User:Hoskir/Revision Request 4243
134.5.1 Invoicing
The consultant files a monthly invoice and progress report to the PM/CA. The invoice template found in Fig. 134.5.1.1 must be used for all consultant contracts. Prime consultant invoices must use Fig. 134.5.1.1. Sub-consultants who have a contract with the prime that is greater than $25,000 must either use Fig. 134.5.1.1 or provide all the information that is listed in this figure to be considered acceptable. Each invoice must be submitted with the necessary supporting documentation and must be numbered in sequential order and label the final invoice as FINAL. The invoice shall be based on the total incurred cost during the invoice period. Invoices should identify each task in the scope of work, as well as the employees and hours spent on each task during the billing period. Direct costs must also be shown by task. The MoDOT Consultant Invoice Checklist (Fig 134.5.1.2) can be used as tools to ensure all proper documentation is in place for each invoice in order for the invoice to be accepted and paid. Fig. 134.5.1.5 is available as an example of a filled-out invoice.
The PM/CA should make every effort to see that the consultant is paid in a timely manner, the goal being 30 days. Missouri law states that the consultant is entitled to interest if the invoice is not paid in 45 days. The 45-day period starts when all questions about the invoice have been addressed and agreed to by both parties.
The PM/CA uploads a copy of the invoice to Financial Services' Contractual Payments Library following the step-by-step instructions, which includes the PM/CA indicating the invoice as having been reviewed, thus approving it for payment. Fig. 134.2.2 and Fig. 134.2.4 are checklists to help PM/CAs with the paperwork process for Standard and On-call contracts, including invoicing.
The following metadata fields are required:
- Name (J#, invoice#, Consultant abbrev.)
- Job No. (include the J)
- Financial No. (if known)
- Agreement No. (eAgreements)
- Payee/Vendor
- Invoice Date
- Invoice Number
- Invoice Amount
- Final Invoice (if applicable)
- District/Division/Office
- Reviewed and Approved (checkbox)
- Reviewed and Approved By
- Activity Code
- Link to eAgreements (first invoice only)
- Payment Status (default to New Entry)
- Comment (if necessary).
The following are the most frequently used activity codes:
| Activity | Description |
|---|---|
| R351 | Conceptual Plans |
| R352 | Surveying/Mapping |
| R354 | Preliminary Plans |
| R356 | Final Design Plans |
| R358 | Final Construction Plans |
| R35A | Support – Build New Hwys & Bridges |
If the contract encompasses more than one job number, or if there are separate invoices, each invoice will need to be uploaded separately and the partnering jobs listed in the comment section of the metadata. When the last invoice is submitted for payment, the final invoice checkbox should be checked. This notifies Financial Services that the contract is complete. (See EPG 134.5.3 Consultant Contract Close-Out).
If the consultant project/agreement has more than 4 jobs associated with it, the PM/CA will continue to submit the Consultant invoices to Financial Services electronically by utilizing the Contractual Payments system.
Design-Build (contractor) invoices and non-contractual invoices will continue to be submitted electronically by email to Financial Services at Contractual.Payments@modot.mo.gov. However the design-build consultant invoices should be submitted using the Contractual Payments Library. All other invoices should be submitted electronically by email to Financial Services at AP.Payments@modot.mo.gov.
If errors are found on the consultant invoice, the PM/CA should contact the consultant and request a corrected invoice. The PM/CA should never change an invoice. The invoice should be sent back to the consultant for corrects and they must re-date the invoice and re-submit to MoDOT. If the consultant makes an error and requests more reimbursement than allowed by the contract, the PM/CA may submit the invoice and authorize payment of an amount less than the invoice requests. The reasons for paying an amount different than the invoice requests must be clearly documented in the cover letter.
If the period of service in the contract has lapsed, a letter to extend the period of service signed by both MoDOT and the consultant must be completed prior to paying any invoices. For hourly-rate contracts the period of service is defined in the MOU not the Master Agreement.
Consultant invoices for projects administered by the Bridge Division should be submitted electronically by the consultant directly to BRInvoiceAdmin@modot.mo.gov and the Structural Liaison Engineer assigned to the project should be copied on the email.
Electronic payments to a consultant may be set up by submitting an “Electronic Funds Transfer” form. Information is available at MissouriBUYS.
134.5.1.1 Workforce Diversity Verification
The workforce diversity verification section of the template invoice (Fig. 134.5.1.1, Blank Consultant Invoice ) must be filled out. The verification summary should contain the project team’s diversity, not the company wide diversity. For reporting purposes, females and minorities are the only diversity categories that must be reported in the verification summary. The following groups are considered to be minorities: Black, Hispanic, Asian, American Indian, Native Hawaiian or Pacific Islander. The report is based on the hours worked by minorities and women during each invoicing period.