Workflow - TDA Article 3 Invoicing FlowchartTDA ARTICLE 3: INVOICE PROCESSING WORKFLOW
Are checking account or routing numbers visible on the invoice?
Save the original invoice to the Portal: Planning / Nonmotor / TDA3 YYY Redact account and routing numbers Save invoice to LF using name convention “..._Inv”*
Yes No
Does the project have a
Resolution (Reso) with
Authorized Agent to
certify proj completion
saved as its own file
ending in “Reso?
Does the Project have a
Claim Form signed by
the Authorized Agent
named in Reso saved as
its own file ending in
“ClaimSigned”?
Is it combined in another
file?
Is it combined in another
file?
File Action Items:
•Extract it and save it as
its own file in the Proj
folder with “_Reso”.
File Action Items:
•Extract it and save it as its own file in the Proj folder with “_Reso”.
•Note that the Reso & Signed Claim have been filed in following 2 places:
1. TDA Article 3 Tracking form: ResoClaim (Column AC) = Yes.
2. LF Proj folder Metadata/Template TDA/Field: Claim Dorm & Reso Rcvd Date.
Is the Project consistent with the approved
scope, including proj phases?
Are local match % & retention correct?**
Is the invoice consistent with the rules?
Is the Check list with required items
included in the submittal?
Notify the Agency this is needed before invoice can be processed:
•Add a copy of notification & any discussion that follows to the project folder
using “..._Comm” (can consolidate).
•1. If there are only minor corrections needed - Add info re material needed,
right click on invoice file in LF, select Metadata/Template, complete field “TDA
Reviewer Comment” with date & reviewer name.
2. If the agency needs to submit a whole new invoice - Add “..._REJECTED”
to invoice file name.
Yes
No
Yes
No Yes
Yes
Yes
Yes
Yes
No
No
No
No
No
No
1 2
3
4
5
6
Notify FA Invoice has been
approved, request they
process payment and close
out project if applicable.
Is Project completed
and ready to be
closed out?
•Updated TDA Article 3 Tracking Table:
1.TDA_Disbursement Amount (Column O)
2.Local_Spent Amount (Column T) - VERIFY Match_QC (Column W) = “Good” and dispersal does not exceed retention.**
•Updated TDA Article 3 Tracking Table (in addition to 1-2 above):
3. Proj_Status (Column AD) should be changed to = “Closed”
4. Close_Date (Column AG) should be updated to show the date the final invoice was approved.
•Updated LF Proj metadata fields: 1, TDA Approved by = name; 2, TDA Project Status = Closed; 3, TDA Closing Date = date.
No
Yes
Process
Invoice
Review
Invoice
Authorize
Payment
Note:
*LaserFiche can be glitchy. If a file disappears on you, check to see if an "Applications" or "Submitted Claims" folder was magically added to the agency folder; the files were likely moved there. If so, move them back into the project folder where they belong and delete the empty
"Applications" or "Submitted Claims" folder.
**Progressive reimbursement is only permitted on awards over $200,000 unless otherwise granted on a case-by-case basis (You can temporarily enter the potential TDA disbursement (Col O) and local match (Col T) into the TDA Article 3 Tracking form and check the Match_QC
(Column W) results. If the results column says "GOOD", then the match amount is correct, otherwise a negative number will show by how much the match is short. If the project is not yet marked "Closed" in Column AD and the potential dispersal amount exceeds the 20% retainer
until project completion amount, then the row will turn dark grey.