The District should use the

Payment and Voucher Page

, through TxDOTCONNECT for making payment requests involving utility adjustments – this includes payment requests for partial and final billings. The supporting documentation needs to be sent to ROW_UtilityRequests@txdot.gov for review and processing. The ROW Division retains an electronic copy of the payment package and submits the forms to the Finance Division for issuance of State warrants by the Comptroller’s Office. The Finance Division forwards the warrants pertaining to the payment requests directly to the Payee.

The following information is required on the

Payment and Voucher Page

:

Payment ID number
Project ID
Control Section Job
Payment Amount
Payment Type
Organization Name
District / Division

The following information needs to be verified before payment submittal:

Address. Enter remittance address of payee. Refer to TINS record.
Confirm with Project Delivery PM.
City & State (of payee's remittance address)
Service Date. Enter the completion date of work (ensure the date matches the Billing Checklist).
Payee ID Number. Enter the Payee Identification Number (PIN), including payee’s mail code
To verify the PIN, use Uniform Statewide Accounting System (USAS). For assistance see Project Delivery PM.
Note: If you have a Utility that has not requested a payment in a 12-month period, updated information will be needed. The system will be scrubbed and will result in the PIN being inactive. This will require a W9 and AP-152 to be sent through the FIN Portal “http://legacy-crossroads/org/fin/Central/VoucherCentral/tins-req1.htm”.
Invoice Date. Enter the date of the invoice.
Date invoice received and date-stamped
Invoice Number. Enter the vendor's invoice number.
Fiscal Year. Enter the fiscal year that the work/adjustment was performed or completed. A fiscal year runs from September 1 through August 31. For example, if an invoice is delivered and is acceptable on September 2, 2018, for work performed during the month of May 2019, enter the fiscal year of 2019 as the service date.
For work/adjustment performed more than
two years before the current fiscal year will have to be processed through Miscellaneous Claims.
Amount. Enter the total of quantity times unit price for each item.
Total. Enter the total amount of the invoice.
Detail. Enter the Project ROW CSJ/ROW Project ID.