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It also addresses incorrect indirect cost rates, A&E and DBE submission requirements, task order timing, and avoiding unnecessary supporting documents.",{"@graph":14,"@context":72},[15,34,55],{"@type":16,"itemListElement":17},"BreadcrumbList",[18,23,27,31],{"item":19,"name":20,"@type":21,"position":22},"https://docshare.wps.com","Home","ListItem",1,{"item":24,"name":25,"@type":21,"position":26},"https://docshare.wps.com/template/","Template",2,{"item":28,"name":29,"@type":21,"position":30},"https://docshare.wps.com/template/invoices/","Invoices",3,{"item":32,"name":10,"@type":21,"position":33},"https://docshare.wps.com/template/invoice-common-mistakes-and-best-practices-august-2025/336062/",4,{"url":32,"name":10,"@type":35,"image":36,"author":41,"headline":10,"publisher":44,"fileFormat":47,"inLanguage":8,"description":12,"dateModified":48,"datePublished":49,"encodingFormat":47,"isAccessibleForFree":50,"interactionStatistic":51},"DigitalDocument",{"url":37,"@type":38,"width":39,"height":40},"https://docshare.wps.com/thumbnails/invoice-common-mistakes-and-best-practices-august-2025/336062.png","ImageObject",442,249,{"name":42,"@type":43},"Rhys","Person",{"url":19,"name":45,"@type":46},"DocShare","Organization","application/pdf","2026-10-16","2026-09-21",true,{"@type":52,"interactionType":53,"userInteractionCount":33},"InteractionCounter",{"@type":54},"ViewAction",{"@type":56,"mainEntity":57},"FAQPage",[58,64,68],{"name":59,"@type":60,"acceptedAnswer":61},"How often should invoices be submitted, and what frequency errors are common?","Question",{"text":62,"@type":63},"Submit at least every 6 months and no more than once a month. Avoid submitting too frequently or not enough, as reflected in the good-practice checklist.","Answer",{"name":65,"@type":60,"acceptedAnswer":66},"What information must be checked to prevent incomplete or inconsistent invoice claims?",{"text":67,"@type":63},"Double-check required details such as the Reimbursement Ratio % from the Finance Letter, the correct Project Number, and consistency with the latest project documents—especially the Finance Letter and E76/Allocation Letter.",{"name":69,"@type":60,"acceptedAnswer":70},"What requirements apply when submitting revised or disputed invoices?",{"text":71,"@type":63},"Revised/disputed invoices must include a bill number with differentiating symbols (e.g., A, B, or C) and use a new/current revised date when resubmitting.","https://schema.org",{"og:url":32,"og:type":74,"og:title":10,"og:site_name":45,"og:description":12},"article",{"robots":76,"canonical":32},"index,follow",{"doc_id":78,"site_id":7},336062,1790726420,{"code":4,"msg":81,"data":82},"success",[83,88,93,97,102,107,112,117,122],{"id":84,"doc_module":22,"doc_module_name":25,"category_name":85,"show_sort_weight":86,"slug":87},11,"Presentations",90,"presentations",{"id":89,"doc_module":22,"doc_module_name":25,"category_name":90,"show_sort_weight":91,"slug":92},12,"Resumes",80,"resumes",{"id":94,"doc_module":22,"doc_module_name":25,"category_name":29,"show_sort_weight":95,"slug":96},14,70,"invoices",{"id":98,"doc_module":22,"doc_module_name":25,"category_name":99,"show_sort_weight":100,"slug":101},15,"Posters",60,"posters",{"id":103,"doc_module":22,"doc_module_name":25,"category_name":104,"show_sort_weight":105,"slug":106},16,"Social Media",50,"social-media",{"id":108,"doc_module":22,"doc_module_name":25,"category_name":109,"show_sort_weight":110,"slug":111},17,"Forms",40,"forms",{"id":113,"doc_module":22,"doc_module_name":25,"category_name":114,"show_sort_weight":115,"slug":116},18,"Letters",30,"letters",{"id":118,"doc_module":22,"doc_module_name":25,"category_name":119,"show_sort_weight":120,"slug":121},21,"Paper Templates",5,"papers-templates",{"id":123,"doc_module":22,"doc_module_name":25,"category_name":124,"show_sort_weight":4,"slug":125},158,"General","general-158",{"code":4,"msg":81,"data":127},{"doc_id":78,"user_id":128,"nickname":42,"user_avatar":129,"doc_module":22,"category_id":94,"category_name":29,"doc_title":10,"doc_description":12,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":33,"is_deleted":4,"is_public":22,"is_downloadable":22,"audit_status":22,"page_count":94,"language":135,"language_code":8,"site_id":7,"html_lang":8,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":12,"update_tm":139,"read_time":120},687207024643,"https://ap-avatar.wpscdn.com/davatar_3d24733baf745e90a7e4bdd5f77d97b2","# Invoice Common\n\nMistakes and BestPractices  \nAugust 2025  \nLocal Assistance Caltrans District 4  \n## Invoice Resources\n\nCaltrans/Local Assistance Website  \n•  https://dot.ca.gov/programs/local- assistancePayment History  \n•  https://dot.ca.gov/programs/accounting/vendor - payment- history  \n## Caltrans/Local Assistance Procedures Manual, Chapter 5: Invoicing\n\n•  https://dot.ca.gov/ -/media/dot- media/programs/local -assistance/documents/lapm/ch05.pdfCaltrans Internal Audits Office  \n•  