CITS

1. CITS Consultant Invoice Transmittal System Invoicing Overview

2. DISCLAIMER • The information contained in the presentation and discussed during the AFP/CITS training is intended for training purposes only. The detail data is fiction and any similarities to actual information is purely coincidental.

3. What You Want to Know • System overview • System access • Method of compensation & schedules • Other frequently asked questions • Future development

4. CITS Statistics • Statewide roll-out began 7/01 • Currently over 2300 total users, including 900 corporate ID’s from nearly 700 different firms • Nearly 2200 contracts are invoiced • Over 1500 invoices are paid each month

5. System Availability • Available to all current and active corporate users • Monday thru Saturday 7:00am until 9:00pm • Not available on State recognized holidays

6. Corporate Access • FDOT Corporate Access Agreement • Passwords must be changed every 90 days • For questions regarding Corporate ID’s and passwords contact Conrad Gillispe(850)414-4342

7. Method of Compensation • Each contact’s Method of Compensation Consist of Three basic components • Payment options • Tables • Schedules

8. Payment Options • Commonly know as the Standard Methods of Compensation • FDOT has used 17 distinct payment options for Professional Services Agreements • Each option may be an estimate or a limit

9. Contract Tables • Table 4; Independent multiplier percentages • Table 5A; Percentages to be applied to unloaded salary rates • Table 5B; Unloaded Salary Rates • Table 6; Defined rates for salaries, items, or units

10. Logging Into CITS • https://www3.dot.state.fl.us/consultantinvoicetransmittalsystem • Log in using your mainframe (DOTNET) user ID and password

11. Welcome Page • From the Welcome Page click HOME • Note the Request to Update your Email Address

12. Consultant Home Page

13. Contract Selection

14. Invoice Selection

15. Main Invoice Page

16. Invoice Schedules Page

17. Main Invoice Page

18. Invoice Summary Page

19. Schedule D-1 • Calculates by % complete of services or at completion of Services • Schedule always calculates against current expense limit • “FINAL” does not automatically pay remaining balance

20. Schedule D-1 • Enter percentage of completion in % form (not decimal form) • Schedule calculates total earned and subtracts any previous billings • Penalties or incentives may also be reduced or added to amount due

21. Schedule E-1 • Most versatile of all schedules • Automatically calculates when accessed- requires no input • Must be accessed after each time Schedule A-1 is adjusted • Pays remaining schedule balance on “FINAL” invoice

22. Schedule E-1 • Means of calculation include: • Total amount as a single initial payment • Total amount spread over first two invoices • Proportional to salaries • Percentage of total salary dollars • Percentage of raw salary dollars

23. Schedule E-1

24. Schedule E-1 Final • Calculations of the remaining balance on “Final Invoices” are not displayed • Remember: even for “Final Invoices” the schedule must be accessed to perform the calculation

25. Schedule A-1 • Calculates based upon multiplying percentages in Table 5A and unloaded salary rates in Table 5B or manually entered actual rates • The consultant simply selects the position, enters the appropriate hours, and CITS performs all necessary calculations • The “NAME” field must be populate for each entry

26. Schedule A-1

27. Schedule A-2 • Calculates premium overtime based upon 50% of salary rates in Table 5B • Class must be invoiced on Schedule A-1 before it will be available in Schedule A-2 • No multiplying percentages are added to this schedule

28. Schedule A-3 • Calculates based upon rates in contract Table 6 • No multiplying percentages will be applied to these rates • The “Name/Description” field is not required

29. Schedule A-3

30. Schedule A-3

31. Schedule E-2 • Used to invoice for approved direct expenses • Description and amount are only required fields • Every item invoiced in this schedule must be accompanied by proper documentation • Travel expenses should not be invoiced using this schedule

32. Schedule E-3 • Used to invoice for authorized travel expenses • “Name,” “Consultant,” “Start Date,” and “End Date” are all required fields • For each individual listed in Schedule E-3 an corresponding State Travel Voucher form 300-000-001 must be submitted prior to payment

33. Invoice Periods • Most errors received in the invoice process are caused by incorrect invoice periods • Affect the availability of rates, elements, TWO’s and encumbered funds

34. Sub Consultant Reporting • Recent Enhancements now allow FDOT Personnel as well as Consultants to Link to the Departments Equal Opportunity Reporting System

35. Sub Consultant Reporting • By Clicking the Link from the Consultant Home Page, a New Window will open prompting for login to the BizWeb System • From this page, help may be requested as well as a new ID may be obtained.

36. Sub Consultant Reporting • Remember: Language in your Standard Professional Services Agreement states: “The Consultant will report subconsultant payments through the Department’s Equal Opportunity Reporting System on the Internet. Failure to submit subconsultant payment information may be cause for rejection of the invoice.”

37. Frequently Asked Questions • Why can’t I log into CITS? • Why can’t I see my contract, financial project, TWO, etc….? • What if something is incorrect with my contract? • What documentation do I need to submit with my invoice? • How do I change my vendor information? • Who do I call if I have questions?

38. Important Web Sites • CITS Logon https://www3.dot.state.fl.us/consultantinvoicetransmittalsystem • Computer Security http://www.dot.state.fl.us/ComputerSecurity/AccessAccountInformation.htm • FDOT Procurement http://www.dot.state.fl.us/procurement/ • FDOT Professional Services Intranet Site http://infonet.dot.state.fl.us/procurement/ • Equal Opportunity Office http://www.dot.state.fl.us/equalopportunityoffice/ • My Florida Market Place Vendor Registration and Maintenance: https://vendor.myfloridamarketplace.com/ • Direct Deposit Information: http://www.fldfs.com/aadir/direct_deposit_web/Vendors.htm

39. More Information • My Florida Market Place Vendor Registration and Maintenance: https://vendor.myfloridamarketplace.com/ • Direct Deposit Information: http://www.fldfs.com/aadir/direct_deposit_web/Vendors.htm • Equal Opportunity Reporting: http://www.bipincwebapps.com/bizwebflorida/

40. What’s Next? • CITS is always changing to accommodate the needs of the user • We need your feedback • Project Job Costing • Email Notification

41. Who do I call?