CITSCITSCConsultant onsultant IInvoice nvoice TTransmittal ransmittal SSystemystemInvoicing OverviewInvoicing Overview

DISCLAIMERDISCLAIMER The information contained in the The information contained in the

presentation and discussed during presentation and discussed during the AFP/CITS training is intended for the AFP/CITS training is intended for training purposes only. The detail training purposes only. The detail data is fiction and any similarities to data is fiction and any similarities to actual information is purely actual information is purely coincidental.coincidental.

What You Want to What You Want to KnowKnow

System overviewSystem overview System accessSystem access Method of compensation & schedulesMethod of compensation & schedules Other frequently asked questionsOther frequently asked questions Future developmentFuture development

CITS StatisticsCITS Statistics Statewide roll-out Statewide roll-out

began 7/01began 7/01 Currently over 2300 Currently over 2300

total users, including total users, including 900 corporate ID’s 900 corporate ID’s from nearly 700 from nearly 700 different firmsdifferent firms

Nearly 2200 contracts Nearly 2200 contracts are invoicedare invoiced

Over 1500 invoices Over 1500 invoices are paid each monthare paid each month

System AvailabilitySystem Availability Available to all Available to all

current and active current and active corporate userscorporate users

Monday thru Monday thru Saturday 7:00am Saturday 7:00am until 9:00pmuntil 9:00pm

Not available on Not available on State recognized State recognized holidays holidays

Corporate AccessCorporate Access FDOT Corporate FDOT Corporate

Access AgreementAccess Agreement Passwords must be Passwords must be

changed every 90 changed every 90 daysdays

For questions For questions regarding Corporate regarding Corporate ID’s and passwords ID’s and passwords contact Conrad contact Conrad Gillispe(850)414-Gillispe(850)414-43424342

Method of Method of CompensationCompensation

Each contact’s Each contact’s Method of Method of Compensation Compensation Consist of Three Consist of Three basic componentsbasic components• Payment optionsPayment options• TablesTables• SchedulesSchedules

Payment OptionsPayment Options Commonly know as Commonly know as

the Standard Methods the Standard Methods of Compensationof Compensation

FDOT has used 17 FDOT has used 17 distinct payment distinct payment options for options for Professional Services Professional Services AgreementsAgreements

Each option may be an Each option may be an estimate or a limitestimate or a limit

Contract TablesContract Tables

Table 4; Independent multiplier Table 4; Independent multiplier percentagespercentages

Table 5A; Percentages to be applied Table 5A; Percentages to be applied to unloaded salary ratesto unloaded salary rates

Table 5B; Unloaded Salary RatesTable 5B; Unloaded Salary Rates Table 6; Defined rates for salaries, Table 6; Defined rates for salaries,

items, or unitsitems, or units

Logging Into CITSLogging Into CITS https://www3.dot.state.fl.us/consultantinvoicetransmittalsystemhttps://www3.dot.state.fl.us/consultantinvoicetransmittalsystem Log in using your mainframe (DOTNET) user ID and passwordLog in using your mainframe (DOTNET) user ID and password

Welcome PageWelcome Page From the Welcome Page click From the Welcome Page click HOMEHOME Note the Request to Update your Email AddressNote the Request to Update your Email Address

Consultant Home PageConsultant Home Page

Contract SelectionContract Selection

Invoice SelectionInvoice Selection

Main Invoice PageMain Invoice Page

Invoice Schedules Invoice Schedules PagePage

Main Invoice PageMain Invoice Page

Invoice Summary PageInvoice Summary Page

Schedule D-1Schedule D-1 Calculates by % Calculates by %

complete of services complete of services or at completion of or at completion of ServicesServices

Schedule always Schedule always calculates against calculates against current expense limitcurrent expense limit

““FINAL” does not FINAL” does not automatically pay automatically pay remaining balanceremaining balance

Schedule D-1Schedule D-1 Enter percentage of Enter percentage of

completion in % form completion in % form (not decimal form)(not decimal form)

