INVOICING PROCESS

The contractor submits invoices in duplicate (all 2 notarized) to the Fiscal Technician in the Facilities Project Services office. (These need to be time-stamped due to the 45 days the university has to pay the contractor.)  The date the invoices are to be submitted is determined at the Pre-Construction Meeting.

GENERAL INVOICE REVIEW 

Fiscal Technician Responsibilities: 

G703-Continuation Sheet for AIA document.

1.  Verify that the Items and amounts match the approved schedule of values.  (These amounts and items are not to change from invoice to invoice.  The only items to be added are any change orders.  Change orders can only be invoiced after the notice to proceed has been received and the work has been completed. 

2. Verify the amount being invoiced for this period and materials presently stored. (Columns E and F).  The sum of E & F minus the retainage will equal the invoice amount of G702. 

3. Verify the balance to finish including retainage (Column H plus Column I) equals line No. 9 on the G702.

4.  Verify the change orders listed on the continuation sheet are fully processed (NTP issued), amounts on invoice match the approved change order and that each change order is listed separately.  The total of the change orders on the G703 equal Line No. 2 on the G702.

 G702- Front sheet of AIA

1.  Fiscal Assistant to verify Contract Number, Application Number sequence, Billing Period and Contract Date.

2.  FA checks the original contract sum is correct along with the change orders to date.  Contract sum to date is the sum of these two items.

3. Total Completed & Stored to date should be the same as on the G703.

4. Check the retainage for the Total Completed & Stored to date (Line No. 5)

5.  Check the Total Earned Less Retainage. (Line 4 less Line 5 total).

6.  Verify previous certificates for payment. (Check previous invoices for amounts) 

7. Current Payment Due equals Line 6 (Total earned Less Retainage) minus Line 7 (Previous Payments). 

8. Verify Balance to Finish, Including Retainage. (Line 3 less Line 6).  This amount should also equal the sum of the totals of Column H and Column  

9. List the amount to be paid (less the retainage) by purchase order number.  The base contract and each change order will be assigned a purchase order number.

 NOTE:  Per ACT 57, the University must pay the contractor within 45 days of receipt of their invoice.  If any of the above procedures are incorrect, the Fiscal Technician will notify the contractor via fax and phone and the “clock” stops.  Upon resubmission of the corrected invoice, the “clock” starts again.

 The Fiscal Technician then generates the Invoice checklist and forwards the invoices with the prevailing wage sheets for additional reviews by the Contract Specialist, Construction Manager/Project Manager and the Director of Facilities.

 The Contract Specialist Responsibilities:

 Review the submitted certified payroll sheets for: 

• Correct wages are used for the classification

• Dates on the certified payroll sheets are in line with the invoice date

• Approved sub-contractors are using the prevailing wages determined for the project.

Construction Manager/Project Manager Review: 

Review the costs and/or stored material submitted for payment.  Paperwork for the stored material must be approved by CM/PM.  Paid invoices of the stored materials must be attached to the current invoice

1. Review the schedule of values

2. Review the retainage 

3. Review the change orders 

4. Review the work completed

5. Review the prevailing wage to verify the job classifications for work completed

 Director of Facilities/Director of Facilities Project Services Review:

1. Review costs

2. Review the change orders

3. Review the work completed

 The invoice is returned to the Fiscal Technician.  One correct original invoice, one set of the prevailing wages sheets and any additional backup are kept in the FPS files.  The other copies are forwarded to Accounts Payable for payment.

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