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LAPS

LAPS. ( LOCAL ASSISTANCE PAYMENT SYSTEM) Instructions for Accessing Local Programs Invoice Register on the Internet. STEP 1:.

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LAPS

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  1. LAPS (LOCAL ASSISTANCE PAYMENT SYSTEM) Instructions for Accessing Local Programs Invoice Register on the Internet

  2. STEP 1: • To access Local Programs Invoice Register on the Internet, go to the Department of Transportation website: www.dot.ca.gov

  3. STEP 2: • Next, scroll down to the bottom of the page. • On the bottom right-hand side, click on the linked titled Accounting.

  4. 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.

  5. 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.

  6. STEP 5: • Finally, you’ll come to a screen titled: LPAMS Invoice Register Report Options • The screen looks like this:

  7. 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.

  8. 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)

  9. 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.

  10. 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.

  11. Click here to return to the search options.

  12. 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 STEP 5: Example continued

  13. 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 STEP 5: Example continued

  14. 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 thedate to SCO.

  15. 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

  16. 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.

  17. 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.

  18. 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)

  19. 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.

  20. 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).

  21. 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).

  22. Questions? • We hope this document help answer most of your questions. • However, if you still have questions, you can contact: Brian Sutton at (916)227-9144or Gary Buckhammer at (916)227-9244

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