Contracting and Invoicing Handbook For MPO s and RPO s

Transcription

1 Contracting and Invoicing Handbook For MPO s and RPO s

2 Planning Organization Invoicing Instructions (May 2017) 802PL FORM (To be Completed by Planning Agency) MDOT AGREEMENT NUMBER: This is the Master Agreement number that is updated every 3 years by MDOT Contract Services Division (CSD). Project Authorizations will be assigned under the Master Agreement and will be designated and identified by the MDOT Master Agreement number followed by a Z and a number (example /Z1). LOCATION: Example (Lansing Urbanized Area) or (Southwest Michigan) DATE: Self Explanatory (This block will auto populate). BILLING NUMBER: This number should identify the sequential billing number (Example 1,2,3) that is currently being billed against the specific authorization. This is not your internal invoice number; this is the number of invoices you have submitted. FINAL FISCAL YEAR BILL?: The yes or no box should be checked to identify if this is or is not the final billing for the fiscal year. AMOUNT AUTHORIZED TO SPEND: This is the total amount authorized by the form 5185P, Project Authorization for Agency to Proceed. These forms are prepared by Contract Services Division (CSD) of MDOT. This amount should be equal to the authorized amount identified in MFOS. AGENCY: Your Agencies Full name or Abbreviation (Example: WUPPDR or SEMCOG). JOB NUMBER: This is the 6 digit MDOT job number. The MDOT Program Manager will provide, and the number will be included on the project authorization. TOTAL PROJECT COST TO DATE (Previous): This is the total cost of all previous billings and does not include the current billing. ADDRESS: Self Explanatory FEDERAL PROJECT NUMBER: The MDOT Program Manager will receive this number from MDOT s Financial Operations Division (FOD) and provide it to the Metropolitan Planning Organization (MPO). This number will vary each year and for some programs could be a grant number assigned by the Federal Highway Administration (FHWA) or Federal Transit Agency (FTA). This number is not applicable to Regional Planning Organizations (RPO s). PROJECT COSTS THIS BILLING PERIOD: This is 100% of the costs being invoiced during the current billing period. BILLING PERIOD: This is the report period (monthly or quarterly) within which services have been rendered and reimbursement is requested. The billing period should always be between the effective and expiration dates of the authorization. 802PL Page 1 of 2

3 BALANCE AVAILABLE: This is the AMOUNT AUTHORIZED TO SPEND minus the TOTAL PROJECT COSTS TO DATE (PREVIOUS) and minus the PROJECT COSTS THIS BILLING PERIOD. WORK PROGRAM TASK NUMBER & DESCRIPTION: This number is found in your Unified Work Program and briefly describes the main task for which you are invoicing against. The MPO Unified Work Program has approximately 6 main tasks. TOTAL BUDGET BY TASK: This column provides for the total budgeted amount for a specific work program task, as identified in the Unified Work Program. PROJECT COSTS THIS BILLING PERIOD: This column shows 100% of the costs billed against a specific work program task for the current billing period. TOTAL TASK COST TO DATE: This is the total cost to date billed against a work program task. It includes the PROJECT COSTS THIS BILLING PERIOD and the previous TOTAL TASK COST TO DATE, for the specific work program task. % COMPLETED BY TASK: This percentage is determined to show what percent of the budget has been spent, by task. This percentage auto populates and shows the TOTAL TASK COST TO DATE as a percentage of the TOTAL BUDGET BY TASK for each work program task. TOTAL PROJECT COSTS SUBMITTED THIS PERIOD: This box is 100% of the total cost of all work program tasks billed for the current billing period. This amount auto populates (pages 1 & 2) and should agree with the amount in the PROJECT COSTS THIS BILLING PERIOD, noted above. TOTAL % COMPLETE OF AMOUNT AUTHORIZED TO SPEND: This percentage auto populates and shows the TOTAL TASK COST TO DATE as a percentage of the AMOUNT AUTHORIZAED TO SPEND for all work program tasks. AGENCY REPRESENTATIVE SIGNATURE: The person signing this block must be the designated signatory for the agency/organization. The signature in this box indicates concurrence on behalf of the agency of the total amount being billed. MDOT Program Manager/Supervisor Signatures: The person signing these blocks are indicating reasonable confidence in the costs being requested. SUPPORTING DOCUMENTATION REQUIRED FOR THE 802PL 1. Planning Standard Invoice 2. Supporting documentation for each line item > $2,500 (Except Labor, Fringes & Indirect) 3. Written progress report that summarizes services performed during the reporting period 802PL Page 2 of 2

