Invoicing TxDot Grant Funds

Report
Invoicing the
TxDot Grant Fund
Project
HOW TO
INVOICE TXDOT GRANT FUNDS
ALLISON, BASS & MAGEE, LLP
4 0 2 W E S T 1 2 TH
AUSTIN, TX 78701
CETRZ BASICS
 Tax Values TRZ
 Tax Values
Without TRZ
Future
Tax Years
Gen.
Fund
At
same
rate,
tax
bill
will be
higher
if
value
increa
ses.
2014 Base Year
Values
Taxes rate may not increase,
but Tax Bill will go up with
increased valuation,
And will decrease with fall in
valuation.
Only the increase
in value is
captured…no
increase in
rate…but tax bill is
based on value.
Future Tax Year Values
% to
TRZ
Fund
Gen.
Fund
2014 Base Year
Values
No change in appraisal
process. Only if increase in
valuations will tax bill go up,
but any increased value above
base year is captured for TRZ
Fund
Effective Tax Rate
 Effective Tax Rate-§26.05 Tax Code
 Last year’s Levy-Lost Property
 Divided by Current Year Value-New Property
Value
Last year’s Tax Revenue less any property lost by
appeal, corrections to roll, exemptions, etc.
 Divided by Current year less “new property value),
i.e. values added after January 1 of the preceding
year, or subject to abatement.

 Tax Increment Funds (CETRZ) §26.03 Tax
Code-By Statute is “excluded” from
definition of new property, but is excluded
from the value of proprety taxable by the
unit in any tax rate calculation.
Roll Back Rate
 Maintenance and Operations Rate
multiplied by 1.08 plus Current Debt
Rate.


Maintenance and Operations means total
budgeted expenditures other than debt
service.
Current Debt Rate is the cost of debt service
less excess collections divided by the current
total value multiplied by the collection rate,
plus any junior college levy divided by
current total value.
 Short hand: This years planned
budget cannot exceed 8% increase plus
debt service. (TIF treated like debt), so
the CETRZ will not count in roll back
calculation.
New Consideration of CETRZ/TRZ
 Deadlines for TxDot Grant were too
short to fully consider CETRZ/TRZ
issues.


Can, in proper circumstances, be a valuable
tool.
Now is time to consider broader use of this
tool, but it takes careful consideration:
What sum of money is desired/needed?
 What have tax values done in the past and
foreseeable future?
 What sorts of development is expected?



CETRZ requires 100% to Transportation.
TRZ allows allocation between
Transportation and General Fund
INVOICING AND COMPLIANCE
Each Invoice is Composed of 4 Parts
 An Individual Project Billing Summary
Sheet

Each road or project should have an
Individual Billing Summary Sheet, with a
total for the “current” billing cycle, previously
billed amounts, and the current total for that
road or project.
 An Administrative Summary
 Each Invoice should reflect any
administrative costs for that billing period.
 Project Billing Summary
 Each Invoice should have a Summary of all
Individual Reports
 Invoice Cover Page
 Carries over to one place the totals from the
Summary and Administrative Costs
worksheets.
Work Backward From Individual
Project Report
 Because the Invoice requires
information from all active projects, it
is best to prepare the Individual
Project Reports first, and then enter
the information from each Individual
Project into the Project Summary
Sheet.
 And, from the Project Summary Sheet
to the actual Invoice.
 All the numbers should add up and be
consistent.
Individual Road or Project Billing
Statement
Attach to Individual Road or Project
Reports
 Invoices from any Contracting supplier
 Materials
 Labor
 Equipment
 County Forces Costs
 Labor cost
 Equipment Cost (May use FEMA or your own
data)
 Fuel cost (may be separate or included in
Equipment Cost (FEMA includes fuel cost)
Sample Documentation
Contracted
Sample Documentation
Contract Invoices
Sample Documentation
Contracted
Sample Documentation
Contracted
RECAP-Contracted Work
Sample Documentation
County Forces
Sample Documentation
County Forces
Sample Documentation
County Forces
Sample Documentation
County Forces
Sample Documentation
County Forces
RECAP-County Forces
 You do not need to attach actual
timecards for each employee, or actual
rate cards for each piece of equipment,
but you do need to have basis for
charges.
 Keep logs of equipment hours, signed
by responsible supervisor.
 Employee hours verified by
responsible supervisor.
 Materials purchased should have
invoices from supplier. Do not need to
attach to report, but keep for audit.
Administrative Cost Sheet
Administrative Cost Worksheet
Administrative fees for setting up the
CETRZ are allowed.
Include this cost on your first Invoice
. Reimbursements will be included in total
grant amount.

 In subsequent invoices, any
administrative costs should be
reflected on individual projects.
 Remember to carry over the
administrative costs from prior
invoices.
Administrative Backup
Summary Sheet
Summary Sheet
 Carry over from each individual road
project:


the ID or project name/number
Description of Project from Prioritized
Project List.
 Current billing (Column B)
 Prior billing (Column A)
 and Total Billed to date.
 Invoice are to be made between the 15th and
25th of each month once project begins.
 Carry the amount billed in the prior invoice
over to the following invoice as Previously
Billed.
 The Total Billed during Current Billing
Period will be the prior billed amount plus
the current billed amount.
Invoice
Invoice Cover Sheet
 Try to stay current with Billing…once a
month during project.

Between the 15th and 25th are required billing
dates, invoices received after the 25th will be
held until the next month.
 Give the Invoice a number:
 1st Invoice, 2nd Invoice, 3rd Invoice
 1-061514, 2-062514, 3-071514, 4-072514
 Track the billing period,
 June 1 through June 15
 Calculate the proper % for each line
item.


Multiply by .8 for standard county
Multiply by .9 for disadvantaged counties
Attachments
 We have attached the following:
 Memo on Invoicing
 Sample First Invoice
 Sample Second Invoice
 Subsequent invoices will be similar, but will
be updated with the prior invoice amounts
 Call us if you have questions:
 512-482-0701, and ask for:
Andrea
 Eric
 Bob
 Jim


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