In 2016, INDOT began the implementation of an electronic consultant invoicing application with nine pilot firms. In March of 2018, the application was rolled out for use with most new consultant contracts. Approximately 2,500 invoices were processed through eInvoice in FY 2019, and INDOT is working on an enhancement retrofit for implementation on earlier contracts. In this session INDOT representatives will review the purpose and features of the application as well as planned future enhancements

Carter, Dale

Clanton, Jeff

English

Purdue E-Pubs

r.,...n Nextlevel ~INDIANA       INDOT eInvoice Application for ConsultantContracts Jeff Clanton & Dale Carter March 10, 2020 r.,...n Nextlevel ~INDIANA     eInvoice Presentation Outline • What is eInvoice? • Why was eInvoice Created? • History of eInvoice • PayWise, Relationship to eInvoice • Contract Build • Invoicing • Help? • Future • Questions, Answers and Suggestions r.,...n Nextlevel ~INDIANA                What is eInvoice? • eInvoice is an in-house developed ITAP (INDOT Technical Applications Pathway)application created to provide for a pre-audited invoice submittal process andfor efficient review, approval and payment processing all electronically, nopaperwork. r.,...n Nextlevel ~INDIANA                      Why was eInvoice Created? • eInvoice was primarily created to reduce INDOT’s overhead administrativeburden of invoice and final contract auditing. INDOT owner offices provide varying degrees of review of invoices against contract termsbut cannot realistically check the rates and calculations on every invoice. Final contract audits consistently find that invoices are not billed in accordance withcontract terms and the discrepancies can sometimes result in sizable citations and refundsdue to INDOT or additional payments due to the consultant. r.,...n Nextlevel ~INDIANA                                Why was eInvoice Created? (Cont’d) • INDOT’s PSCS application (Professional Services Contract System) is alreadypopulated with contract information including contract amounts, term dates, NTP dates, PO information links and contract owner information and is beingleveraged in eInvoice for consultant contract validation. • eInvoice provides a consistent format for one-click approvals to feed invoicedata into our payment process. r.,...n Nextlevel ~INDIANA                      eInvoice History • Development started in 2015 as proposed by Mark Ratliff, Director over ExternalAudit, to reduce final audit burden. • Met with a focus group of 9 firms in late 2015 • Provided a demo to the pilot firms in Feb 2016 • Performed pilot firm user testing in June and July 2016 r.,...n Nextlevel ~INDIANA                      eInvoice History (Cont’d) • Went live with pilot firms for Lump Sum contracts in August 2016 • Consultant Lump Sum invoices started arriving in November 2016 • Implemented eInvoice for all new Lump Sum and Negotiated Hourly Ratecontracts in March 2018 • Began receiving Negotiated Hourly Rate contract invoices in July 2018 • More than 7,700 invoices have been processed thru eInvoice since March 2018 50 ~ 40 a.. o 30· ........ V, >-~ 20 10 0 - -elnvoice Tra1cking 7,703 elnvoices Pa]d Thru February 2020 ■ - I ■ I I I I I I .----------______.__, -• Count -- Ave rage Days to Pay 1000 800 600 400 200 0 ...... C: ::J 0 u r.