consultant invoice transmittal system (cits) project manager overview

Consultant Invoice Consultant Invoice Transmittal System Transmittal System

(CITS)(CITS)Project Manager OverviewProject Manager Overview

Course ObjectiveCourse Objective

Students will obtain a fundamental Students will obtain a fundamental understanding of the CITS application understanding of the CITS application as a tool for invoice processing. As as a tool for invoice processing. As well as a basic knowledge of the CITS well as a basic knowledge of the CITS contract document and how it relates contract document and how it relates to the contract proper and the to the contract proper and the negotiation thereof.negotiation thereof.

What you will learnWhat you will learn

The purpose and roll of the CITS The purpose and roll of the CITS applicationapplication

Proper Invoice processingProper Invoice processing How CITS relates to Consultant How CITS relates to Consultant

ContractingContracting What the CITS can and can not do for What the CITS can and can not do for

Project ManagementProject Management

CITS’ PurposeCITS’ Purpose

The Consultant Invoice Transmittal The Consultant Invoice Transmittal System was developed to serve as a System was developed to serve as a paperless, efficient, expeditious, and paperless, efficient, expeditious, and uniform means of delivering a uniform means of delivering a properly formatted invoice to the properly formatted invoice to the Department, in compliance with Department, in compliance with Federal, and State regulations.Federal, and State regulations.

CITS StatisticsCITS Statistics Statewide roll-out 7/02Statewide roll-out 7/02 Currently over 2000 Currently over 2000

total users, including total users, including 819 corporate ID’s 819 corporate ID’s from over 600 from over 600 different firmsdifferent firms

Nearly 2100 active Nearly 2100 active contractscontracts

Over 1500 invoices Over 1500 invoices are paid each month are paid each month totaling over $75 totaling over $75 millionmillion

Getting StartedGetting Started

All users of the CITS system must All users of the CITS system must have a Mainframe RACF Account and have a Mainframe RACF Account and Password and System User Password and System User Authorization (note attached link)Authorization (note attached link)

http://www.dot.state.fl.us/http://www.dot.state.fl.us/ComputerSecurity/ComputerSecurity/AccessAccountInformation.htmAccessAccountInformation.htm

Corporate Access AgreementCorporate Access Agreement

FDOT Systems Access RequestFDOT Systems Access Request

CITS Process FlowCITS Process Flow Contract documents are entered by Contract documents are entered by

Professional Services following negotiationsProfessional Services following negotiations Financial Services reviews Contracts to insure Financial Services reviews Contracts to insure

accuracy prior to opening for Consultant accuracy prior to opening for Consultant InvoicingInvoicing

Consultant enters and submits invoice in CITS Consultant enters and submits invoice in CITS and submits all supporting documentation to and submits all supporting documentation to Project Management in the preferred formatProject Management in the preferred format

Project Management reviews and approves or Project Management reviews and approves or rejects invoices for payment, insuring work rejects invoices for payment, insuring work effort is completeeffort is complete

Financial Services audits and approves or Financial Services audits and approves or Rejects invoice for paymentRejects invoice for payment

Logging Into CITSLogging Into CITS https://www3.dot.state.fl.us/https://www3.dot.state.fl.us/

consultantinvoicetransmittalsystemconsultantinvoicetransmittalsystem Log in using your mainframe user ID and passwordLog in using your mainframe user ID and password

Welcome PageWelcome Page

From the From the Welcome Page Welcome Page click click HOMEHOME

You should also You should also update your Email update your Email address from here address from here if needed.if needed.

Reviewing Invoices in CITSReviewing Invoices in CITS

Remember CITS is only a method or Remember CITS is only a method or process of Invoice Review it is not process of Invoice Review it is not the procedurethe procedure

All Invoices must be approved in All Invoices must be approved in compliance with FS 112.061, compliance with FS 112.061, 215.422,and 338.251 as well as 215.422,and 338.251 as well as Florida Administrative Code Chapters Florida Administrative Code Chapters 3A-42, and 60B3A-42, and 60B

Invoice Reviewer Home PageInvoice Reviewer Home Page Select an invoice Select an invoice

for review by for review by clicking the clicking the underlined, underlined, hyperlinked invoice hyperlinked invoice number; this will number; this will take you to the take you to the Invoice Review Invoice Review FormForm

Note: If you are a Note: If you are a Alternate Reviewer, Alternate Reviewer, click the radio click the radio button labeled “List button labeled “List Invoices to Review Invoices to Review as Alternateas Alternate

Invoice Review FormInvoice Review Form Click “View Invoice” to Click “View Invoice” to

open a new window open a new window and review the invoice and review the invoice documentdocument

