1. (a)

   1. (1) Costs submitted for reimbursement must have actually been expended by the utility owner prior to including the expense on an invoice, unless the Arkansas Department of Transportation has previously given approval in writing for an alternate procedure.
   2. (2) If expenses have been incurred but not paid, the expense should not be included on the invoice.

2. (b) Frequency.

   1. (1) Utility owners may submit periodic invoices for reimbursement of expenditures totaling five thousand dollars ($5,000) or more, no more often than once a month.
   2. (2) One (1) original invoice and supporting documentation must be submitted for progress billings.

3. (c) Method of billing. All progress invoices must include:

   1. (1) Department job number;
   2. (2) Project location/description;
   3. (3) Utility owner work order number;
   4. (4) Time period for the work included in the invoice;
   5. (5) Name, telephone number, and email address of a contact person;
   6. (6) Signature of a utility owner representative and signature date;
   7. (7) Summary comparison of actual project costs to the estimated costs for each category from beginning of work to date;
   8. (8) Detail of costs incurred with comparison to original contract or approved change order quantities;
   9. (9) Total previous payments;
   10. (10) Copies of canceled checks or other documentation of payment to contractors or consultants for costs included in the current billing;
   11. (11) Supporting documentation for overhead and indirect expense rates (initial invoice); and

   12. (12) Explanation for any:

       1. (A) Overrun of item quantities/amounts;
       2. (B) Additional items of work; or
       3. (C) Changes in scope of work.

4. (d) Payment.

   1. (1) The department will review the invoice and supporting documentation upon receipt.
   2. (2) Properly prepared and itemized invoices will be paid promptly upon verification.
   3. (3) Any questioned cost may necessitate an explanation or additional documentation from the utility owner before payment can be made.
   4. (4) Partial payment for the supported cost may be processed pending resolution of the questioned amount or amounts.
   5. (5) Under no circumstances can accumulated payments or a single payment exceed the total amount of the relocation or PE agreement and any modifications or change orders.

Codification Notes: “PE” means preliminary engineering.