Schedule calculates Schedule calculates total earned and total earned and subtracts any subtracts any previous billingsprevious billings

Penalties or Penalties or incentives may also incentives may also be reduced or added be reduced or added to amount dueto amount due

Schedule E-1Schedule E-1 Most versatile of all Most versatile of all

schedulesschedules Automatically Automatically

calculates when calculates when accessed- requires no accessed- requires no inputinput

Must be accessed Must be accessed after each time after each time Schedule A-1 is Schedule A-1 is adjustedadjusted

Pays remaining Pays remaining schedule balance on schedule balance on “FINAL” invoice“FINAL” invoice

Schedule E-1Schedule E-1 Means of calculation include:Means of calculation include:

• Total amount as a single initial paymentTotal amount as a single initial payment• Total amount spread over first two invoicesTotal amount spread over first two invoices• Proportional to salariesProportional to salaries• Percentage of total salary dollarsPercentage of total salary dollars• Percentage of raw salary dollarsPercentage of raw salary dollars

Schedule E-1Schedule E-1

Schedule E-1 FinalSchedule E-1 Final Calculations of the Calculations of the

remaining balance remaining balance on “Final Invoices” on “Final Invoices” are not displayedare not displayed

Remember: even Remember: even for “Final Invoices” for “Final Invoices” the schedule must the schedule must be accessed to be accessed to perform the perform the calculationcalculation

Schedule A-1Schedule A-1 Calculates based upon Calculates based upon

multiplying percentages in multiplying percentages in Table 5A and unloaded Table 5A and unloaded salary rates in Table 5B or salary rates in Table 5B or manually entered actual manually entered actual ratesrates

The consultant simply The consultant simply selects the position, enters selects the position, enters the appropriate hours, and the appropriate hours, and CITS performs all CITS performs all necessary calculationsnecessary calculations

The “NAME” field must be The “NAME” field must be populate for each entrypopulate for each entry

Schedule A-1Schedule A-1

Schedule A-2Schedule A-2 Calculates premium overtime based Calculates premium overtime based

upon 50% of salary rates in Table 5Bupon 50% of salary rates in Table 5B Class must be invoiced on Schedule Class must be invoiced on Schedule

A-1 before it will be available in A-1 before it will be available in Schedule A-2Schedule A-2

No multiplying percentages are No multiplying percentages are added to this scheduleadded to this schedule

Schedule A-3Schedule A-3 Calculates based Calculates based

upon rates in upon rates in contract Table 6contract Table 6

No multiplying No multiplying percentages will be percentages will be applied to these ratesapplied to these rates

The The “Name/Description” “Name/Description” field is not requiredfield is not required

Schedule A-3Schedule A-3

Schedule A-3Schedule A-3

Schedule E-2Schedule E-2 Used to invoice for Used to invoice for approvedapproved direct direct

expensesexpenses Description and amount are only Description and amount are only

required fieldsrequired fields Every item invoiced in this schedule Every item invoiced in this schedule

must be accompanied by proper must be accompanied by proper documentationdocumentation

Travel expenses should not be Travel expenses should not be invoiced using this scheduleinvoiced using this schedule

Schedule E-3Schedule E-3 Used to invoice for authorized travel Used to invoice for authorized travel

expensesexpenses ““Name,” “Consultant,” “Start Date,” Name,” “Consultant,” “Start Date,”

and “End Date” are all required fieldsand “End Date” are all required fields For each individual listed in Schedule For each individual listed in Schedule

E-3 an corresponding State Travel E-3 an corresponding State Travel Voucher form 300-000-001 must be Voucher form 300-000-001 must be submitted prior to paymentsubmitted prior to payment

Invoice PeriodsInvoice Periods Most errors received Most errors received

in the invoice in the invoice process are caused process are caused by incorrect invoice by incorrect invoice periodsperiods

Affect the availability Affect the availability of rates, elements, of rates, elements, TWO’s and TWO’s and encumbered fundsencumbered funds

