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Division of Local Assistance - Office Bulletin Office of Project Implementation DLA-OB 09-05 Attachment A Revised January xx 2012 LOCAL AGENCY INVOICE REVIEW CHECKLIST RECEIVING RECORD 1 District / Local Agency Federal / State Project Number Invoice No. NI Project YES NO Local Project Number NonInfrastructure Proj. I understand that Caltrans may review this invoice and support documentation for reasonableness at this time and that a...

How to fill out local agency invoice review

How to fill out local agency invoice review:

1. Gather all necessary information: Before filling out the invoice review, make sure to have all the required information handy. This includes the invoice itself, any supporting documents, and any additional details related to the review process.
2. Verify accuracy: Carefully review the invoice to ensure that all the information provided is accurate. Check for any errors, discrepancies, or missing information. If you notice any issues, it's important to communicate with the local agency and get clarification or corrections as needed.
3. Compare with agreement or contract: Cross-reference the invoice with the terms and conditions mentioned in the agreement or contract with the local agency. Ensure that the services or goods listed on the invoice are in line with what was agreed upon, including pricing, quantities, and any other relevant details.
4. Calculate totals: Double-check all calculations made on the invoice. Verify the unit prices, quantities, discounts, and taxes applied. This will help ensure that the total amount mentioned on the invoice is accurate.
5. Attach supporting documents: If there are any additional documents, such as receipts, purchase orders, or delivery confirmations, that support the items listed on the invoice, make sure to attach them during the review process. This will provide further evidence and clarity in case of any issues or disputes.
6. Review payment terms: Take a close look at the payment terms mentioned on the invoice. Ensure that they align with the agreed-upon payment schedule or terms outlined in the contract. If there are any discrepancies, reach out to the local agency to resolve them before proceeding with payment.
7. Seek approval if necessary: In some cases, depending on the organization's internal processes, you may need to obtain approval before finalizing the invoice review. This is especially important if the review involves higher amounts or if it requires additional authorization from relevant departments or managers.

Who needs local agency invoice review?

1. Businesses utilizing services from local agencies: Any business or organization that engages the services of a local agency should conduct an invoice review. This ensures that the invoiced services or goods align with the agreed-upon terms and that the charges are accurate.
2. Accounting or finance departments: Accounting or finance departments within an organization are typically responsible for reviewing invoices, including those from local agencies. Their role is to ensure compliance, accuracy, and proper allocation of funds before approving payment.
3. Procurement or purchasing departments: These departments are involved in the procurement process and often work closely with local agencies. They need to review the invoices to confirm that the goods or services received match what was ordered or contracted, and that the invoiced amounts are correct.
4. Contract managers or administrators: If there is a contract or agreement in place with the local agency, contract managers or administrators should also participate in the invoice review. They ensure that the invoices adhere to the agreed-upon terms and assist in resolving any discrepancies or issues that may arise.

For pdfFiller’s FAQs

What is local agency invoice review?

Local agency invoice review is the process of reviewing and verifying invoices submitted by vendors or contractors to ensure accuracy and compliance with contractual agreements.

Who is required to file local agency invoice review?

Local agencies and government entities who have contracted with vendors or contractors for goods or services are required to file local agency invoice review.

How to fill out local agency invoice review?

Local agency invoice review should be filled out with detailed information on the vendor, contract details, invoice amounts, and any discrepancies or issues found during the review process.

What is the purpose of local agency invoice review?

The purpose of local agency invoice review is to ensure that invoices submitted by vendors or contractors are accurate, comply with contract terms, and are properly approved before payment is processed.

What information must be reported on local agency invoice review?

Information such as vendor details, contract information, invoice amounts, any discrepancies found, and approval signatures must be reported on local agency invoice review.

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