The TxDOT Utility Liaison or the LPA should encourage the utility to submit billings as soon as its adjustments are complete, and records of costs and expenditures are processed. Failure to submit billings promptly could result in loss of records and forfeiture of reimbursement.

Refer to entitled

Reimbursement Guidelines and Billing Procedures for Utility Adjustments

for additional guidance.

The billing/payment process is one step in the coordination of utility adjustments between the utility, the LPA, and TxDOT. The responsibilities of the participants are listed below.

In accordance with 23 CFR 645.117(i)(2), the utility owner will provide one final and complete billing of all costs incurred, or of the agreed-to lump-sum, within one year following completion of the utility relocation work, otherwise previous payments to the utility may be considered final.

If a utility owner has not submitted an invoice within 24 months after the end of the fiscal year in which the date the performance of the service under the contract is completed, (i.e., by August 31, 2017 for the fiscal year ending August 31, 2015), the reimbursement must go through the , which may require the reauthorization of funds by the State Legislature.