Chapter 18: General Payment Policies and Procedures for State and LPA

Section 1: General Payment Policy

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Overview

Use Form ROW-A-15, Payment Request, for making payment requests involving right of way acquisition, relocation assistance or utility adjustments. ROW-A-15, Payment Request, is generated by data entered in the Right of Way Information System (ROWIS). Send ROW-A-15, Payment Request, to the ROW Program Office in Austin for final review. The ROW Program Office in Austin submits the Forms to the Finance Division for issuance of State warrants by the Comptroller's Office. The Finance Division forwards warrants for payment requests directly to the right of way staff.

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Preparation of “Payment Request” (ROW-A-15)

In each blank of ROW-A-15, Payment Request, enter data corresponding to the list below. For unusual circumstances, contact the Department accountant for proper billing codes.

  • NAME of PAYEE. Enter name exactly as it will appear on the State warrant, without inclusion of terms such as "a single person" or "also known as" that may appear on the instrument of conveyance.
  • DATE
  • ADDRESS (of payee)
  • CITY & STATE (of payee)
  • DELIVERY DATE. Enter the date that product or service is delivered and determined acceptable according to procurement requirements.
  • PAYEE ID NUMBER. Enter the Payee Identification Number (PIN) of the payee. The State Comptroller's Office prepares State warrants based on data entered in the Texas Payee Identification System (TPIS), which requires PINs. The name and address entered in Form 132, or ROW-A-15, Payment Request, as appropriate, must be the same as produced by the PIN. Establishing PINs with accuracy is very important.
  • INVOICE DATE
  • INVOICE NUMBER
  • FISCAL YEAR. Enter the fiscal year that delivery date falls in. A fiscal year runs from September 1 through August 31. For example, if a product is delivered and determined acceptable on September 2, 2005, enter the fiscal year of 2006.
  • SOURCE UNIT. Enter the payroll unit number of the project manager.
  • DESCRIPTION. Include the Federal project number when applicable.
  • QUANTITY
  • UNIT PRICE
  • AMOUNT
  • TOTAL
  • IAC (Inter-Agency Contract) or MISC CONTRACT NUMBER
  • SDHPT (TxDOT) REQ. NO.
  • PURCHASE ORDER NO.
  • DATE (of purchase order)
  • DISTRICT or DIVISION NO.
  • SEGMENT ID NO.
  • DETAIL (CSJ number)
  • AMOUNT
  • FUNCTION CODE
  • OBJECT OF EXPENDITURE CODE
  • AGENCY VERIFICATION/AUDIT. The original ROW-A-15, Payment Request must be signed by the Right of Way Agent, attesting that an agency verification/audit was performed and that the invoice is correct and unpaid.

The original ROW-A-15, Payment Request, must be:

  • accompanied by correct supporting documentation; and
  • forwarded to the ROW Program Office in Austin, along with one copy. Additional copies may be required as specified in this chapter.
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Ethnic Coding for ROW-A-15, Payment Request

Where required, include the ethnic code number on ROW-A-15, Payment Request, to identify the payee as minority or non-minority.

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Code No.

Classification

Classification Includes Persons:

(1)

Black Americans

having origins in any of the Black racial groups of Africa.

(2)

Hispanic Americans

of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish or Portuguese culture or origin, regardless of race.

(3)

Native Americans

who are American Indians, Eskimos, Aleuts, or Native Hawaiians. Registration as an official member of an Indian tribe recognized by the Bureau of Indian Affairs is required for American Indians.

(4)

Asian-Pacific Americans

whose origins are from Japan, China, Taiwan, Korea, Vietnam, Laos, Cambodia, the Philippines, Samoa, Guam, the U. S. Trust Territories of the Pacific, and the Northern Marinas.

(5)

All Other

-

(6)

Unknown

-

(7)

Asian-Indian Americans

whose origins are from India, Pakistan, and Bangladesh.

(8)

Women

-

(9)

Alaskan Native

who are specifically native Alaskans, i.e. Inuits.



Indicate the appropriate code number in parentheses following the payee's name on ROW-A-15, Payment Request. These code numbers are different from those that are used in the Human Resources Manual and are not related to personnel matters.

Complete the printed section at the bottom of each ROW-A-15, Payment Request, to show the entire distribution of the statement total to the proper accounts or project according to current ethnic coding procedures.

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