If there are questions If there are questions concerning the concerning the Contract, click “View Contract, click “View Contract”. This will Contract”. This will open a new window, or open a new window, or switch the Invoice switch the Invoice View to Contract ViewView to Contract View

Main Invoice PageMain Invoice Page All basic All basic

information information concerning the concerning the invoice is invoice is available on the available on the Main Invoice PageMain Invoice Page

To view the To view the invoice detail, invoice detail, click “click “Invoice Invoice Summary for PrintSummary for Print ““

Invoice Summary PageInvoice Summary Page Charges are Charges are

broken out by broken out by Task, Financial Task, Financial Project and Project and Compensation Compensation elementelement

Click the Click the underlined, underlined, hyperlinked hyperlinked Schedule Schedule number to view number to view detail of detail of chargescharges

Invoice SchedulesInvoice Schedules The Invoice Schedule The Invoice Schedule

Pages give a complete Pages give a complete break down of all break down of all Schedule charges for Schedule charges for this invoicethis invoice

Review the Review the information, return to information, return to the Invoice Summary the Invoice Summary and proceed to the and proceed to the next schedule, until next schedule, until the entire invoice has the entire invoice has been reviewed.been reviewed.

Invoice Review FormInvoice Review Form Once the entire invoice Once the entire invoice

has been reviewed at the has been reviewed at the detail level, it may be detail level, it may be Approved or Returned for Approved or Returned for Corrections.Corrections.

NOTE: A Comment is NOTE: A Comment is required for any invoice required for any invoice being returned for being returned for correctionscorrections

Select the radio button of Select the radio button of the desired action and the desired action and click submitclick submit

Cost Distribution Work Form Cost Distribution Work Form Approving the invoice Approving the invoice

automatically generate automatically generate the Cost Distribution the Cost Distribution Work form (CIT)Work form (CIT)

CITS will split out the CITS will split out the charges to the charges to the appropriate appropriate encumbrance lines encumbrance lines based on the invoice based on the invoice detaildetail

Cost Distribution Work Form Cost Distribution Work Form By mandate of the By mandate of the

FDOT Comptrollers FDOT Comptrollers office, CITS uses office, CITS uses oldest money first oldest money first to pay all invoicesto pay all invoices

The invoice The invoice reviewer may reviewer may adjust object adjust object codes, line codes, line amounts and the amounts and the B/CB indicator onlyB/CB indicator only

Cost Object Codes Cost Object Codes Object Codes are determined by the Encumbrance Object Codes are determined by the Encumbrance

File.File. Most of the time, only charges relating to travel will Most of the time, only charges relating to travel will

require an Object Code Adjustmentrequire an Object Code Adjustment CITS will not allow and object to be used, that has not CITS will not allow and object to be used, that has not

been associated to the Financial Projectbeen associated to the Financial Project

CIT Line Amounts CIT Line Amounts The total of The total of

all lines is all lines is known as the known as the “Working “Working Total”Total”

Working Total Working Total must always must always equal the equal the Invoice TotalInvoice Total

B/CB Billing Indicator B/CB Billing Indicator The B/CB indicator states whether or not these charges are The B/CB indicator states whether or not these charges are

“Federally Participating” or “Non-participating“Federally Participating” or “Non-participating CITS, by default, sets this indicator based on a relationship CITS, by default, sets this indicator based on a relationship

between the Financial Project and a Federal Aide Project between the Financial Project and a Federal Aide Project Number in the Financial Management SystemNumber in the Financial Management System

Only special circumstances will require an adjustment to Only special circumstances will require an adjustment to this indicatorthis indicator

Splitting CIT LinesSplitting CIT Lines CIT lines may CIT lines may

need to be “Split” need to be “Split” if the charges if the charges should hit should hit multiple Object multiple Object codes or if some codes or if some charges are non-charges are non-participatingparticipating

To split a line, To split a line, simply select the simply select the radio button and radio button and click “Split”click “Split”

Remember the Remember the working total and working total and invoice total must invoice total must equalequal

Cost Distribution Work Form Cost Distribution Work Form SAVE: Allows the user to SAVE: Allows the user to

save the work form, exit save the work form, exit and return laterand return later

REMOVE: Completely REMOVE: Completely removes the CIT Form so removes the CIT Form so the user may start overthe user may start over

DELETE: Deletes a select DELETE: Deletes a select line from the CIT Form. line from the CIT Form. Remember the Working Remember the Working Total and Invoice Total Total and Invoice Total must equalmust equal

Cost Distribution Work Form Cost Distribution Work Form Prior to submittal of the Prior to submittal of the

