Final Invoice Approval

Closeout & Post-Performance : Final Invoice Approval

Contracting at Caltrans A&E Contracting History Approaches

Concepts Process DPAC Resource Development

Matching Exercise Knowledge Check

Centralized Decentralized Blended

Allocations Object Codes Budget Class COST Report Mitigation Costs

Contract Manager Contract Types

Scope

State Estimate

DBE DVBE Cost & Term Payment Consultant Selection Procurement Matching Exercise Knowledge Check

On-Call Project Specific

General: On-Call Detailed: Project Specific

Detailed: On-Call Detailed: Project Specific

A&E Contract Management

Task Orders

Progress Meetings

Amendments

Scope Schedule Cost & Payments

Matching Exercise Knowledge Check

Oversight / Q.A. Monitor Performance Contract Kick-off Meeting Consultant Progress Personnel Substitutions Files / Record Keeping

Task Order Development Task Order Request Contract Authority Draft Task Order State's Cost Proposal Consultant's Cost Proposal Task Order Negotiation Task Order Execution Task Order Kick-off Meeting

Meeting Agenda Meeting Minutes

Contract Amendments Task Order Amendments Amendment Approval Process

Budgets / Funding Payments to Consultants Relationships Acceptance Requirements Communication Evaluations DBE & DVBE Disputes Terminations

Task Order Closeout

Contract Closeout

Admin Issues Final Invoice Approval Post-Closeout

Matching Exercise Knowledge Check

Final Inspection Task Order Closeout

Completion of Work Prompt Closeout

Disencumber Evaluation Update Records Post Audits

Final Invoice Approval

Rubber stamp reading "paid" Approval of the final invoice constitutes formal acceptance of contract completion. When all administrative and audit issues are resolved, the CM signs the final invoice and forwards it to accounting for payment.

Make sure to consider whether the consultant is due any bonus payment or, conversely, if any penalties should be assessed, as specified in the contract.

If there are any disputed items, the CM has 15 working days to notify the consultant. Remember that the Prompt Payment Act requires state agencies to pay all undisputed invoices (or parts of invoices) within 45 calendar days of invoice receipt.
Provide the consultant with formal written notice that the contract has been completed.

Caltrans receives legal title to the products and services it accepts. For example, when a product is delivered to Caltrans, the CM accepts the product, signs the invoice, and the product now belongs to Caltrans.

More information is available on the Caltrans intranet. See the Prompt Payment Manual at:
http://onramp.dot.ca.gov/hq/accounting/manuals/