show beginning and ending dates of adjustment on billing or attachment

statement reflecting address of records/accounts for audit and mailing purposes (TINS)

invoices

salvage inspection statement

bid specifications and bid tabulation

district’s transmittal memo, with clarification, recommendation, and an explanation of any unusual underruns or overruns

transmittal memo from District to Division must be signed by District Engineer or designee

Electronically submit one recorded original of form or or whichever is applicable, if not previously submitted.

Any conditions applied at agreement approval should not be reflected in billing.

Format of billing must agree with format of estimate, so correlation is possible.

Billings must be compared and reconciled to the approved agreement, plans, and estimate.

Deduct any betterment not originally included in the agreement. Otherwise, betterment ratios must be the same as originally approved.

Consulting engineering services in the billing must have prior District approval, with an approved contract in District files.

Major changes in the scope of work, exceeding +/- $100,000.00 or +/- 25% of the approved agreement, must be approved in an amendment (Supplemental) to the agreement by the District or ROW Division.

Minor changes must be explained in transmittal memo sent to the ROW Program Office.

Identify low bid contractor used.

Attach a copy of the appropriate pages of the inspector’s project diary in District files and use it to verify charges on the billing.

Correctly apply the approved betterment credit, accrued depreciation, salvage credit, and eligibility ratio.

Show the beginning and ending work dates.

Check that all extensions and totals are correct.