Invoicing Procedures for Lpas

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Invoicing Procedures for LPAs

There are two types of invoicing that can take place with a Local-let project: 1) reimbursement to the LPA, and/or, 2) direct third-party payments on-behalf-of the LPA. We will discuss each of these options separately.

Reimbursement to the LPA 1. Work is performed by the contractor and/or the consultant. 2. Contractor and/or consultant submits an invoice to the LPA. 3. LPA verifies that the information on the contractor’s and/or the consultant’s invoice (including quantities and hours worked) is accurate, in agreement with the LPA Federal Project Agreement, and segregated by funding source. 4. LPA pays the contractor and/or consultant within 30 days of receiving the contractor’s and/or consultant’s invoice after the completion of the work per the Ohio Revised Code Section 126.30. 5. LPA prepares “Local Let Summary & Payable Invoice” (cover sheet) on the LPAs letterhead, a. The template for the cover sheet is prepared and provided to the LPA by the ODOT District LPA coordinator, b. Any 100% Local portions of the invoice must be segregated on the cover sheet and removed prior to calculating ODOT’s reimbursable amount, c. Reimbursable amount must be properly calculated, d. Cover sheet must be signed and dated by the LPA, PLEASE NOTE: i. When signing the cover sheet the LPA is certifying “that the work shown on the invoice has been performed, and in no way represents any degree of duplication of payments that have or will be received”, This includes but is not limited to payments: 1. from ODOT on this or any other encumbrance, 2. from ODOT for a SIB loan, 3. from OPWC for Issue II monies, or 4. any other grant or loan from any other source, ii. If this is the final invoice cover sheet, cover sheet must be initialed on the final invoice line by the LPA, iii. Total invoices cannot exceed the encumbered amount without contacting the District LPA Coordinator, iv. Total invoices cannot exceed the maximum for the project, v. If ODOT maximum is reached prior to the completion of the project, progressive invoices for $0 will continue to be submitted to the District Construction Monitor, but the District will not forward these invoices for $0 to ODOT Central Office - Capital Projects, although it is necessary to send the final invoice for $0 showing the total project costs to ODOT Central Office – Federal Projects, e. LPA submits 1 Original cover sheet with 2 full copies of all back-up documentation to the District Construction Monitor. 6. District Construction Monitor reviews the cover sheet and all of the back-up documentation, a. If there are problems with the cover sheet, or the back-up documentation, it may be returned to the LPA for correction or additional information, b. If approved, the District Construction Monitor will submit the original cover sheet with back-up documentation to ODOT Central Office - Capital Projects for payment processing, and maintain one copy for the District.

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Direct Third-Party Payments On-Behalf-Of the LPA 1. Work is performed by the contractor and/or consultant. 2. Contractor and/or consultant submits an invoice to the LPA. 3. LPA verifies that the information on the contractor’s and/or consultant’s invoice (including quantities hours worked) is accurate, and segregated by funding source. 4. If the contract is not 100% paid by ODOT, the LPA pays the contractor and/or consultant the applicable calculated amount within 30 days of receiving the contractor’s and/or consultant’s invoice after the completion of the work per the Ohio Revised Code Section 126.30. 5. LPA prepares “Local Let Summary & Payable Invoice” (cover sheet) on the LPAs letterhead, a. The template for the cover sheet is prepared and provided to the LPA by the ODOT District LPA coordinator, b. Any 100% Local portions of the invoice must be segregated on the cover sheet and removed prior to calculating ODOT’s reimbursable amount, c. Reimbursable amount must be properly calculated, d. Cover sheet must be signed and dated by the LPA, PLEASE NOTE: i. When signing the cover sheet the LPA is certifying “that the work shown on the invoice has been performed, and in no way represents any degree of duplication of payments that have or will be received”, This includes but is not limited to payments: 1. from ODOT on this or any other encumbrance, 2. from ODOT for a SIB loan, 3. from OPWC for Issue II monies, or 4. any other grant or loan from any other source, ii. If this is the final invoice cover sheet, cover sheet must be initialed on the final invoice line by the LPA, iii. Total invoices cannot exceed the encumbered amount without contacting the District LPA Coordinator, iv. Total invoices cannot exceed the maximum for the project, v. If ODOT maximum is reached prior to the completion of the project, progressive invoices for $0 will continue to be submitted to the District Construction Monitor, but the District will not forward these invoices for $0 to ODOT Central Office - Capital Projects, although it is necessary to send the final invoice for $0 showing the total project costs to ODOT Central Office – Federal Projects, e. LPA submits 1 Original cover sheet with 2 full copies of all back-up documentation to the District Construction Monitor, i. PLEASE NOTE: To ensure that the LPA is properly accounting for direct third-party payments made on-behalf-of the LPA, the LPAs Engineering Department should make a copy of the aforementioned documentation and submit it to the LPAs fiscal office (e.g. County Auditor, Finance Director, etc.) to be recorded as a memo receipt and memo expenditure in the LPAs general ledger, 1. If this is not done, the LPA may be cited by the independent auditors for violating Auditor of State of Ohio Bulletin 2000-008. 6. District Construction Monitor reviews the cover sheet and all of the back-up documentation, a. If there are problems with the cover sheet, or the back-up documentation, it may be returned to the LPA for correction or additional information, b. If approved, the District Construction Monitor will submit the original cover sheet with back-up documentation to ODOT Central Office - Capital Projects for payment processing and maintain one copy for the District.