Highway Project Closeout Documentation Checklist for CEI Inspectors

Nov 7

Highway project closeout is where documentation quality gets tested. Every photo, flag, and inspection note that wasn't tied to a station during the project becomes a liability at closeout — a gap that DOT auditors find quickly, and that prime contractors use to dispute final pay apps.

For CEI inspectors, closeout documentation has two requirements: it needs to be complete, and it needs to be defensible. Paper-based records fail both tests. Photos without station references are disputed. Field notes without timestamps are questioned. Data scattered across individual phones and group texts doesn't consolidate cleanly.

This checklist walks through the documentation a CEI team should have in place before closeout begins- organized by phase, by deliverable, and by the specific disputes each document is designed to prevent. Whether you're managing a 2-mile resurfacing job or a 13-mile corridor project like the RS&H I-4 team, the standard is the same: every work item, tied to a station, with a timestamp and photo.

— PJR

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Awareness starts with connection, and that’s what OnStation is all about, bringing people together, whether it’s on a jobsite or in our communities. This past month, we took the time to honor the strength, resilience, and unity that define the fight against breast cancer. 💗

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October Project Releases: New Jobsites Now Live Across the U.S. 🌍

I-20/59 ATRP2-63-2023-499
US 84 20250725011
WIDENING, RESURFACING, AND ADDING A CENTER LEFT TURN LANE ON SR-16(US-90) FROM MT.AID BAPTIST CHURCH TO SR-181 ATRP2-02-2022-171
Suncity Unit 14
Via De La Verbinita (Naranja Ranch 1)
Western Canal: 4th Ave to 24th St ST87600132-A
I-40 / HWY. 59 040714
St. Francis River STR. & APPRS. 110861
0000 PM ORV T438 01C
HEBER-HOLBROOK HWY (SR 377) 377-A-(203)T
Morena North Project Morena North Project
STATE HWY ROUTE 1 05-1H4404
STATE HWY ROUTE 12 10-0X7404
STATE HWY ROUTE 16 03-4J1204
STATE HWY ROUTE 805 11-430234
STATE HWY ROUTE 57 AND 91 12-0K93U4
STATE HWY ROUTE 89 02-J8504
414725 US 98 T1918
CAPITAL CIRCLE T3671
ECONLOCKHATCHEE TRAIL 5024
Kirkman Road Extension 3073
Marquis Way E3V53
Osceola Parkway & International Drive 44155
SR 408 E59F2
SR 37 E1W87
SR 23 E8V11
SR 15 E56F7
SR 35 (US 301) E55F1
SR 518 Eau Gallie Blvd E58F0
SR589 E8V66
SR 710 E1W86
State Rd 5 T5850 443814-1-52-0
07-3807-137
11-0717-059
07-2187-248
43-0301-208
96-0522-501
76-0033-073
85-0301-716
36-0291-137
31-0209-273
82-0741-294
E 66 86-C086-115
S-145 P038683
FAP Route 326 Illinois Rt 47 PL-62X94-170
IL 64 (North Avenue), FAP 307 62N40
IL 56 FAP 365, FAU 3545 62N32
I-65 N R-41529
IMS - Maintenance N/A
R-43713-A
Shelby County Roads TDB
SR 43 R-43449
Various Roads - DPW Residential RFP ST-25-600
BRIDGE #400224 ON SR 3000 17BP.7R.116
BRIDGE REPLACEMENT US 301 BR-0086
BRIDGE REPLACEMENT ON NC 226 OVER NORTH FORK FIRST BROAD CREEK BR-0100
FORUM PARKWAY CONNECTOR FROM SR 3955 (FORUM PARKWAY) TO NC 66 (UNIVERSITY PARKWAY) IN RURAL HALL U-5899
NC 43 CONNECTOR FROM US 17 BUSINESS TO US 70 R-4463A
NC 65 U-6005
NC 211 R-5709C
REPLACE BRIDGE 58 OVER US 64 ON NC 109 B-5777
PROPOSED GREAT WAGON ROAD U-5536
SR 2700 R-5930B
SR 1112 U-4709
SR 2700 R-5963A
SR 1674 (SHEPPARD MILL RD) B-5766
