Section 3: Invoices
Invoice Submittal
The MPO must submit monthly TPF invoices to TPP for UPWP activities.
The billing should include:
- Certification statement signed by the MPO Director attesting to the accuracy of the billing
- Invoice
- Collateral material to support the charges
- Any other applicable documents
- Spreadsheet of monthly expense budget
When the invoice is submitted to TPP/MPO billing mailbox,
the document is time-stamped. The 15-day prompt payment clock starts
at that time.
Invoice Review and Processing
The TPP Billing Submittal Cover Form is filled in by TPP Business
Operations:
- Is it allocable to the Program?
- Is it allowable to the Program?
- Is it reasonable to the Program?
If submittal fails to meet these requirements, the field office
contacts MPO to resubmit their form.
If backup documentation is missing, the business operations
representative notifies the field representative. The field representative
will review the billing packet and confirm if there is an error.
If there is an error, the field representative will contact the
MPO to request additional information and resubmit their form with
the adequate support. The prompt payment clock stops at this point.
The clock starts back up when the additional information is submitted
to the TPP/MPO billing mailbox.
The reviewed and approved document is submitted to TPP Business
Operations for processing. Business Operations prepares the invoice
for the Section Director and the Grants and Administration Director
for signature. Once signed, Business Operations submits the invoice
to Finance Division for payment.
The field representative updates the billing summary spreadsheet
and sends it back to the MPO.
Annual Closeout
At the end of the fiscal year, when all the MPOs have certified
that their final billing has been submitted, all billings will be
reviewed to ensure the amount paid matches the amount billed. Once
any necessary reconciliations are completed, the amount billed by
each MPO will be subtracted from the amount allocated. This constitutes
the previous year’s carryover.
TPP will submit a request to FHWA to de-obligate these funds
from the previous year’s federal project number. Once this approval
is received, an email is sent to FIN Division requesting they obligate
these funds to the current year’s project number.
Once funds have been obligated, TPP will submit a work order
to the MPOs allocating the carryover to their UPWPs.
Procurements
The MPO must maintain approved written procurement procedures
that meet or exceed the requirements of 2 CFR 200.318, as it may
be revised or superseded. These procedures will be used for all acquisitions
authorized in any UPWP.
Any subcontract for services rendered by individuals or organizations
not a part of the MPO's organization shall not be executed without
prior authorization and approval of the subcontract by the Department
and, when federal funds are involved, the USDOT.
All work in the subcontract is subject to the state's Uniform
Grant Management Standards. If the work for the subcontract is authorized
in the current approved UPWP, and if the MPO's procurement procedures
for negotiated contracts have been approved by the Department either
directly or through self-certification by the MPO, the subcontract
shall be deemed to be authorized and approved, provided that the
subcontract includes all provisions required by the Department and
the USDOT. Subcontracts more than $25,000 shall contain all required
provisions of this agreement. No subcontract will relieve the MPO
of its responsibility under this MPO planning agreement.
Property Management
The regulations also require the MPO to observe the following
standards in its property management system:
- Develop a control system that includes adequate safeguards to prevent loss, damage, or theft of property, and provides for the investigation of any loss, damage, or theft.
- Use adequate maintenance procedures to keep the property in good condition.
- Use proper sales procedures to ensure the highest possible return if property is to be sold.
TPP field representatives review yearly the property management
of the MPO.
Disposition
Per 2 CFR 200.313, when equipment has exceeded its useful
life or is no longer needed for the original program or for other
activities, the regulations allow disposition in accordance with
the following procedures:
- If current per-unit fair market value is less than $5,000, it may be retained, sold, or otherwise disposed of with no further obligation to the federal agency.
- If current per-unit fair market value is more than $5,000, it may be retained or sold, and the federal agency shall have a right to an amount calculated by multiplying the current market value or proceeds from the sale by the federal agency’s share of the acquisition cost of the equipment.
If the MPO fails to take appropriate disposition actions,
the federal agency may direct the State or MPO to takes final disposition
action, including remittance of proceeds of sale, assignment of equipment
to another federal project, etc.