4 PLANNING AGENCY REQUEST FOR REIMBURSEMENT CERTIFICATION (Signature) (Signature)

5 (Signature) (Signature)

6 Planning Agency, Address and Contact Information INVOICE # To: MICHIGAN DEPARTMENT OF Invoice : 00/00/2017 TRANSPORTATION Billing Period: May 2017 [Program Manager] Final? Yes No PO Box (check one) Lansing, MI Contract/Authorization No.: [ /Z8] [ Program Name] Labor $ 0.00 Fringes 0.00 Indirect 0.00 Office Supplies 0.00 Postage 0.00 Equipment - Hardware Software 0.00 Travel Expenses - Food Lodging Mileage 0.00 Meeting Expense 0.00 Local Agency Reimbursement 0.00 Miscellaneous 0.00 Consultant 0.00 Total Requested Amount This Invoice: $ 0.00 Agency Approval MDOT Program Manager MDOT Supervisor CSD Payments

7 [MPO NAME] [CONTRACT/AUTHORIZATION NO /Z0] PROGRESS REPORT [Billing Period] Task 1 DATA COLLECTION TASK 2 LONG RANGE PLANNING TASK 3 SHORT RANGE PLANNING TASK 4 -LAND USE PLANNING & ENVIRONMENTAL COORDINATION TASK 5 TRANSIT PLANNING TASK 6 ADMINISTRATION NON MONETARY SERVICES PERFORMED

8 Planning Organization Invoicing Instructions (May 2017) 802NMP FORM (To be Completed by Planning Agency) Definition: Non monetary match is a donated service which might come from any number of sources, including the local agency. The non monetary credits are services the local agency commits to obtaining (or providing) as part of the contract. While they are not participating costs, they do have a monetary value and are required to fulfill the local agency s contractual commitment. Non monetary credits are accounted for at final accounting when verifying the local agency has met their contractual obligation. MDOT AGREEMENT NUMBER: This is the Master Agreement number that is updated every 3 years by MDOT Contract Services Division (CSD). Project Authorizations will be assigned under the Master Agreement and will be designated and identified by the MDOT Master Agreement number followed by a Z and a number (example /Z1). LOCATION: Example (Lansing Urbanized Area) or (Southwest Michigan) DATE: Self Explanatory (This block will auto populate) CREDIT NUMBER: This number should identify the sequential non monetary credit request number (Example 1,2,3) that is currently being submitted against the specific authorization. This is not your internal number; this is the number of non monetary credit requests you have submitted. FINAL FISCAL YEAR CREDIT?: The yes or no box should be checked to identify if this is or is not the final request for non monetary credit for the fiscal year. NON MONETARY ALLOWANCE AUTHORIZED: This is the total amount of non monetary credit authorized by the form 5185P, Project Authorization for Agency to Proceed. These forms are prepared by MDOT, CSD. This amount should be equal to the authorized amount identified in MFOS. AGENCY: Your Agencies Full name or Abbreviation (Example: WUPPDR or SEMCOG). JOB NUMBER: This is the 6 digit MDOT job number. The MDOT Program Manager will provide, and the number will be included on the project authorization. NON MONETARY CREDITS TO DATE (Previous): This is the total amount of all previous non monetary credits approved to date, and does not include the current credit request. ADDRESS: Self Explanatory FEDERAL PROJECT NUMBER: The MDOT Program Manager will receive this number from MDOT s Financial Operations Division (FOD) and provide it to the Metropolitan Planning Organization (MPO). This number will vary each year and for some programs could be a grant number assigned by the Federal Highway Administration (FHWA) or Federal Transit Agency (FTA). This number is not applicable to Regional Planning Organizations (RPO s). NON MONETARY CREDITS (THIS PERIOD): This is the total amount of non monetary credits submitted for the current credit period. 802NMP Page 1 of 2

