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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)
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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