REQUEST FOR REIMBURSEMENT

PROCEDURES(INVOICING)

Local Agency ProgramGeneral Information

1. Local Agency Program (LAP) is a re-imbursement program

2. Each Invoice to FDOT should only include one invoice from Contractor to Agency

3. Invoice Packages shall be submitted to Kathy White, CC Ops Center

4. Provide Hard copy as well as electronic version via email or CD.

5. Cover letter is Optional6. 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) LAP Project Invoice Summary2) Invoice Summary from Contractor to Agency3) Invoice Submittal Checklist4) Cancelled check or proof of alternative payment

method5) Certification Disbursement of previous payment

to Subcontractors6) LAP Monthly Progress Report7) Cost Summary8) Application and Certification for Payment (AIA

form G702)9) Schedule of Values (includes Over runs/Under

runs)10) Change Order Tracking form11) CEI Weekly Summary of Hours and Activities12) 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

Form #1

General Information

General Information

Example “2”

Ex “425861-2-58-01”

Ex “AQA-77”

Ex “ June 30 2014”

LAP Project Invoice Summary

Form #1

FinancialInformation

LAP Project Invoice Summary

Starting Date of Billing Period

Ending Date of Billing Period

Does not include other items such as administrative costs

etc..

Per the Agreement (only show if based on

Percentage)

Actual amount FDOT/FHWA has agreed

to pay the AgencyParticipating Amount

Incurred to Date

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

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 QuestionsAre there any questions with respect to the

checklist?

Cancelled Checks/Payment Options

Form #4

Options to Cancelled check include:1. Visa Reimbursement Options2. Electronic Transfer

Disbursement Certification

Form #5

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

withheldSection where you are

notarizing this form

Monthly Construction Progress Report

Form #6

Dat

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Sec

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Text Section of the Progress Report

Monthly Construction Progress Report

Form #6

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Cost Summary

Form #7

Summary of invoices from Contractor to

Agency

Application & Certificate for Payment(From Contractor to Agency)

Form #8

Participating + non-participating

items only Only account for

C/O’s approved by FDOT LAP Program

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)

FDOT and/or FHWA have the authority to de-obligate project funds

Reimbursement Program

Agency pays 3rd Party (Contractor)

FDOT reimburses AgencyFHWA reimburses FDOT

General Requirements