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LAPS (LOCAL ASSISTANCE

PAYMENT SYSTEM)

Instructions for Accessing Local

Programs Invoice Register on the Internet

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STEP 1:

• To access Local Programs Invoice Register

on the Internet, go to the Department of

Transportation website:

www.dot.ca.gov

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STEP 2:

• Next, scroll down to the bottom of the

page.

• On the bottom right-hand side, click on the

linked titled Accounting.

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STEP 3:

• Then, click on the link:

Local Assistance Payment System

• This link is at the bottom of the Division of

Accounting’s Home Page.

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STEP 4:

• Next, click on the link:

LPAMS Invoice Register Report.

• You can either click on the link that is on

the left-hand side or the one inside the text.

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STEP 5:

• Finally, you’ll come to a screen titled:

LPAMS Invoice Register Report Options

• The screen looks like this:

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STEP 5: continued

• Now you can find a report by District, Local

Agency Name, and/or by the Project number.

• You can also do an (optional) Advanced

Search by Invoice Date, Invoice Number, or

Invoice Amount.

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STEP 5: continued• To get a report, simply key in the necessary

information (such as the agency name or the project

number and the invoice number) and press enter or

click on Search.

• This will bring up all invoices for active projects

(ie. new projects; projects with progress invoices)

and projects being final vouchered (from processed

final payments to final voucher submitted to

FHWA)

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STEP 5: An Example

• For example, if you want to look at

invoices of projects for a Local Agency,

just key in the agency name, such as West

Covina, and press enter or click on Search.

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STEP 5: Example continued

• Now you have the search results, which is

an Invoice Register Report for West

Covina’s active projects.

• To do additional or different searches, you

can click on the link, Back to Search.

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Click here to return to the search options.

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STEP 5: Example continued

• The Invoice Register will have:

– the Local Agency Name

– the Project Number

– the Invoice Number– an indication of whether or not it is a

Final Invoice (N = No; Progress Invoice or Y = Yes, Final Invoice)

– the Invoice Date

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STEP 5: Example continued

• The Invoice Register will also have:

– the date the Invoice was received by Local

Program Accounting

– the Invoice Amount

– the Amount Paid

– the date it was sent to State Controller’s

Office (To SCO) for processing

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Note on the “To SCO” Date

• The To SCO Date is the date our claim

schedule is sent to SCO. If your agency is on

EFT (Electronic Fund Transfer), the receipt

date should be 4-6 working days after the

date to SCO. If payment is a paper warrant,

receipt date should be 12-15 working days

after the date to SCO.

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What if the Invoice Amount Paid field is blank?

• If the invoice Amount Paid field is blank

(with no date to SCO shown), either:

– the invoice has been returned to the Local

Agency (the invoice should be considered

returned if the invoice date is more than 60 days)

– or the invoice is still in process

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Tips for entering data

• For Reports by Agency Name:

– You must type in the full name of the

agency.

– For example, you can’t enter SANDAG, but

must type in San Diego Association of

Governments.

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Tips continued

• For Reports by Agency Name:

– Be specific. For instance, to look at invoices

for City of Sacramento, do not just type

Sacramento in the Local Agency Name field.

Otherwise, the report would show invoices for

City of Sacramento as well as for City of West

Sacramento, Sacramento Area Council of

Governments, Sacramento County and so forth.

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Tips continued

• For Reports by Project:

– Prefixes can be in upper or lower case.

– However, you must type in the project number

in this format: ABC-####(###), such as

CML-1234(567)

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Tips continued

• For Advanced Searches by Invoice Date,

Invoice Number, or Invoice Amount:

– You are still required to enter the District,

Local Agency Name or the Project Number.

These are required search criteria.

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Tips continued

• For Invoice Amount:

– Do not key in the $ or commas.

– Enter data like this #####.##, such as 12345.67.

– If it’s an even amount such as $1,000.00, then

you can just enter 1000 (without the decimal).

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Tips continued

• For Invoice Number:

– There are only 15 spaces to enter an invoice

number. Thus, for some invoices, there’s no

need to enter the dashes (you won’t be able to).

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Questions?

• We hope this document help answer most of

your questions.

• However, if you still have questions, you can

contact: Brian Sutton at (916)227-9144 or

Gary Buckhammer at (916)227-9244