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.