What is an extra item statement?
An extra item statement lists the work ordered during a contract that is not in its schedule of quantities — extra or non-schedule items — with the quantity of each, the order, the rate the contractor claimed with its analysis, the rate approved, and the amounts. It is how extra work is priced and paid.
Items that are in the contract but have changed in quantity belong in the deviation statement; this statement is for work the contract did not list at all.
What is in the extra item statement workbook?
- Project Details — agreement particulars, tendered value, stipulated period, statement date, and the days allowed to claim a rate and to decide it.
- Extra Items — one row per extra item with its order, claim, approval, amounts and status.
- Rate Analysis — ten analysis blocks, each giving a rate per unit that the Extra Items sheet reads by EI number.
- Summary — amounts claimed, approved and pending, late claims, overdue decisions, and the extra time for the additional cost.
- Filled Sample — three extra items on an office building, one with its rate analysis.
How does the extra item statement sheet calculate?
- Rate analysis: subtotal (A) = materials + labour + hire + sundries; water charges = (A) × your percentage; contractor's profit and overheads = ((A) + water charges) × your percentage; rate per unit = the total ÷ the quantity analysed.
- Amount claimed = quantity × rate claimed, and amount approved = quantity × rate approved.
- Days to claim = claim date − order date, checked against the days allowed; a claim still undecided past the decision period at the statement date is marked overdue.
- Extra time = stipulated period × additional cost ÷ tendered value × 1.25, where the additional cost is the approved extra items plus the net additional cost of deviations you enter.
Worked example from the sample sheet: EI-1's analysis for 10 sqm of terrace insulation comes to Rs. 8,611.36, or Rs. 861.14 per sqm; it was approved at Rs. 820, so Rs. 3,44,400 is approved for 420 sqm. EI-2 was claimed 23 days after the order, later than the 15 allowed. With Rs. 6,50,000 of deviations, the additional cost of Rs. 9,94,400 gives 18.9 days of extra time on a 365-day contract worth Rs. 2.4 crore.
How do you use the extra item statement template?
- Fill in Project Details, including the tendered value, stipulated period and statement date.
- When an extra item is ordered, add it on Extra Items with its EI number, description, unit, quantity and order.
- Analyse its rate on Rate Analysis under the same EI number, with the water-charge and profit-and-overheads percentages your department uses.
- Enter the claim date and rate claimed, then the rate approved and its date when the decision comes.
- On the Summary, enter the net additional cost from your deviation statement to see the extra time for all the additional work.
What should you check before relying on the extra item statement?
- The 15 days to claim and 45 days to decide are those in Clause 12.2 of the General Conditions of Contract 2023. Use your own agreement's limits.
- No rates or percentages are supplied. Price materials and labour from current quotations and the wage rates in force, and keep the invoices and vouchers.
- A blank water-charge or profit-and-overheads percentage is flagged, not taken as nil.
- The extra time is a working figure under Clause 12.1; the extension itself is decided by the authority named in your contract.
What does each column mean?
| Column | What goes in it |
|---|---|
| EI No. / Description / Unit / Quantity | Each extra item, numbered, described as ordered, with its unit and quantity executed. |
| Ordered On / Order Ref. | The date and reference of the Engineer's order for the extra item. |
| Rate Claimed On / Days to Claim | When the contractor claimed the rate, and the days since the order — checked against the days your contract allows. |
| Rate from Analysis | Auto-calculated. The rate per unit from the Rate Analysis block with the same EI number. |
| Rate Claimed / Amount Claimed | The rate the contractor claims, and quantity × that rate. |
| Rate Approved / Approved On / Amount Approved | The rate the Engineer determines, the date, and quantity × that rate. |
| Status | Auto-calculated. Approved, awaiting approval, claimed late, claim different from the analysis, or decision overdue against the statement date. |
| Rate Analysis | Materials, labour, hire and sundries for an analysed quantity, plus water charges and contractor's profit and overheads at your percentages, giving a rate per unit. |
| Summary: Extra Time | The stipulated period in proportion to the additional cost over the tendered value, plus 25% of it (Clause 12.1). |
Extra items and deviations are two halves of the same change. Items in the contract whose quantity changed go in the deviation statement, and an extra item's rate is built up the way the analysis of rates format builds any rate.
Get the quantities from your drawings
The arithmetic in this workbook is the quick part. Reading dimensions off a full drawing set, item by item, is what takes days. Upload your drawings and InstaBOQ measures them for you and abstracts the quantities into this same structure.