9 CREDIT PERIOD: This is the report period (monthly or quarterly) within which services have been rendered and non monetary credit is being requested. The credit period should always be between the effective and expiration dates of the authorization. REMAINING ALLOWANCE AVAILABLE: This is the NON MONETARY ALLOWANCE AUTHORIZED minus the NON MONETARY CREDITS TO DATE (PREVIOUS) and minus the NON MONETARY CREDIT (THIS PERIOD). WORK PROGRAM TASK NUMBER & DESCRIPTION: This number is found in your Unified Work Program and briefly describes the main task for which you are requesting non monetary credit towards. The MPO Unified Work Program has approximately 6 main tasks. TOTAL NM ALLOWANCE BY TASK: This column provides for the total NM budgeted amount for a specific work program task, as identified in the Unified Work Program. NON MONETARY CREDIT SUBMITTED THIS PERIOD: This column shows the amount of credit requested against a specific work program task for the current credit period. TASK NM CREDIT TO DATE: This is the total NM credit billed against a work program task for which you are requesting non monetary credit. It includes the NM CREDIT SUBMITTED THIS PERIOD and the previous TASK NM CREDIT TO DATE, for the specific work program task. % COMPLETED BY TASK: This percentage is determined to show what percent of the budget has been spent, by task. This percentage auto populates and shows the TASK NM CREDIT TO DATE as a percentage of the TOTAL NM ALLOWANCE BY TASK for each work program task. TOTAL NON MONETARY CREDIT SUBMITTED THIS PERIOD: This box is 100% of the total non monetary credits of all work program tasks requested for the current credit period. This amount auto populates and should agree with the amount in the NON MONETARY CREDITS (THIS PERIOD), noted above. TOTAL % COMPLETE OF NON MONETARY ALLOWANCE AUTHORIZED: This percentage auto populates and shows the TASK NM ALLOWANCE TO DATE as a percentage of the NM ALLOWANCE AUTHORIZED for all work program tasks. AGENCY REPRESENTATIVE SIGNATURE: The person signing this block must be the designated signatory for the agency/organization. The signature in this box indicates concurrence on behalf of the agency of the total amount of non monetary credits requested. MDOT Program Manager/Supervisor Signatures: The persons signing these blocks are indicating reasonable confidence in the credits being requested. SUPPORTING DOCUMENTATION REQUIRED FOR THE 802NMP 1. Federal Approval for use of non monetary or donated services as local match to federal funds, as noted on Form 5185P 2. Planning Standard Invoice 3. Supporting Documentation for any line item > $2,500 (Except Labor, Fringes and Indirect) 4. Tracking Third Party In Kind Contributions (Spreadsheet) 5. Provide a written summary of the non monetary services performed during the reporting period in the progress report. 802NMP Page 2 of 2

10 PLANNING AGENCY CERTIFICATION (Signature) (Signature)

11 (Signature) (Signature)

12 Planning Agency, Address and Contact Information INVOICE # To: MICHIGAN DEPARTMENT OF Invoice : 00/00/2017 TRANSPORTATION Billing Period: May 2017 [Program Manager] Final? Yes No PO Box (check one) Lansing, MI Contract/Authorization No.: [ /Z8] [ Program Name] Labor $ 0.00 Fringes 0.00 Indirect 0.00 Office Supplies 0.00 Postage 0.00 Equipment - Hardware Software 0.00 Travel Expenses - Food Lodging Mileage 0.00 Meeting Expense 0.00 Local Agency Reimbursement 0.00 Miscellaneous 0.00 Consultant 0.00 Total Requested Amount This Invoice: $ 0.00 Agency Approval MDOT Program Manager MDOT Supervisor CSD Payments

