones after incorporating previous approved changes.

4

Increase / Decrease This Change Order

Record the proposed increase or decrease separately for each milestone.

5

Contract Times With All Approved Change Orders

Calculate the resulting milestones, including the current Change Order once approved.

Interactive calculator

Build the Contract Times section

Specific dates Durations in days

Date method selected. Enter the actual milestone dates for each stage; the tool shows calendar-day differences as an explicit training conversion.

Change Order number Previous approved COs

1 Original Contract Times

Substantial CompletionReady for Final Payment

2–3 Milestones after previously approved COs

Substantial CompletionReady for Final Payment

4–5 Proposed resulting milestones for this CO

Substantial CompletionReady for Final Payment

Each date is independent. Notice the example adds 7 days to Substantial Completion and 0 days to Ready for Final Payment.

Reason for requesting the time adjustment Supporting documentation / attachments

PROPOSED — NOT YET CONTRACTUAL

Change Order 4

Step-by-step Contract Times

Part	Substantial Completion	Ready for Final Payment
1 · Original	Jun 30, 2027	Jul 31, 2027
2 · Prior approved change	+10 days	+10 days
3 · Prior to this CO	Jul 10, 2027	Aug 10, 2027
4 · Proposed this CO	+7 days	0 days
5 · Proposed result	Jul 17, 2027	Aug 10, 2027

↔

Two milestones. Two calculations. A Substantial Completion adjustment does not automatically adjust Ready for Final Payment.

Basis stated: Yes
Support identified: Yes

Contract accuracy check

This training calculator documents a proposed adjustment; it does not determine entitlement. The basis for an extension, notice requirements, supporting evidence, and approval process depend on the applicable Contract Documents.

Required verification

Time Change Verification Checklist

0 / 7

Original contract milestones are correct. Previous approved time adjustments are accounted for. The current proposed increase or decrease is clearly identified. Both completion milestones are calculated correctly. The reason and supporting documentation are identified. Required recommendations, authorizations, and funding-agency approvals are addressed as applicable. The proposed time change is not represented as approved before required execution and approvals.

Calculation documented. Now test the judgment behind it.

05

Training scenarios

Price, Times, or Both?

0 / 6

These are hypothetical training examples. Classify what the Change Order modifies—not whether someone merely mentioned cost or schedule.

TRAINING SCENARIO 01

Owner-directed additional work

The Owner directs installation of an added drainage structure. The work adds $42,000 and the documented schedule impact is 8 days.

TRAINING SCENARIO 02

Quantity and scope change

Unforeseen quantities increase excavation cost and add 5 days to Substantial Completion. Ready for Final Payment is unchanged after separate evaluation.

TRAINING SCENARIO 03

Price + time together

Change Order 6 proposes a $15,000 increase, a 4-day Substantial Completion extension, and a separate 2-day Ready for Final Payment extension.

TRAINING SCENARIO 04

Price-only change

A material substitution adds $9,500. Schedule analysis shows no change to either Contract Time milestone.

TRAINING SCENARIO 05

Time-only change

An approved non-compensable adjustment adds 6 days to Substantial Completion and 0 days to Ready for Final Payment. Contract Price is unchanged.

TRAINING SCENARIO 06

Requested—not approved

The Contractor requests a 10-day extension with schedule support. The C-941 has not been executed and required approvals remain pending. No price change is proposed.

Remember: Correct classification does not establish entitlement. Check the Contract Documents, notice provisions, evidence, recommendations, authorization, and any applicable funding-agency approval.

Good judgment needs a hard approval gate.