SR-1493 U-6058/17BP.2.C.13
US 401 U4405B
US 17 R-5857
US 19/23 TO RIDGELAWN RD. HL-0003
US 25/70 BRIDGE REPLACEMENT OVER THE FRENCH BROAD RIVER B-5895
US 74 / US 1 I-5979
US 70 AT SR 1158 U-6011
WIDENING OF NC 62 U-6018
MACEDONIA RD (S-59) BRIDGE REPLACEMENT 1170740
RD. S-145 (STORM BRANCH RD.) 0268731
SC 183 (CEDAR LANE RD./PETE HOLLIS BLVD.) 2357390
S - 43 -152 MANNING AVE. BRIDGE PROJECT P038243
SC ROUTE 28 (ABBEVILLE HWY) & SC ROUTE 185 (DUE WEST HWY) 0454510
SC ROUTE 72 (SALUDA ROAD) 5472750
SC 24 (W. OAK HWY) 0.68-13.43 8870451
SC 61 (BEECH HILL ROAD) 1872790
SC56 P042412
US 17 ALT 0872800
US 17 P031827
US 17 P043757
US 25 2372150
US 29 P037885
US 378 (SUNSET BOULEVARD) BRIDGE REPLACEMENT 3271100
US 176 P042425
US 701 WIDENING 2614790
US 701 2664730
VON OHSEN ROAD (S-169) & LINCOLNVILLE ROAD (S-881) 1057102
0043 02 080
1st ST SW & S MAIN ST 0901-29-104
BI 45-F 0092-13-031
BS 19J 0108-04-040
COUNTY RD 454 0902-49-072
CR 203 0909-29-047
CR 20 0925-10-037
CR 216, ETC. 0916-29-016, ETC
CSJ:0901-27-054 STP 2024(106)
CR 3689, CR 1440, & CR 1049 0911-39-074, 0911-39-075, 0911-39-076
CR 241 0915-14-052
Dallas SL 12 (South Segment) CSJ 0581-01-171
FM 2275 2158-01-019
FM 2113 2060-01-039
FM 1138 1016-02-021
FM 1235 0663-03-031
FM 159 0540-05-054
FM 1806 0423-06-015
FM 2076 CSJ: 2068-01-006
FM 2818 2399-01-085
FM 2790 1741-01-013
FM 526 F2025(215)
FM 490 0860-02-016
FM 491 0861-01-075
FM 646 F2025(386)
FM 373 0823-01-039
FORT BEND COUNTY SH 6 1685-06-042
HARRIS COUNTY IH 10 0271-07-352
FRIO COUNTY FM 140 0748-04-042
HOWARD COUNTY IH 20 0005-06-125
JIM WELLS COUNTY FM 624 0989-01-043
IH 20 0095-14-034
JOHNSON COUNTY FM 731 1094-04-010
KRUPPA RD 0913-28-095
JOHNSON COUNTY SH 171 0365-03-050
ORANGE COUNTY FM 1131 0784-04-027
MONTGOMERY COUNTY FS 149 0720-05-007
ROBERTSON COUNTY US 79 0205-01-046
ROCKWALL COUNTY FM 35 1017-02-014
SH 159 C 408-2-48
SH 36 C 181-1-69, ETC.
SH 198 0443-02-023
SH 36 & SH 159 0187-02-073, Etc.
SH 317 0398-01-045
SH 16 0482-01-037
SH 275 3595-01-022
SH 142 0384-01-024
SH83 0461-09-023
SISTER GROVE ROAD- CR 2865- CR2825 BR 2023(658)
STENGER ST 0921-06-370 AND 0921-06-365
TX 357 & 358 0916-00-267
US 285 0139-08-040
US 90 0024-07-074
US 79 0205-05-051
US 90 0024-07-059
US 84 CSJ: 0123-05-015
US 90A 0445-02-072
WILLIAMSON COUNTY US 183 0151-05-123
WALZEM RD, ALAMO PKWY, JARRAT RD, FOWLER RD 0915-12-741
Webber Solar wind farm project 1.1.5.1.0.5
SMA-7218 LANCASTER & HUETTER LAKES HD A022(875)
STATE HWY K-177 KA 6017-01
US-83 83-28 KA-1008-04
I-20 Frontage Road: Goodwill Road H.015243.6
LA 498 H.007538.6
Morrison Rd: Mayo Ave - Bullard Ave H.012370.6, H.012370
I-75 213224A
I-94/I-69 & M-25 211793A
I-75 211425A, 204085A, 211606A
Chicago Road and 13 Mile ITB-W-1160, 20230946, WP-24-822, 20230946
I-94 & M-14 208665A, 116264A
I-75 CONNECTOR 58091--208656
M-59 211984A
M-10 220827A
M-28 221389A
ROUTE: M-91 59032-201198
US-12 & M-99 213389
US-23 217098A
A9575 JKR0103
Coldmill, Resurface, Guardrail and 4 Bridge Rehabilitations - Route 36, 63 JNE0120, JNE0137, 250815-B04, FAF 36-2(97)
COLE/OSAGE COUNTIES JCD0126
I-29 JNW0087
I-670 JKU0024
I-270 250117 F08
L0901 JKR0102
MO-94 250620-FO2
ROUTE 21 JSL0044
ROUTE 291 JKU0065
ROUTE 100 JSL0073
Route 350 JKU0404
ROUTE 95 JSEM0081
ROUTE 34 J9P3745
ROUTE CD JCD0126
ROUTE FF J7S3059B
ROUTE I-44 JSLM0057
ROUTE NOR JSL0112
ROUTE AA JSE0248
ROUTE CD JCD0110