13 Agency Third Quarter, April - June 2016 Tracking Actual Third Party In-Kind Contributions - Flexible Match AGENCY PROGRESS BILLING FORM TAPERED MATCH REQUEST - LUMP SUM - FHWA (PL) FUNDS - Combination Flexible Match and Cash Use billable rate* for each progress billing till lump sum is reached. Billing Frequency: Quarterly Total Project Cost: $276,393 MPO BUDGET AMOUNT + ESTIMATED TOTAL FLEXIBLE MATCH AMOUNT MPO Budget: $226,228 ENTER FEDERAL AMOUNT Estimated Total Flexible Match: $23,478 ENTER ESTIMATED TOTAL FLEXIBLE MATCH AMOUNT FROM UWP "Fed. Share" (.8185 X Total Cost) $226,228 CALCULATING FIELD "Local Share" (.1815 X Total Cost) $50,165 CALCULATING FIELD - NOTE THAT.1815 IS ONLY USED AT THE END OF THE YEAR. Federal "Lump Sum" $226,228 SAME AS FEDERAL SHARE Actual Flexible IF worksheet function: Value (e.g., Total Cost Federal if b28 < c13 then Actual value of hours (MPO Effort + Billable Reimbursement f26 = b26 MPO Effort contributed) Flexible Value) Rate* per billing if c13 < b28 then f26 = c13 - f20 - f22 - f24 First Quarterly Billing $58,075 $7,765 $65, % $58,075 Check: Second Quarterly Billing $61,385 $5,881 $67, % $61,385 Reimbursement Not to Exceed Third Quarterly Billing $64,809 $5,930 $70, % $64,809 Federal "Lump Sum" Fourth Quarterly Billing $0 $0 $0 lump sum rule $0 Actual MPO Effort total or at end of project, End of Year Totals $184,269 $19,576 $203,845 $184,269 whichever is smaller * The Billable Rate" is "up to 100%." In this form, 100% is used until the fourth quartely billing, when the lump sum rule is applied. This is the typical case. Theorectically, cumulative Actual MPO Effort could exceed the Federal Amount earlier than the fourth quarter. End of Year CHECKS 1) The Cash part of covering local share is the difference between the end-of-year local share (at least 18.15% of Total Cost) and total actual flexible value End of Year "Local Share": $50,165 End of Year Actual Flexible Value: $19,576 CHECK Cash to cover End of Year Local Share $30,589 2) The MPO is not reimbursed in excess of the Actual MPO Effort total (i.e., Flexible Match is not eligible for reimbursement); IF function CHECK 3) The MPO is not reimbursed in excess of the Federal Lump Sum IF function CHECK $0

14 [MPO NAME] [CONTRACT/AUTHORIZATION NO /Z0] PROGRESS REPORT [Billing Period] Task 1 DATA COLLECTION TASK 2 LONG RANGE PLANNING TASK 3 SHORT RANGE PLANNING TASK 4 -LAND USE PLANNING & ENVIRONMENTAL COORDINATION TASK 5 TRANSIT PLANNING TASK 6 ADMINISTRATION NON MONETARY SERVICES PERFORMED

