Invoicing Procedures

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Invoice Number (1)
Start Date of Contract (2)
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Remittance Address (3)
Dates of Service (4)

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Total Estimated Project Cost (5)
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Maximum Commission
Participation (6)
90% of Project Cost
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Located on page 2, Section 4 of the
Grant Agreement
Includes Voluntary Dollar
Amount

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Total Eligible Project Costs Incurred to
Date (7)
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Subtotal of Trip Amounts before deducting
10% match – This will be a cumulative total of all invoices billed to date
Commission Participation In Eligible
Costs Incurred to Date (8)
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Cumulative amount Reimbursed to Date
(including This Billing)

Invoice Summary!
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Previously Billed Amount (9)
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This Billing (10)
Amount of reimbursement requested
Previously Billed + This Billing =
Commission Participation in Eligible
Costs Incurred to Date

Invoice Summary!
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CTC authorized signature (11)
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This position/person is named in the
Resolution of the Grant Application
FM # (12)
Identify which project you are billing
Located at top of page 1 on contract

Invoice Summary!
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Grant Agreement #/Contract # (12)
Refer to top of page 1 of the
Agreement
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Number of Trips (13)
Equipment Amount (14)
For RCAP or equipment purchased with T/E grant

Summary of Services!
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Name of CTC (1)
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Dates of Service Period (2)
Type of Service Provided (3)
Needs to be identical to Rate Sheet terminology in Exhibit B of Agreement
Number of Trips Provided (4)
Cost per Unit (5)
Number of Units Provided (6)
Amount of the Service cost (7)

Summary of Services!
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Total Project Cost (8)
Sum of all service costs
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Commission Participation
Total Project Cost x
90%
Less amount over Schedule B in contract
Total Amount billed to CTD (This
Billing)

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Use Language and Rates that appear on your Rate Page located
 in Exhibit B of the Agreement
The terminology must match exactly

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Dates of Services must match the
Invoice submitted
Trip totals in support documentation must match to trip totals on Invoice Summary
Service Types listed on the Summary of Service must be easily identifiable in support documentation

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Why a Schedule?
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Aids in Commission Financial Planning
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Tool for CTC’s to manage trip volume
All payments will strictly adhere to this disbursement schedule
Cumulative
Requesting amounts reduced from prior invoices

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A payment is not considered late until 40 working days after approval/receipt of a proper invoice.
CTD has 11 working days to approve a proper invoice after it has been received in the CTD office.
Check on payment status at Dept. of
Financial Services website
 https://flair.dbf.state.fl.us/

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It is advisable to request the
Voluntary Dollar amount on 1 st
Invoice
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Use Project ID ending in -38401
The “Monetary Value of In-Kind
Match” is the vendor’s match to the
Voluntary Dollar (if applicable)

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Use correct Project ID
Remember to match 10% if applicable
Use correct language as appears in Grant
Agreement
Submit copy of invoice from Vendor for equipment purchase
List CTD as First Lein Holder in
Registration Application for vehicles

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What is needed:
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LCB minutes and roll call vote to approve rate increase
Questions Form and Rate Review Checklist Form; they are located on Commission website
Approved Rate Methodology Model
8% increases processed using the same model, but approved by the Executive Director.
If a CTC requests a rate increase with in 12 months of a prior increase award, the percent increase awarded on the prior request will be added to the new request to test for
8% Executive Director approval authority
CTD requires 4 weeks to process rate increase request before it appears before the next Rate Review Committee meeting