SECTIONS 25-26, T38N, R17W J5P3573
SH ROUTE 54 250117 D02
SH ROUTE 9 250117 C01
STATE HWY ROUTE 100 250221 F01
STATE HWY I-170 250117 F07
STATE HWY ROUTE 102 250314 H02
STATE HWY CLAYTON ROAD 250418 F04
STATE HWY ROUTE 45 250418 C02
STATE HWY ROUTE 210 250418 C03
STATE HWY ROUTE 24 250314 C01
STATE HWY ROUTE 137 250117 H06
STATE HWY ROUTE 33 250418 C06
STATE HWY ROUTE 50 250314 C03
STATE HWY ROUTE 24 250314 C07
STATE HWY ROUTE 273 250221 C03
STATE HWY ROUTE 46/W 250221 A01
STATE HWY ROUTE 67 250418 F02
STATE HWY ROUTE 92 250418 C05
STATE HWY ROUTE A 250221 B02
STATE HWY ROUTE AC 250314 F01
STATE HWY ROUTE A 250418 H04
STATE HWY ROUTE 72/51 250117 H03
STATE HWY ROUTE 60 250117 G03
STATE HWY ROUTE HH 250221 H02
STATE HWY ROUTE J 250418 D01
STATE HWY ROUTE J 250221 B01
STATE HWY ROUTE NN 250314 A02
STATE HWY ROUTE T 250221 C01
STATE HWY ROUTE KK 250117 F1B
STATE HWY ROUTE C 250221 D01
STATE HWY ROUTE KK 250117 F1A
STATE HWY ROUTE DD 250418 H05
T62N R14W S25 250117 B01
T59N R9W 250117 B02
SORENSEN PKWY, STORZ EXPY CN 22941
US 50 -From SR 376 to 3.674 Miles West of Hickison Summit 4538
9W D265485
BRIDGE MOT 35 MOT-115003
BEXAR COUNTY EVANS RD BR 2B24(089)
CR 00106 111186
DEL -521 - 10.00 105433
Faux123456
FRA-77372
GREEN TOWNSHIP HAMILTON COUNTY HAM-74-11.57
GLOBE - LORDSBURG HWY US 70 070-A-(226)T
I-75 11160
MARION COUNTY MAR-122349
OTT-2-22.60 OTTAWA COUNTY F-FG-1042(12)
POOLE ROAD SIDEWALK 119068
S.H.NO.7 SEC. RIPLEY PT. 586-F(1)
S.H. (I.C.H.) NO. 105 117646
SH(ICH) 299 SEC. A-1 (BRIDGE) 651-R
SH 43 & SH 781 HAM-117525
SOUTH MONTGOMERY COUNTY BIKEWAY 115176
SR 422 & SR 616 105209
UNI-42-3.91 E 1 8 0 (7 6 2 )
US HIGHWAY 169 NHPP-030N(085 )FP
25024 - FALCON ROAD 21-189
29th Street widening PC-0525
STATE HIGHWAY 112 STP-240C(127)PM
WIDENING, OVERLAY, AND CORRIDOR IMPROVMENTS OF KENTUCKY HIGHWAY 90 FD06 005 0090 000-009
BEECH GROVE > BETHEL CHURCH 251004
CS 1041 255386
FD52 100 NEW ROUTE STP 6000206
I-264, I-71, US 42, KY 22 AND RUDY LANE 251007
Gilead Church Road (KY 1136) 251902
INTERCHANGE RECONSTRUCTION AT I-165 & US 231 (MORGANTOWN ROAD) HSIP 5075 (061)
KY 1099 AND KY 125 INTERSECTION STP 6000(213)
KY 2154 ROUNDABOUTS AT KY 49 & KY 429 HSIP 7494 (001)
KY 54 TO KY 259 251002
KY 1008 251304
KY 139 & KY 124 251105
KY 72 245366
STA: 360+61.25 REEN/TAYLOR COUNTY LINE FD04 109 0068 000-004
STP 1911005 FD52 119 0191 004-005
VANDALAY DR./ WESTRIDGE DR RECONSTRUCTION FD04 037 1212 000-001
A375-0.34 SLIMP BRANCH ROAD 46455-3414-04
INTERSTATE 24 75100-311-94
S.R.1 (U.S. 70 03003-3230-14
SR-100 INTERSECTIONS AT CUMBERLAND DRIVE 94013-3222-54
SR 9 (US 25) CNZ252-127530-00
SR-100 94013-3220-14
SR-10 (US-231) 02S010-F3-002
STATE ROUTE 24 (US-70) 95004-3256-94
I-70 S335-70-6.87 00
C MEDFORD, NINTH STREET 8890-00-75
CTH B 9259-00-70
I-94 1060-27-71
IH 94 1020-00-85
IH 94 1060-27-74
LOC Str 5168-00-73
LOC STR 3996-00-10
STH 144 4010-18-70
STH 29 1053-04-84
STH 124 8610-08-73
STH 13 1610-02-72
STH 23 1430-08-82
STH 131 5780-03-63
STH 156 6580-13-71
STH 038 2290-00-73
STH 29 1053-07-60
STH 59 3110-03-73
STH 54 6991-00-74
STH 42 20250812012
STH 29 1058-22-60
STH 32 4085-67-71
STH 33 STH 33 STH 33 1410-11-71 1410-11-72 1410-11-73
STH 35 5163-07-72
STH 29 1053-07-61
STH 29-STH 52 9439-02-70
STH 83 1330-34-70
STH 77 8550-00-71
STH 91 6540-08-71
USH 45 1600-29-71
USH 45 2430-07-70
USH 45 6200-19-71
USH 51 1176-23-65
USH 45 4110-32-71
USH 63 7210-00-80

