Chapter Five AGREEMENTS - Illinois Department of Transportation

BUREAU OF LOCAL ROADS & STREETS
Nov 2008 AGREEMENTS 5-10(1)
5-10 INVOICE PROCESSING
5-10.01 General
According to the terms of the joint agreement, local agencies may invoice IDOT for
reimbursement of State and federal funds.
5-10.02 Supporting Documentation
To process an invoice, BLRS requires copies of documentation verifying local agency
payments. Two copies of the invoice and supporting documentation shall be submitted to the
District LRS office. Supporting documentation must include, but not limited to, the following:
• Copies of all cancelled checks paid for the project,
• Letter from recipient that payment was made if cancelled check(s) is/are not available,
• List and itemization of all direct costs and unit rates for each direct cost item,
• List of employees by classification, time spent by each employee on the project for the
Invoice service period (Note: ensure the time charges are for the service dates shown on
the Invoice and that they are within the period for the obligated funds.), and the hourly
rate of each employee. Verify that the computations for total employee labor costs are
correct.
• Low bid amount and award date, if applicable.
Proper preparation of the invoice in accordance with the above guidelines is essential to avoid
delays in processing.
Local agencies shall retain all Invoice documentation for a minimum of 3 years after the project
is completed to allow for State and/or local agency audits.
5-10.03 Payment Status
Once invoice payments have been processed by the BLRS, payment status may be checked on
the official Illinois State Comptroller’s website. Click on “Vendor Payments” and follow the
instructions. A Tax Identification Number is required to access the system.
5-10.04 Local Agency Single Audit Requirement
If a local agency receives a significant amount of federal funding (currently $500,000 a year or
more), a single audit must be submitted to IDOT. This requirement is set forth by the U.S.
Office of Management and Budget, Circular No. A-133 (2003). If an audit is required, the local
agency shall identify federal funds received through IDOT. The Catalog of Federal Domestic
Assistance (CFDA) number for the Federal-Aid Highway Program is 20.205 -Highway Planning
and Construction.