CIT Form, the invoice CIT Form, the invoice reviewer must click a reviewer must click a radio button indicating radio button indicating that the Federal that the Federal Participation indicator Participation indicator (B/CB) has been verified(B/CB) has been verified

Submit sends the invoice Submit sends the invoice to the next level for to the next level for reviewreview

Invoice Schedule DetailInvoice Schedule Detail

Schedule D-1 / LS, Percent CompleteSchedule D-1 / LS, Percent Complete Schedule E-1 / LS, Companion to A-1Schedule E-1 / LS, Companion to A-1 Schedule A-1 / LA, From 5A & 5BSchedule A-1 / LA, From 5A & 5B Schedule A-3 / LA or LS, Defined RatesSchedule A-3 / LA or LS, Defined Rates Schedule E-2 / LA, Direct ExpensesSchedule E-2 / LA, Direct Expenses Schedule E-3 / LA, Travel ExpensesSchedule E-3 / LA, Travel Expenses

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

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

Schedule always Schedule always calculates against calculates against current expense current expense limitlimit

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

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

schedulesschedules

Automatically Automatically calculates when calculates when accessed - requires accessed - requires no inputno input

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 schedule balance on “FINAL” invoiceon “FINAL” invoice

Schedule E-1Schedule E-1 Means of calculation Means of calculation

include:include:• Total amount as a Total amount as a

single initial paymentsingle initial payment• Total amount spread Total amount spread

over first two over first two invoicesinvoices

• Proportional to Proportional to salariessalaries

• Percentage of total Percentage of total salary dollarssalary dollars

• Percentage of raw Percentage of raw salary dollarssalary dollars

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

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

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

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

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

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 applied to these ratesrates

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

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

approvedapproved direct direct expensesexpenses

Description and Description and amount are only amount are only required fieldsrequired fields

Every item invoiced in Every item invoiced in this schedule must be this schedule must be accompanied by accompanied by proper documentationproper documentation

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

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

authorized travel authorized travel expensesexpenses

““Name”, “Consultant”, Name”, “Consultant”, “Start Date”, and “End “Start Date”, and “End Date” are all required Date” are all required fieldsfields

For each individual listed For each individual listed in Schedule E-3 an in Schedule E-3 an corresponding State corresponding State Travel Voucher form 300-Travel Voucher form 300-000-06 must be 000-06 must be submitted prior to submitted prior to paymentpayment

Viewing CITS ContractsViewing CITS Contracts Enter the Contract Enter the Contract

Number under the Number under the Search Criteria Search Criteria with no dasheswith no dashes

Click “Search”Click “Search”

Viewing CITS ContractsViewing CITS Contracts

Highlight the desired Highlight the desired contract and click contract and click “Display Contract”“Display Contract”

If the contract is If the contract is closed, check the closed, check the “Include Archived “Include Archived Contracts” boxContracts” box

Contract DisplayContract Display All general Contract All general Contract

information may be information may be viewed on the viewed on the Contract Display Contract Display PagePage

Most information is Most information is pulled from FLAIRpulled from FLAIR

Projects PageProjects Page Displays all Displays all

Financial Projects Financial Projects Associated to the Associated to the Contract and the Contract and the Values associated Values associated with Projectwith Project

Encumbrance PageEncumbrance Page

Displays all Displays all Encumbrance Encumbrance lines that are lines that are associated to associated to both the both the Financial Financial Projects and Projects and ContractContract

Consultant PageConsultant Page

Displays the Prime Displays the Prime and all sub and all sub consultant that are consultant that are associated to the associated to the ContractContract

Shows if they were Shows if they were on original on original contract or added contract or added by amendmentby amendment

View All Amendments PageView All Amendments Page Displays all Displays all

amendments that amendments that have been have been associated to the associated to the selected contractselected contract

To view the details To view the details of the amendment of the amendment click the underlined click the underlined hyperlinked numberhyperlinked number

Amendment Main MenuAmendment Main Menu Gives an overview Gives an overview

of the purpose of of the purpose of the amendmentthe amendment

Displays all actions Displays all actions that were taken on that were taken on the selected the selected amendmentamendment

Method of Comp PageMethod of Comp Page

Allows the user to view Allows the user to view specific Contract Tables specific Contract Tables or Compensation detailor Compensation detail

View by Financial View by Financial ProjectProject

By ConsultantBy Consultant

By Task Work OrderBy Task Work Order

Or by AmendmentOr by Amendment

View Rate TablesView Rate Tables

Allows the Allows the user to view user to view specific specific contract contract rate tablesrate tables

Click on Click on Underlined Underlined Table LinkTable Link

Contract Rate TablesContract Rate Tables Each Rate Table consist of:Each Rate Table consist of:

1.1. DescriptionDescription2.2. Amount Amount

(% in Table 4)(% in Table 4)3.3. ConsultantConsultant4.4. Effective DatesEffective Dates5.5. Amendment or Amendment or

Contract NumberContract Number

Table 4Table 4

Consist of Consist of Independent Independent MultipliersMultipliers

Rates are applied Rates are applied to Table 5A and/or to Table 5A and/or Table 5B rates Table 5B rates through Schedule through Schedule E-1E-1

Table 5ATable 5A

Percentages to be Percentages to be applied to applied to Unloaded Salary Unloaded Salary rates (Table 5B)rates (Table 5B)

Always calculated Always calculated through Schedule through Schedule A-1A-1

Table 5BTable 5B

Unloaded, Unloaded, unburdened Salary unburdened Salary RatesRates

Always burdened Always burdened with Percentages in with Percentages in Table 5ATable 5A

Always calculated on Always calculated on Schedule A-1Schedule A-1

Table 6Table 6

Defined, loaded, fully Defined, loaded, fully burdened rates for burdened rates for salaries, items or salaries, items or unitsunits

Always Calculated on Always Calculated on Schedule A-3Schedule A-3

Contract Compensation SummaryContract Compensation Summary

Access Access through the through the Compensation Compensation Summary Summary ButtonButton

Contract Compensation SummaryContract Compensation Summary Displays what is in the Displays what is in the

contract Table 1contract Table 1

Displays elements and Displays elements and amounts by Financial amounts by Financial Project or TWO within Project or TWO within Financial ProjectFinancial Project

Contract TWO’s PageContract TWO’s Page Displays all Displays all

Task Work Task Work Orders Orders Associated to Associated to the contractthe contract

Displays FP#, Displays FP#, Service Service Periods, Periods, Amount and Amount and StatusStatus

TWO Display PageTWO Display Page

Displays Displays TWO Amounts, TWO Amounts, history, and history, and vital datesvital dates

Important Web SitesImportant Web Sites CITS LogonCITS Logon

https://www3.dot.state.fl.us/consultantinvoicetransmittalsystemhttps://www3.dot.state.fl.us/consultantinvoicetransmittalsystem Computer Security Computer Security

http://www.dot.state.fl.us/ComputerSecurity/AccessAccountInformatihttp://www.dot.state.fl.us/ComputerSecurity/AccessAccountInformation.htmon.htm

FDOT ProcurementFDOT Procurement

http://www.dot.state.fl.us/procurement/http://www.dot.state.fl.us/procurement/ FDOT Professional Services Intranet SiteFDOT Professional Services Intranet Site

http://infonet.dot.state.fl.us/procurement/http://infonet.dot.state.fl.us/procurement/ Equal Opportunity OfficeEqual Opportunity Office

http://www.dot.state.fl.us/equalopportunityoffice/http://www.dot.state.fl.us/equalopportunityoffice/

Quick References Quick References

COMPENSATION ELEMENTSCOMPENSATION ELEMENTS

LS/LALS/LA Method of CompensationMethod of Compensation Method of Comp TableMethod of Comp Table Invoice ScheduleInvoice Schedule

LS-1LS-1 at completion of all services at completion of all services N/AN/A D-1D-1

LS-2LS-2 % of completion of all services % of completion of all services N/AN/A D-1D-1

LS-3LS-3 No Longer AvailableNo Longer Available



LS-6LS-6 monthly amount, balance at end monthly amount, balance at end 66 A-3A-3



LS-9LS-9 proportional to salary related costs, bal. at end (exp)proportional to salary related costs, bal. at end (exp) N/AN/A E-1E-1



LS-12LS-12 % of direct salary costs, balance at end (OM% or Exp%)% of direct salary costs, balance at end (OM% or Exp%) 44 E-1E-1

LA-1LA-1 actual salary rates actual salary rates 5A5A A-1/A-2A-1/A-2

LA-2LA-2 No Longer AvailableNo Longer Available

LA-3LA-3 defined salary rates per each class/persondefined salary rates per each class/person 5A/5B5A/5B A-1/A-2A-1/A-2

LA-4LA-4 defined loaded rates for each class/person/unit of workdefined loaded rates for each class/person/unit of work 66 A-3A-3

LA-5LA-5 actual expendituresactual expenditures 6 (optional)6 (optional) E-2/E-3, A-3 when E-2/E-3, A-3 when Table 6 is usedTable 6 is used

LA-6LA-6 % of salary related costs% of salary related costs 44 E-1E-1

LA-7LA-7 No Longer AvailableNo Longer Available

consultant invoice transmittal system (cits) project manager overview

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