15 Planning Organization Invoicing Instructions (February 10, 2017) PLANNING STANDARD INVOICE FORM This invoice form should be submitted for every request for reimbursement including those programs that use the 802PL and 802NMP Form. Agency/Contact Information: Place your agency name and contact information at the top of the page. Invoice Number: Fill in the invoice number according to your agency numbering sequence. To: Put the Program Managers name here above the MDOT Address Invoice : Self explanatory Billing Period: This is the reporting period (Monthly or Quarterly) within which services have been rendered and reimbursement is requested. The billing period should always occur between the effective and expiration dates on the authorization form 5185P. Final: If this is the final invoice for this authorization mark X or circle yes. If it is not, mark X or circle no Contract/Authorization No: This is the 8 digit Master Agreement number followed by the Z number. This can be found in the two top left corner boxes of the form 5185P (Project Authorization for Agency to Proceed). Example: /Z3 Program Name: Place the name of the program you are invoicing against here. For example: Rural Task Force & Small Urban Program Line Item Charges: This is the costs billed against a line item for the current billing period Total Requested Amount This Invoice: Self explanatory Agency Approval: The person signing this block must be the designated signatory for the agency/organization. The signature in this box indicates concurrence on behalf of the agency of the total amount being billed. MDOT Program Manager/Supervisor signature: The persons signing these blocks are indicating reasonable confidence in the amount being invoiced. INV - Page 1 of 2

16 SUPPORTING DOCUMENTATION REQUIRED FOR THE PLANNING STANDARD INVOICE 1. Supporting documentation for each Line Item > $2,500 (except Labor, Fringes & Indirect) 2. Written progress report that summarizes services performed during the reporting period. See additional information requested for Asset Management activities. 3. Asset Management information requirements The Asset Management Program summary report should include a table of expenses incurred during the billing period according to the work item categories: I. Training Activities, II. Data Collection, III. Equipment/Vehicle Rental, IV. Data Submission & Technical Assistance and V. Unforeseen. A. If data collection occurred during the billing period, the summary report shall also include the jurisdictions where data collection occurred and the network (Federal Aid Roads/Non-Federal Aid Roads) that was collected. B. If data collection occurred for Federal Aid Roads during the billing period, all field data collection logs are to be included with the invoice. Field data collection logs are to include names of participants, organizations represented and the date in which participants attended PASER training. C. If training expenses were incurred during the billing period, the summary report shall include the names and organizations of those that attended trainings and associated breakdown of costs that are requesting reimbursement. D. For unforeseen expenses, the summary report shall include an explanation of the activities. INV - Page 2 of 2

17 Planning Agency, Address and Contact Information INVOICE # To: MICHIGAN DEPARTMENT OF Invoice : 00/00/2017 TRANSPORTATION Billing Period: May 2017 [Program Manager] Final? Yes No PO Box (check one) Lansing, MI Contract/Authorization No.: [ /Z8] [ Program Name] Labor $ 0.00 Fringes 0.00 Indirect 0.00 Office Supplies 0.00 Postage 0.00 Equipment - Hardware Software 0.00 Travel Expenses - Food Lodging Mileage 0.00 Meeting Expense 0.00 Local Agency Reimbursement 0.00 Miscellaneous 0.00 Consultant 0.00 Total Requested Amount This Invoice: $ 0.00 Agency Approval MDOT Program Manager MDOT Supervisor CSD Payments

18 [RPO NAME] [CONTRACT/AUTHORIZATION NO /Z0] PROGRESS REPORT [Billing Period] Task 1 PROGRAM MANAGEMENT [Narrative] TASK 2 TECHNICAL ASSISTANCE TO MDOT [No Activity] TASK 3 TECHNICAL ASSISTANCE TO MEMBER AGENCIES [Narrative] TASK 4 - RTF & SMALL URBAN PROGRAM [Separate Report] TASK 5 PUBLIC INVOLVEMENT AND CONSULTATION [Narrative] TASK 6 PUBLIC INVOLVEMENT FOR AIR QUALITY CONFORMITY [Narrative] TASK 7 ACCESS MANAGEMENT [Narrative] TASK 8 ASSET MANAGEMNT [Separate Report] TASK 9 PURE MICHIGAN BYWAYS PROGRAM [Separate Report] TASK 10 NON- MOTORIZED MAPPING AND INVESTMENT PLAN [Separate Report] TASK 11 RURAL SAFETY PLANNING [Narrative]