~I,...n Nextlevel NDIANA eInvoice History (Cont’d) r.,...n Nextlevel ~INDIANA                        PayWise, Relationship to eInvoice • PayWise - Accounts Payable Management System • PayWise has been developed and implemented in parallel with eInvoice • PayWise is being used to expedite invoices to the Auditor of State for payment • PayWise helps expedite invoice processing, but does not provide for invoice auditing or consultant contract validation • eInvoice contracts feed approved invoices into PayWise for payment processing • Non-eInvoice contracts are emailed and picked up by PayWise for paymentapproval and processing r.,...n Nextlevel ~INDIANA PayWise • All contract invoices are now being submitted and processed electronically • Invoices for non-eInvoice contracts are submitted via email to one of the following email addresses and are picked up and routed via PayWise CentralOfficeInvoices@indot.in.gov *(If you're not sure which district) CrawfordsvilleInvoices@indot.in.gov FortWayneInvoices@indot.in.gov GreenfieldInvoices@indot.in.gov LaPorteInvoices@indot.in.gov SeymourInvoices@indot.in.gov VincennesInvoices@indot.in.gov Settings ..... Additional Filters ,co ntJraoting Party Amendment Statl!!IS ,co ntJraot Engineer Reports Invoices ..... [ Enter a Cont act Help..,... INDOT Electronic Invoicing System (einvoice 2 2) Dashboard What's New Enter a ES o .. Invo ices Only ... ... ... PO Nmnb er{s ) Invoi :oe Numb er ( s ) Invoi :oe St ,at us Loca t ion Owner Offic::e ... ... ... Invoice Gauge PO Balances Messages r.,...n Nextlevel ~INDIANA eInvoice Dashboard New System Help Co nsu lta nt I ntro d u cuo n Video J nvoi ce Entry Compensation · · ethods Ente ring DBE n Jmporting Invo iice Labor s ]ND 10T PM Approval ma~ Jine r.,...n Nextlevel ~INDIANA eInvoice Dashboard ot1b"dtt ems Co111tiract Tasks Direot Cost Reimb ursement □ CFF Direct Costs D Direot Cost Reimbursement Project Int ,ent Dem nitJi on D Allb i-eviated E111 gineers Report D Alternative An a llysis D Bridge InspedJion Report D Co111cise Bridge Inspect' ion Report D Eng ineer 's Report D I lilterclhange J ust ifi cat ion Report □ Traffic Alnalys i s D Traffic Da1ta Collect iion D Traffic Forecast ing Env'i ronmelilta l Serv iic-es D A'i r Qual'ity Ana I ysis D Archaeo log ica l Investigation D Ecologica l Surveys D Env'ironme11tal Documentation Road Desi gn and Plan Development D Design ExceptJi on D Hydrau llic Ana I ysis D [ liltelli gent Tran sp ortati on System (: D landsca 1pi ng Design D Lig1ht ing Desigin D Maiintenance of Tr-afiiic □ No'ise Wal l Design D Pavement Design D Preconstructi on Conference D Project Ma nag emelilt D Pub I ic Hearing D Pub I ic I 11formatio11 Meeting D Public I 11vo1lvement D Retaining Wall Design D Road Design and Pl a 11s D Rul,e 5 App lication □ S'ign Design D Sm al II Structure Design D Traffic Manag ,ement Plan Utility Coo rd inat iion Senfli ces D Utili ty Coord ination Subsurf ac:e Ut iility En ginee ri 11g Services D Subs uirface Uti lity En ginee ri lilg Serv Co111strnotio11 Pllase Servkes D Constrn ot ion Pllase Services Co111strnotion Insp ect'i on D Constrn ot ion Insp ect'i on Otller □ other r.,...n Nextlevel ~INDIANA  eInvoice Task List Ap p ro ve d - Pe n di ng NT P Ready for Invoi ce Contract Details for PJ.90406a LS UP I LRM l NHR ~ CFF Total 4 It em s 3 It ems J. Items 1 It ems O Items 9 It em s $1.33,000.00 $11. , 000.00 $5,000 .00 $20 , 000.00 $0 . 00 $1.69,000.00 $133,000.00 $11,000.00 $5,000.00 $20,000.00 $0.00 $169,000.00 Tools ~ Save 0 Cancel $ Sub Firm Wo rk she et CE) Preview Geotech Works heet CE) Prev iew Ap pendix D £!. Aut horizers --'-------------1 Task Items Active Firm Noted in Contra EC! Start Date if app licable: 7/ 1/ 2021 Description ... Compensation Method: LRM ..a TaskGroupName: Construction Phase Services 0 Construction Phase Servi ces • Compensation Method: LS • TaskGroupName: Bridge Design and Plan Development 0 Bridge Design and Plans ..a TaskGroupName: Environmental Services 0 Environmen tal Documentat ion ..a TaskGroupName: Topographic Survey Data