Section 4: Final Billing for Local Utility Payment (LUP)
Anchor: #i1005673Reimbursement
The “Prompt Payment” process will not apply to this reimbursement process. The reimbursement to the Local Public Agency (LPA) will be made after completion of full audit.
Anchor: #TTICWHKICoordination between the Utility and the LPA
Upon completion of the utility adjustment, the utility owner will submit a final billing of actual cost to the LPA. Final billings should reflect determination of eligibility of each item of cost for TxDOT reimbursement.
Final billings should include supporting documentation and a thoroughly detailed breakdown of costs. Supporting documentation includes time sheets, invoices, equipment usage reports, bid tabulations, Buy America compliance documentation, and payroll documentation. TxDOT must be furnished with sufficient information to ensure that payment will be eligible for Federal and/or TxDOT participation.
In addition to requirements for final billing details stated in the subsection 3, the final billing should also show applicable percentages (when used) so computed amounts may be verified.
Anchor: #OWSYPQOACoordination between the LPA and the State;
The final billing must follow closely the order of items in the estimate portion of the agreement. Show the following totals in a manner that permits comparison with the approved estimate:
- Anchor: #MXXBYIQA
- labor; Anchor: #EPWTFDGT
- overhead; Anchor: #PMYAINRS
- construction costs; Anchor: #CLKJPWKE
- travel expense; Anchor: #PFQRKYDE
- transportation; Anchor: #VCXSUWBB
- equipment; Anchor: #PHDJSOJY
- materials and supplies; Anchor: #YWFIRICD
- handling costs; Anchor: #UHVYWLTL
- construction units (if applicable); and Anchor: #GPNIQHCQ
- other services.
After completion of the adjustment, the utility must submit one electronic copy of the final billing for all costs associated with the reimbursement request. Upon receipt of this final billing check to ensure that all items are eligible for TxDOT cost participation.
Anchor: #i1093647Billing Requirements
A form ROW-U-45 Tabulation of Utility Adjustments should support each invoice.
Upon completion of the utility adjustment, the utility owner will submit a final billing of actual cost to the LPA. Final billings should reflect determination of eligibility of each item of cost for TxDOT reimbursement.
Final billings should include supporting documentation and a thoroughly detailed breakdown of costs. Supporting documentation includes time sheets, invoices, equipment usage reports, bid tabulations, and payroll documentation. TxDOT must be furnished with sufficient information to ensure that payment will be eligible for Federal and/or TxDOT participation.
The final billing should also show applicable percentages, when used, so computed amounts may be verified.
The LPA should take immediate steps to secure quitclaims to any abandoned utility property interests and should submit the recorded original along with the final billing.
- Anchor: #NNFOWGSJ
- A form ROW-U-45 Tabulation of Utility Adjustments should support each invoice. Anchor: #MLSRBHWP
- TxDOT reimbursement is contingent upon receipt of the required instruments. Anchor: #DEJUAVOG
- LPA reimbursements will be made upon completion of audit.
Note: The cost records and accounts of the utility are subject to audit for three years from the date final payment was received.
|
Cost Type |
Preferred Documentation |
Acceptable Documentation |
|---|---|---|
|
Utility Labor |
Certified Time Sheets |
Certified Utility Company's accounting ledger |
|
Utility's Equipment |
Certified Time Sheets |
Certified Utility Company's accounting ledger |
|
Materials and Supplies |
Invoice from Supplier |
Inspector's diary of material on hand or installed and the Certified Utility Company's accounting ledger |
|
Consultant Engineering |
Invoice from Consultant |
Completed Plan Sets and Certified Utility Company's accounting ledger |
|
Contractor Services |
Invoice from Contractor |
Inspector's diary or approval of work and the Certified Utility Company's accounting ledger |
Note: On the first page of Certified Time Sheets and Certified Utility Company accounting ledger should be on company letterhead with the company logo with a statement of accountability. This will also be accompanied with a signature of an officer of the company or representative with signature authority on the first page of the ledger or time sheet.