Invoicing Presentation

Report
Local Agency Program
General Information
1.
2.
3.
4.
5.
6.
Local Agency Program (LAP) is a reimbursement program
Each Invoice to FDOT should only
include one invoice from Contractor
to Agency
Invoice Packages shall be submitted
to Kathy White, CC Ops Center
Provide Hard copy as well as
electronic version via email or CD.
Cover letter is Optional
3 copies of Invoice Package
a. Construction Reimbursement (10
docs)
b. CEI Reimbursement (2 docs)
Documentation/Info Required
The following forms/documents, twelve in total, will be required
with each invoice from the Agency besides the cover letter. These
forms/documents should be included in the following order:
1)
2)
3)
4)
5)
6)
7)
8)
9)
10)
11)
12)
LAP Project Invoice Summary
Invoice Summary from Contractor to Agency
Invoice Submittal Checklist
Cancelled check or proof of alternative payment method
Certification Disbursement of previous payment to
Subcontractors
LAP Monthly Progress Report
Cost Summary
Application and Certification for Payment (AIA form G702)
Schedule of Values (includes Over runs/Under runs)
Change Order Tracking form
CEI Weekly Summary of Hours and Activities
CEI Job Duties
Documentation/Info Not Required
 The following documents and or information are not required
with the invoice package from the Agency. These
documents/information hinder the approval process and will
cause the invoice package to be rejected:
 Time Sheets (unless specifically required for in house CEI)
 Personal employee information such as:




Medical/Dental Insurance Premiums paid by employee
Child support, Alimony payments
PTO /Vacation/Holidays
Fringe Benefits
 The following is an example of items that will cause the invoice
package to be rejected:
 Not providing the required 12 forms previously mentioned
 Invoice package too large requiring a 3 ring binder/large clips
 Project not in compliance
 Final Invoice that do not include proper Close Out
documentation
 Mathematical errors.
 Incorrect Retainage or not discounting the Retainage
LAP Project Invoice Summary
General
Information
Form #1
General Information
Example “2”
Ex “425861-2-58-01”
Ex “AQA-77”
Ex “ June 30 2014”
LAP Project Invoice Summary
Financial
Information
Form #1
LAP Project Invoice Summary
Per the Agreement (only show
if based on Percentage)
Starting Date of Billing Period
Rows #Participating
5, #6 and #7 should
+ non- only
reflectparticipating
the amountsand
related
to the
doesn’t
Does not include
other Amounts.
Participating
includeActual
otheramount
items such
FDOT/FHWA
items such as
Ending
Date of
Billing
Participating
Amount
ashas
admin
costs
agreed
to
pay
the
Agency
administrative costs etc..
Period
Incurred
to Date
CEI Invoice Example
Form #2
Invoice Submittal Checklist
Form #3
Invoice Submittal Checklist
Form #3
Final Invoice
Invoice Submittal Checklist
Form #3
Invoice Submittal Checklist
Form #3
Checklist Questions
 Are there any questions with respect to the
checklist?
Cancelled Checks/Payment Options
Options to Cancelled check include:
1. Visa Reimbursement Options
2. Electronic Transfer
Form #4
Disbursement Certification
Contractor is
certifying that
they have paid
their subs
Exception Part- Used if a
sub is not getting paid –
Must attach Notification
sent to Subcontractor
explaining why payment
was withheld
Section where you
are notarizing this
form
Form #5
Text Section
Data Section
Monthly Construction Progress Report
Form #6
Text Section of the Progress Report
Text Section
ON/OFF State Hwy
Data Section
Monthly Construction Progress Report
Form #6
Cost Summary
Summary of invoices
from Contractor to
Agency
Form #7
Application & Certificate for Payment
(From Contractor to Agency)
Participating + nonparticipating items
only
Only account for
C/O’s approved by
FDOT LAP Program
Form #8
Schedule of Values
Form #9
Schedule of Values
Change Order Tracking Form
Form #10
CEI Weekly Labor Summary
Form #11
CEI Job Duties
Form #12
Ways To Jeopardize Funding
 Construct a project prior to entering
into an agreement.
 Not invoicing regularly
 Non Compliance with LAP Agreement
requirements - State and Federal
Request For Reimbursement
(Invoicing)
General Requirements
 FDOT and/or FHWA have the
authority to de-obligate project
funds
 Reimbursement Program
 Agency pays 3rd Party (Contractor)
 FDOT reimburses Agency
 FHWA reimburses FDOT

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