Collection To pog raphi cal Su rvey ..a TaskGroupName: Utility Coordination Services 0 Uti lity Coordina t io n ... Compensation Method: NHR ~ TaskGroupName: Project Intent Defin ition 0 Altern ative Analys is • Compensation Method: UP • TaskGroupName: Right of Way Plan Development Righ t -of-Way Engi neeri ng Right-of -Way Stak ing Adjustments f PE PE PE PE f PE PE r PE PE I I $5,000.00 $100,000.00 $10,000.00 $ 15,000.00 $8,000.00 $20 ,000.00 $8,000.00 $2,000.00 Consultant Testing Com pany -----------------------------Approved Rates Firm Name Firm Approved Rates Ove rhead Rate % FCCM Rate % Contract Rates INDOT Rates Cap Rate Ove rr ide Firm Rates not found eInvoice Contract Build App roved - Pending NllP r 4 I~ ms 7 $133,000.00 $1.33,000 .oo Ta.sk Items UP 3 Items $11,.000.00 $11,000.00 ECI start Date if a ppl ica ble: 7/ 1/ 2021 Description ...i1 Compensation Method: LRM Ready for Invoice ~ w:J LRM 1 Items $5,000.00 $5,.000.00 .111 TaskGroupName: Construction Pha1se Serv ice s NHR l Items 20,000.00 $20,000.00 Construclion Phase Sernices [ PE 'II' ...i1 Compensation Method: LS .111 TaskGroupName: Bridge Design and Plan Development Bridige Design and Plans L PE • r.,...n Nextlevel ~INDIANA eInvoice Contract Build 0 Cancel $ Sub Firm Worksheet (61 Preview Geotechl Worksheet ~ Preview App e11d'i x D Author izers Co111su lta nt Testing Compan y ·Contract Tas lcs -Approved Rates firm INante firm .~pp roved Rates Overih ead Rate % FCCM Rat ,e %, Co nrliraot Rates I IN DOT Rates Cap Rate Overri de Messages Firm Rates not found 0 r.,...n Nextlevel ~INDIANA eInvoice Contract Build : P 19M06a APPENDIX "D" Compensation l _ Ille CO SULT ANT shall recei. v ,e as payinent for th e i.v ork pertbrmed und er this Contract th e tot al amount not to eXccee d $169,000_00 (Section 2 - $133,000_00 ; Seotion 3 - $20,000 _00; Section . 4 - $11,000_00; Secti.on 5 - $5,000 _00) _ 2 _ Ille CONSUL TA,NT wi11 be p aid for th e fo ll owing s e rv ice s described in App e ndirx . "A" on a lump sum b as i s _ Payment w iH be in aocordance wi th th e foUo i.ving fee schedu le : En vu-onm .ental Services En v iro nm ental Doc um entation Topographic Surve y Data Co ll ectio n Topographical Surv ey Bri dg e Des i gn and Plan De velo pment Bridge Des ign and P lans Uti l ity Coordination S=vices Uti li ty Coordination $ 10 ,000 _00 $ 1 5,000_00 $ 100,000 _00 $ 8 ,000_00 Fo r ,ea ch hnnp , sum i te1n, the CONSULT ANT ,v:il ] be paid base d on th e pe:£centage of i.v odc perronneci_ The . CONSULT • ......_,_'lT shaJ l sho w ccnnputaition of the comp] e,tion p e;rce ntage of each it enL If a porti on of i.v ork is completed for an item then th e CONSULT Al'l'r shaJ l bill onl y for that wor k co mp le t e d 3 _ Ill e CONSUL TANT wi Jl be p aid £or th e :fo ll oi.v:iing s e r v ice s describe d in Appendix "A" on a n egoti at e d how- fy rate b asis: Pro:ject In tent Defmiti.on_ i\ 1Jov;oable b illing r a tes for suboon su lt ants i.v i.11 be included wi th th e no tice to proceed or contract t£ansmitta1 l ette:£. Classification C.I\D T ,e chnic :ian C.I\D T ec hnician (OT ) Engi.ne er Pro j ect Manag e,r Ba se Hour ly Rate $90 _00 $105 _00 $120 _00 $150 _00 r.,..._n Nextlevel ~INDIANA   eInvoice Produced Appendix D Settings T Reports Invoices T Help T What's New Draft Submitted for Payment Approved - Pending Payment Processed - Pending Payment Contract Details for P190406a Invoice Details for# 0001 LS UP LRM NHR o Items o Items o Items o Items $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 - - - - - --■ IIIHI ,. ... Task Item ., Ta.skGroupName: Bridge Design and Plan Development ~ ao - Bridge Design and Plans $100,000.00 .. TaskGroupName: Environmental Services ~ aO - Environmental Documentatio n $10 ,000.00 ., TaskGroupName: Topographic Survey Data Collection ~ aO - Topograph ical Survey $15,000.00 ., TaskGroupName: Utility Coordination Services ~ ao - Utility Coordination $8 ,000.00 < INDOT Electronic Invoicing System Consultant Invoice Payment Scheduled Paid CFF o Items $0.00 $0.00 Total Amount Earned Prior Billing $0.00 $0 .00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Total o Items $0.00 $0.00 Current Billing Amount > Tools ~ Save fffl Import Labor [fl Preview Consultant Testi ng Company Firm Name Firm Approved Rate s Overhead Rate % FCCM Rate% Cont ract Rates Labor Rate Mult iplier EC! Start Date I NDOT Rates Maximum Hourly Rate Firn -----------------Errors ______________________ ....,.. _ .,., Messages -----------------Supporting Documents r.,...n Nextlevel ~INDIANA eInvoice Consultant Screen Submitted foli P,ayment Contliad # Contract Type DES# P 190406a Plioject Speci f ic 1703002 Apl)roved - Pending Payment Amendment# Contr ,act Descliipti'on RFP# Plioject Manager ,Contract Engineer Grylewicz., Michael / Shr .adeli , Usa Abllasi., Fik,e DB,E Goal Contracting Party Consultant T,esting Company Latest Invoice Number L,atest Submitt,al Date Processed - Pending Payment Payment Scheduled Paid 0 Contract Amount $ 169,000.00 Plioject Dev ,efopment ED:S # Ser vfoes - Bliidge SR 8 Bliidge R:eplacemelil 1t, Concr ,elle in Laport ,e Co. 1904 Ori 'ginal Gontliact Date 0 1 / 14/2020 D=3 M=0 V=0 W=0 m:I Contract Invoices History 0urr,ent Expiration Date 12/3 1 /2024 Notice to Proceed Date 0 1 / 15/2D20 L,atest Invoioe Workflow Status r.,...n Nextlevel ~INDIANA eInvoice Consultant Screen ..; TaskGroupName: Project Intent Defin it io n ... [ ®,] aO - Alte rnative Analysis < ~ Enter Lobo r Derail Job Cilassificatfon Name CAD Technician Pete IRose Engineer ~ Joe Morgon Project IMonager ~ Spa,rky Anderso n Labor Details Costs V 1/16 /2020 to 1/31/2020 1/16/ 2020 to 1/31/2020 1/16 /2020 to 1/31/2020 $20,000.00 07/01/202 1 Hourly Rate IECI(%) v Hours $ ·90.00 $90.00 $120.0 0 $120.00 $150.00 $150.00 $90. 00 0 $120.00 0 $150.00 0 40 .0 0 24 .0 0 8 .0 0 calculated Amount Billed $0.00 .$0.00 l Calculo ,ted Amount $3,600.00()0 $2,880.0000 $1,200.0000 > r.,...n Nextlevel ~INDIANA eInvoice Consultant Screen Approve Invoice [ l!.ejecll: Invoice [ 11.evi'sed/Request Additional Information ,.,, Continue 0 Cance~ r.,..n Nextlevel ~INDIANA  eInvoice PM Review Options r.,...n Nextlevel ~INDIANA  Ethics in Accounting • An Example r.,...n Nextlevel ~INDIANA       Help? • Invoice Payment Status If in “Submitted for Payment” status contact the Project Manager If in “Approved – Pending Payment” or “Processed – Pending Payment” status for more than 2 weeks contact Stephanie Fouty at sfouty@indot.in.gov • Unable to Invoice Due to Payment Terms Configuration Contact the Contract Engineer associated with the contract o Fike Abbasi - FAbbasi@indot.IN.gov o Dale Carter - DCarter@indot.IN.gov o Karen Macdonald - KMacdonald@indot.IN.gov o Tami Stoakes - TStoakes@indot.IN.gov o Dave Vorndran - DVorndran@indot.IN.gov r.,...n Nextlevel ~INDIANA            Future • Ongoing Enhancements to Improve Performance • PM Approval Tasks Dashboard - May • Real Estate Unit Price Contract Capability - Summer • Retro-fit for Consultant Contracts Created Prior to eInvoice - Fall • Cost Plus Fixed Fee Contract Capability r.,...n Nextlevel ~INDIANA  eInvoice Questions and Answers 

INDOT eInvoice Application for Consultant Contracts

https://docs.lib.purdue.edu/cgi/viewcontent.cgi?article=4422&context=roadschool

INDOT eInvoice Application for Consultant Contracts

Abstract

Similar works

Full text

Available Versions

Purdue E-Pubs