If you are a consultant of a project with the Integrated Mobility Division of NCDOT and need to submit an invoice for your project, please complete the following information to the right and attach your required documentation.

If documentation or information is missing or needs to be added or changed, you may be required to resubmit the entire submittal.

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NEW NOTE (Updated 10/06/2023):

Effective September 1, 2023, NCDOT Accounts Payable (AP) is requiring an original (Accounting Software generated) prime vendor invoice to be submitted with any other documentation required by the NCDOT Divisions and/or Units to make payment for services. The Standard NCDOT Invoice Cover Sheet is not a substitution for an original prime vendor invoice but is also required documentation by NCDOT Divisions and Units as backup documentation. Original (Accounting Software generated) prime vendor invoices are a requirement to ensure proper validations of invoice information entered in NCDOT’s accounting system, eliminate duplicate payments, and assist vendor Accounts Receivable departments to apply payments appropriately.

The following components must be on the original (Accounting Software generated) prime vendor invoice:

o    Vendor name– the name on the invoice must match what is listed in the NCDOT Directory of Firms.

Note – this is what you see when you choose your firm’s name in the drop-down list on the invoice submittal page. If it is different on any page of documentation, it could be pushed back, unless you have added the other name as a DBA (Doing Business As)/Trade Name to a ‘SUBSTITUTE FORM W-9 - VENDOR REGISTRATION FORM’ (attached). If you need to perform this action, please complete the form and send it back to me so that I can have that processed.

o    Remittance address – must match what is listed in the NCDOT Directory of Firms

o    Invoice number

•    Must be a unique invoice number for each invoice submitted (repeating the same invoice number on individual or other PO’s or contracts may cause errors and delays payment processing)

•    Unique number must not have spaces, special characters or dashes

•    Invoice numbers must not have more than 16 characters (alpha and numeric values only and does need to have more than 1 or 2 numbers)

•    When submitting a revised invoice, ensure it states ‘revised’

o    Invoice date

Note – this must be the same on all documents in the invoice documentation, where needed.

o    Contract Type – Cost-Plus or Lump Sum must be on all appropriate documents and must say the same thing. Most of our contracts are Cost-Plus.

o    Itemized or brief description of services

If information is missing or incomplete on the original prime vendor invoice, there may be a delay in processing of the invoices. I am including an example of a Vendor Software created invoice as an example of what is needed. Please see attached.

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In addition, a few more items that have common errors:

•    Complete, sign and attach the IMD Coversheet. The cover sheet requests your Invoice Number (should be same as entered in the entry field) and Agreement Number (this is your PO#)

•    Make sure you are following the State’s Travel Policy when requesting reimbursement for direct costs and include all documentation.

•    Ensure hours on the timesheet match hours claimed per consultant on the invoice.

•    Ensure you have your correct PO number and WBS number on all documentation.

•    Ensure you have your DBE form completed and signed regardless of whether you have DBE involvement.

If you are required to make any changes to an invoice package, please make sure that you do not resubmit the claim. Please email the requested changes back to the individual who requested the change.

If you have any questions, please contact:

Timothy Blair Chambers, Jr.

Compliance & Procurement Branch Manager

Integrated Mobility Division

North Carolina Department of Transportation

919 707 4693 (office)

984 218 7833 (cell)

tbchambers@ncdot.gov