Commission for the Transportation Disadvantaged

Training WorkshopInvoicing 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 thatappear on your Rate Page locatedin 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