Commission for the Transportation Disadvantaged

Commission for the Transportation Disadvantaged Training Workshop Invoicing Procedures

Invoice Summary • Invoice Number (1) • Start Date of Contract (2) • Remittance Address (3) • Dates of Service (4)

Invoice Summary! • Total Estimated Project Cost (5) • Maximum Commission Participation (6) • 90% of Project Cost • Located on page 2, Section 4 of the Grant Agreement • Includes Voluntary Dollar Amount

Invoice Summary! • Total Eligible Project Costs Incurred to Date (7) • Subtotal of Trip Amounts before deducting 10% match – This will be a cumulative total of all invoices billed to date • Commission Participation In Eligible Costs Incurred to Date (8) • Cumulative amount Reimbursed to Date (including This Billing)

Invoice Summary! • Previously Billed Amount (9) • This Billing (10) • Amount of reimbursement requested • Previously Billed + This Billing = Commission Participation in Eligible Costs Incurred to Date

Invoice Summary! • CTC authorized signature (11) • This position/person is named in the Resolution of the Grant Application • FM # (12) • Identify which project you are billing • Located at top of page 1 on contract

Invoice Summary! • Grant Agreement #/Contract # (12) • Refer to top of page 1 of the Agreement • Number of Trips (13) • Equipment Amount (14) • For RCAP or equipment purchased with T/E grant

Summary of Services! • Name of CTC (1) • Dates of Service Period (2) • Type of Service Provided (3) • Needs to be identical to Rate Sheet terminology in Exhibit B of Agreement • Number of Trips Provided (4) • Cost per Unit (5) • Number of Units Provided (6) • Amount of the Service cost (7)

Summary of Services! • Total Project Cost (8) • Sum of all service costs • Commission Participation • Total Project Cost x 90% • Less amount over Schedule B in contract • Total Amount billed to CTD (This Billing)

Rate Structure Adherence • Use Language and Rates that appear on your Rate Page located in Exhibit B of the Agreement • The terminology must match exactly

Support Documentation • Dates of Services must match the Invoice submitted • Trip totals in support documentation must match to trip totals on Invoice Summary • Service Types listed on the Summary of Service must be easily identifiable in support documentation

Schedule of Disbursements • Why a Schedule? • Aids in Commission Financial Planning • Tool for CTC’s to manage trip volume • All payments will strictly adhere to this disbursement schedule • Cumulative • Requesting amounts reduced from prior invoices

Processing Time • A payment is not considered late until 40 working days after approval/receipt of a proper invoice. • CTD has 11 working days to approve a proper invoice after it has been received in the CTD office. • Check on payment status at Dept. of Financial Services website • https://flair.dbf.state.fl.us/

Invoicing for Voluntary Dollars • It is advisable to request the Voluntary Dollar amount on 1st Invoice • Use Project ID ending in -38401 • The “Monetary Value of In-Kind Match” is the vendor’s match to the Voluntary Dollar (if applicable)

Invoicing for Equipment Purchases • Use correct Project ID • Remember to match 10% if applicable • Use correct language as appears in Grant Agreement • Submit copy of invoice from Vendor for equipment purchase • List CTD as First Lein Holder in Registration Application for vehicles

Rate Increases • What is needed: • LCB minutes and roll call vote to approve rate increase • Questions Form and Rate Review Checklist Form; they are located on Commission website • Approved Rate Methodology Model • 8% increases processed using the same model, but approved by the Executive Director. • If a CTC requests a rate increase with in 12 months of a prior increase award, the percent increase awarded on the prior request will be added to the new request to test for 8% Executive Director approval authority • CTD requires 4 weeks to process rate increase request before it appears before the next Rate Review Committee meeting

Commission for the Transportation Disadvantaged