https://dot.ca.gov/programs/audits  \nIndependent Office of Auditsand Investigation (IOAI)  \n•  https://ig.dot.ca.gov/resourcesPED Tool  \n•  https://dot.ca.gov/programs/local- assistance/projects/projects- with-expiring -end-dates  \n\n| \\#   |  | Good Practice   |\n| --- | --- | --- |\n| 1   | Invoice Checklist \\#1: No Signed Program Supplement Agreement(PSA)   | Check with your agency projectengineer/manager   |\n| 2   | Invoicing too frequently or not enough   | At least every 6 months; no morethan onceamonth   |\n| 3   | Using old forms   | Check the form revision date on the LocalAssistance website:  \u003Cbr>https://dot.ca.gov/programs/local-assistance/forms/local - assistance- procedures-manual-forms   |\n| 4   | Sending to incorrect recipient   | Send invoice to the correct recipient   |\n| 5   | Incomplete – missing/wrong information or inconsistent information   | Double-check the information (e.g.,Reimbursement Ratio % from the FinanceLetter (FL); correct Project Number) with alllatest project documents--especially the FL andE76/Allocation Letter.   |\n| 6   | Math errors & Typos   | Check all math and typing   |\n| 7   | Submitting forthe wrong phase of project (e.g., PE instead of CE)   | Please note the correct phase when submittinginvoice   |\n| 8   | Submitting for pending CCOs (CCOs must be finalized, approved andpaid prior to claiming for reimbursement)   | Cost needs tobe incurred before claimingreimbursement   |\n\n\n| 9   | Including funds that have not been paid-out in the Total Direct Cost to Date   | The Total Direct Cost to Date field in Section 1/pg.1should only include funds that have been PAID to date   |\n| --- | --- | --- |\n| 10   | Not deducting Non-Participating Costson Sect.1/pg.1 of invoice   | If there are Non-Participating Costs (NPC) beingdeducted on the Bill Summary/sect.3, that NPCamount should be Cumulatively deducted inSect.1/pg.1 of the invoice   |\n| 11   | Invoice Checklist \\#8: Remaining balance less than the required State WithheldRetention   | Remaining balance should not be less than Caltransrequired State Withheld Retention ($40kor 2% of theFederal/State Funds-whichever is greater) . This istoencourage agency to submit FROE.   |\n| 12   | Incorrect indirect cost rate used and/or calculation   | Use the approved indirect cost rate forthe correct FYand check calculation   |\n| 13   | Invoice Checklist \\#9A&9B: Architectural & Engineering(A&E) ConsultantContract form not approved by A&E office   | All A&E consultants must have a submitted A&EConsultant Contract Form (Database link in the LocalAssistance Procedures Manual/LAPM CH.10 pg. ix ofix) Claris FileMaker WebDirect   |\n| 14   | Invoice Checklist \\#9A&9B: Disadvantaged Business Enterprise(DBE)  \u003Cbr>Commitment (Ex.10-o1 & 10-o2) not submitted for Federally Funded Projects   | Ensure the DBE commitment forms have been  \u003Cbr>submitted to District Local Assistance Engineer (DLAE)   |\n| 15   | Invoice Checklist \\#9A&9B: Executed consultant contractor issued task ordernot submitted   | Submit Executed consultant contractor issued taskorder prior to invoicing   |\n| 16   | Submitting unnecessary supporting documents unless requested   | Submit supporting documents only when requested(RBI) . Consultant invoice copies & staff time detailsare no longer mandatory-please keep in agencyinternal files for auditing purposes.   |\n\n4  \n\n| 17   |  | Please read and correctly check the boxes on theInvoice Checklist/section 4   |\n| --- | --- | --- |\n| 18   | No signatures   | Ensure Signa","cbCaig73MInj5YAe","https://ap.wps.com/l/cbCaig73MInj5YAe","pdf",826910,"English","# Invoice Resources\n## Caltrans/Local Assistance Website\n## Caltrans/Local Assistance Procedures Manual, Chapter 5: Invoicing\n# Invoice Checklist: Good Practices\n## Core invoicing accuracy and recipient details\n## Timing, forms, and document requirements\n## Revisions, signatures, and phase correctness\n## Financial calculations and cost classifications\n## Special requirements (A&E, DBE, retention)","[{\"question\":\"How often should invoices be submitted, and what frequency errors are common?\",\"answer\":\"Submit at least every 6 months and no more than once a month. Avoid submitting too frequently or not enough, as reflected in the good-practice checklist.\"},{\"question\":\"What information must be checked to prevent incomplete or inconsistent invoice claims?\",\"answer\":\"Double-check required details such as the Reimbursement Ratio % from the Finance Letter, the correct Project Number, and consistency with the latest project documents—especially the Finance Letter and E76/Allocation Letter.\"},{\"question\":\"What requirements apply when submitting revised or disputed invoices?\",\"answer\":\"Revised/disputed invoices must include a bill number with differentiating symbols (e.g., A, B, or C) and use a new/current revised date when resubmitting.\"}]","Invoice Common - Mistakes and Best Practices - August 2025 | PDF",1790013440]