OnStation adds hundreds of new projects to our nationwide project database every month, ensuring crews across the country are ready to hit the ground running. Our streamlined setup process makes it easy to get your project digitally stationed before the season ramps up. Simply send us your plan sheets and alignment files, and our team will handle the rest—turning them into a fully interactive, location-based workspace. Whether you're prepping for a major build or a smaller linear job, we’ll help you get started fast so your team can stay aligned from day one.

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From Kickoff to Closeout: OnStation’s Got You Covered

We know this time of year means one thing for many teams, it’s closeout season. As projects wind down, every detail matters, from final documentation to ensuring everything lines up before the finish line.

At OnStation, we understand how important this stage is, and we’re here to help you close out faster, smarter, and with confidence.

As you’re taking the time to wrap up your projects, take a moment to read this article:

➡️ Digital Stationing Through the Seasons

This will give you a good look at how OnStation can support your work year-round, from project kickoff to closeout.

No matter the season, we’re building tools that keep your team connected and your projects on track.

Hitting the Road: OnStation is Coming to a Jobsite Near You 🚗

At OnStation, we know the best insights come from the field. That’s why our team is heading out and visiting job sites across the country to connect with you where the real work happens.

These trips aren’t just for quick check-ins or product walk-throughs; they’re about building genuine connections, listening to your challenges, and staying aligned with the everyday realities of your projects. Whether you’ve been with us for years or you’re just getting started, we’re excited to stop by, talk tools, and make sure you’re getting the most out of OnStation.

Looking forward to seeing you out there! 👷‍♂️👷‍♀️

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