Sub Consultant ReportingSub Consultant Reporting Recent Enhancements now allow FDOT Personnel Recent Enhancements now allow FDOT Personnel

as well as Consultants to Link to the Departments as well as Consultants to Link to the Departments Equal Opportunity Reporting SystemEqual Opportunity Reporting System

Sub Consultant ReportingSub Consultant Reporting By Clicking the Link By Clicking the Link

from the Consultant from the Consultant Home Page, a New Home Page, a New Window will open Window will open prompting for login prompting for login to the BizWeb to the BizWeb SystemSystem

From this page, help From this page, help may be requested may be requested as well as a new ID as well as a new ID may be obtained.may be obtained.

Sub Consultant ReportingSub Consultant Reporting Remember: Language Remember: Language

in your Standard in your Standard Professional Services Professional Services Agreement states: Agreement states:

““The Consultant will The Consultant will report subconsultant report subconsultant payments through the payments through the Department’s Equal Department’s Equal Opportunity Reporting Opportunity Reporting System on the Internet. System on the Internet. Failure to submit Failure to submit subconsultant payment subconsultant payment information may be information may be cause for rejection of cause for rejection of the invoicethe invoice.”.”

Frequently Asked Frequently Asked QuestionsQuestions

Why can’t I log into CITS? Why can’t I log into CITS? Why can’t I see my contract, financial Why can’t I see my contract, financial

project, TWO, etc….?project, TWO, etc….? What if something is incorrect with my What if something is incorrect with my

contract?contract? What documentation do I need to submit What documentation do I need to submit

with my invoice?with my invoice? How do I change my vendor information?How do I change my vendor information? Who do I call if I have questions? Who do I call if I have questions?

Important Web SitesImportant Web Sites

CITS LogonCITS Logonhttps://www3.dot.state.fl.us/consultantinvoicetransmittalsystemhttps://www3.dot.state.fl.us/consultantinvoicetransmittalsystem

Computer Security Computer Security http://www.dot.state.fl.us/ComputerSecurity/AccessAccountInformation.hhttp://www.dot.state.fl.us/ComputerSecurity/AccessAccountInformation.htmtm

FDOT ProcurementFDOT Procurementhttp://www.dot.state.fl.us/procurement/http://www.dot.state.fl.us/procurement/

FDOT Professional Services Intranet SiteFDOT Professional Services Intranet Sitehttp://infonet.dot.state.fl.us/procurement/http://infonet.dot.state.fl.us/procurement/

Equal Opportunity OfficeEqual Opportunity Officehttp://www.dot.state.fl.us/equalopportunityoffice/http://www.dot.state.fl.us/equalopportunityoffice/

My Florida Market Place Vendor Registration and Maintenance:My Florida Market Place Vendor Registration and Maintenance:https://vendor.myfloridamarketplace.com/https://vendor.myfloridamarketplace.com/

Direct Deposit Information:Direct Deposit Information:http://www.fldfs.com/aadir/direct_deposit_web/Vendors.htmhttp://www.fldfs.com/aadir/direct_deposit_web/Vendors.htm

More InformationMore Information My Florida Market Place Vendor Registration My Florida Market Place Vendor Registration

and Maintenance:and Maintenance:https://vendor.myfloridamarketplace.com/https://vendor.myfloridamarketplace.com/

Direct Deposit Information:Direct Deposit Information:http://www.fldfs.com/aadir/http://www.fldfs.com/aadir/direct_deposit_web/Vendors.htmdirect_deposit_web/Vendors.htm

Equal Opportunity Reporting: Equal Opportunity Reporting: http://www.bipincwebapps.com/bizwebflorida/http://www.bipincwebapps.com/bizwebflorida/

What’s Next?What’s Next? CITS is always CITS is always

changing to changing to accommodate the accommodate the needs of the user needs of the user

We need your We need your feedbackfeedback

Project Job Project Job CostingCosting

Email NotificationEmail Notification

Who do I call?Who do I call?