Chapter 7: Invoicing
Section
1:
General Information
TxDOT reimburses Universities for actual costs
incurred in carrying out work as outlined in the project agreement,
as well as indirect costs based on the project agreement’s indirect
rate. For Deliverables Base project invoices, Universities must
include an RTI Invoice Review form showing the period of project
activity being invoiced and total amount charged per deliverable.
This process is fundamental to the Deliverables Base contracting
mechanism, in particular by allowing for the comparison of actual
spending to anticipated spending based on the Project Deliverables
Table.
CRIA Article 13, “Billing and Payment”, includes provisions
covering billing frequency, references to cost principles and circulars,
penalties assessed on untimely billings, and withholding of payments.
Also, a detailed description of allowable costs is included in the
University Handbook, Chapter 7, Section 1, “Allowable Costs”.
For each fiscal year that a project is active, universities
are expected to submit a final invoice, marked “Final”. If a university
cannot meet the regular final billing deadline for continuing projects
(October 31st of the following fiscal year), the Universities shall notify
RTI, including the estimated amount(s) to be billed late.
RTI retains an electronic record of university invoices as
part of each project agreement’s electronic file, according to TxDOT’s
Records Retention Schedule. Additionally, the Universities shall
comply with Article 14, “Records and Audits retention”.