TRF-BTS Program Manager Review
The appropriate TRF-BTS program manager is responsible for
reviewing the invoice to ensure the following items are correct:
- All services were actually performed and/or all goods and supplies were received.
- All services were performed and/or all goods and supplies were received within the appropriate time frame indicated on the invoice.
- All unit costs, quantities, and total costs that TxDOT will pay from the invoices are correct and match the PO.
- All attachments (i.e. for vendor’s detailed travel expenditures) are verified according to PO requirements.
Some TRF-BTS program managers may also require Traffic
Safety Specialists (TSSs) to review parts of the invoice. In these
cases, the TRF-BTS Program Manager should immediately email the
appropriate parts of the invoice to the TSS, with a due date when
the TSS should submit the approved invoice to the TRF-BTS Program
Manager.
After ensuring the invoice is correct, the TRF-BTS Program
Manager will sign the first page of the invoice to note that he/she
has reviewed the invoice and it is now ready for payment. If the
TRF-BTS Program Manager discovers any errors in the invoice, it
should be immediately handled as outlined in the subsection entitled
“How to Handle an Invoice Discrepancy” below.
Some TRF-BTS program managers may need to identify chart fields
(charge information) on the invoice as part of their approval process.
The chart field should include the following:
- Department.
- Account.
- Appropriation Year.
- Appropriation.
- Fund.
- PC Business Unit.
- Project.
- Activity.
- Source.
If a single invoice will be charged to more than one chart
field, the TRF-BTS Program Manager should specify on the first page
of the invoice the exact amount to be charged to each detail number.
The TRF-BTS Program Manager should submit the signed and approved
invoice to the TRF Purchasing Manager (inclusion of attachments
is optional).
The TRF-BTS Program Manager’s entire review process should
take no more than 10 calendar days.