Presentation Transcript

1. REQUEST FOR REIMBURSEMENT PROCEDURES(INVOICING)

2. Local Agency ProgramGeneral Information Local Agency Program (LAP) is a re-imbursement 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)
3. 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: 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
4. 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
5. LAP Project Invoice Summary General Information Form #1
6. General Information Example “2” Ex “AQA-77” Ex “425861-2-58-01” Ex “ June 30 2014”
7. LAP Project Invoice Summary Financial Information Form #1
8. LAP Project Invoice Summary Per the Agreement (only show if based on Percentage) Starting Date of Billing Period Rows # 5, #6 and #7 should only reflect the amounts related to the Participating Amounts. Participating + non-participating and doesn’t include other items such as admin costs Does not include other items such as administrative costs etc.. Actual amount FDOT/FHWA has agreed to pay the Agency Participating Amount Incurred to Date Ending Date of Billing Period
9. CEI Invoice Example Form #2
10. Invoice Submittal Checklist Form #3
11. Invoice Submittal Checklist Form #3
12. Final Invoice
13. Invoice Submittal Checklist Form #3
14. Invoice Submittal Checklist Form #3
15. Checklist Questions Are there any questions with respect to the checklist?
16. Cancelled Checks/Payment Options Options to Cancelled check include: 1. Visa Reimbursement Options 2. Electronic Transfer Form #4
17. 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
18. Monthly Construction Progress Report Data Section Text Section Form #6
19. Text Section of the Progress Report
20. Monthly Construction Progress Report Data Section ON/OFF State Hwy Text Section Form #6
21. Cost Summary Summary of invoices from Contractor to Agency Form #7
22. Application & Certificate for Payment(From Contractor to Agency) Participating + non-participating items only Only account for C/O’s approved by FDOT LAP Program Form #8
23. Schedule of Values Form #9
24. Schedule of Values
25. Change Order Tracking Form Form #10
26. CEI Weekly Labor Summary Form #11
27. CEI Job Duties Form #12
28. 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
29. Request For Reimbursement (Invoicing) General Requirements FDOT and/or FHWA have the authority to de-obligate project funds Reimbursement Program Agency pays 3rdParty (Contractor) FDOT reimburses Agency FHWA reimburses FDOT
30. QUESTIONS