PEPS INVOICE TEMPLATE INSTRUCTIONS
                                                                                                     FOR 
                                                                          SPECIFIED RATE/UNIT COST COMBINATION PAYMENT TYPE
     Invoice Template for both Specified Rate and Unit Cost Payment Methods
     Setup and Submittal Instructions:
     Master File Setup:  Enter data into cells highlighted in blue in the Master Template Setup and the Invoice tabs.  Save the Master File with the following:  Prime Provider Firm Name-Legacy 
     Contract Number-WA Number-Master File (ex:  3rd Rock Engeineering-18-2IDP5001-WA1-Master File)
     Monthly Invoice Completion:  Open the Master File, do a "save as" with the following:  Prime Provider Firm Name-Legacy Contract Number-WA Number-Invoice Date (ex:  3rd Rock 
     Engeineering-18-2IDP5001-WA1- 12-10-2020).  Enter data into all cells that are highlighted in yellow for each tab, starting with the Labor Summary (Office) and remaining tabs to the right.  
     The white cells will be automatically populated from data that is entered into the linked tabs in the invoice template. Go back and complete the remaining yellow cells in the Invoice, 
     Signature Authority and WA Financial Status Summary tabs. Once the yellow cells have been populated in each tab, follow the instructions for completing the invoice by rolling up unused 
     rows, checking that all totals have carried forward correctly, and checking the print setup to ensure that the margins are adjusted and the blank pages are deleted.  
     (Note:  Check totals.  If there is a rounding error, line through the total, make correction and initial next to the change prior to submitting the invoice package to TxDOT.  After TxDOT 
     receives the invoice package, the procedures allow limited internal adjustments to round the total amount payable down, but not up, not even for a one cent rounding error.  In that case, 
     the invoice package will be returned to the provider for correction and resubmission)
     Final Invoice Preparation:  Hide the Instructions, FC List and Master Template Set-up tabs. Go to File, Print and make final adjustment to delete any blank pages, and adjust margins as 
     needed.  Save the completed invoice template as a pdf, add supporting documentation and email to PEPS_Invoice_Center@txdot.gov.  
     DO NOT MAKE ANY MODIFICATIONS TO THE PROGRAMMING OR FORMAT OF THE INVOICE TEMPLATE (OTHER THAN LINING THROUGH AND CORRECTING A ROUNDING ERROR, IF 
     APPLICABLE).  MODIFICATIONS MAY RESULT IN A REJECTION OF THE INVOICE PACKAGE. 
                                                                  FUNCTION CODE (FC) LIST - FOR INORMATIONAL PURPOSES ONLY
     Included for reference only:  Shows the "New" and the "Legacy" FC's.  The Legacy FCs will be used when invoicing and are already setup in the drop down menu in the Labor Summary 
     (Office) tab where the Project (CSJ/Detail No.) and Source (Legacy FC) are set up for the monthly invoice.  The Legacy FC will automatically be converted to the New FCs and shown on the 
     Chart of Accounts (COA) Invoice Conversion sheet that will be used by TxDOT to enter the invoice into TxDOT's electronic billing system for voucher processing.
                                                         CHART OF ACCOUNTS (COA) INVOICE CONVERSION SHEET - FOR TxDOT USE ONLY
     TxDOT Use Only - This page is setup to automatically convert Legacy TxDOT COA codes for voucher processing. If applicable, verify against the Invoice Conversion page provided with the executed 
     Work Authorization.   The COA conversion page is setup to "roll up" the Legacy FCs into the New FCs so the amount of line items that you see on the conversion tab will not match the same amount of 
     line items shown on the Invoice tab.  The COA includes a summary line that does not include a total in the "Amount" column.  Disregard that summary line as it is part of the conversion 
     program.  Once each line number has been populated, click on the drop down menu button (Cell B9) by clicking on "blanks" from the drop down list to remove the checkmark, and the tab will roll up to 
     remove unused rows.
                                                                                       MASTER TEMPLATE SETUP
     Project (CSJ or Detail No.)          Enter all of the Project (CSJ/Detail No.) that have been provided by the TxDOT Project Manager (PM) for the particular Work Authorization (WA) or Specific 
                                          Deliverable (SD) without WA contract. Additional Project (CSJ or Detail No's) can be added to this list, as needed.  This list will auto populate the drop down menu 
                                          for the Project (CSJ or Detail No) that is found in column A of the Labor Summary (Office), starting with A42, A73, etc.  
                                          Note:  Labor Summary (Office) is the master list where the Project (CSJ or Detail No.) and the Source Function Codes (FC)  for the particular billing, and will auto 
                                          populate the corresponding tabs in the Invoice Template.  The Legacy FCs are already setup in the drop down menu that is found in column B of the Labor 
                                          Summary (Office), starting with B42, B73, etc.)   
     Master List of Employees             Enter the full name of each employee who will be performing services on the particular WA or SD contract without WAs.  Additional Employee Names can be added 
                                          to this list, as needed.  This list will auto populate the Employee Names in the drop down menu found in Column C of the Labor Summary (Office), Labor Summary 
                                          (Field) and TE Summary tabs.
     PEPS Invoice Template for Specified Rate/Unit Cost Payment Type
                                                                                  PEPS INVOICE TEMPLATE INSTRUCTIONS
                                                                                                    FOR 
                                                                          SPECIFIED RATE/UNIT COST COMBINATION PAYMENT TYPE
     Master List of Staffing Categories  Enter all of the Staffing Categories that have been approved and included as part of the WA or SD contract without WAs.  Additional Staffing Categories will require 
     and Rates                            a Supplemental Work Authorization (SWA) to add staffing categories that are already part of the contract, but not part of the WA.  If a Staffing Category is needed 
                                          that is not part of the contract, then a Supplemental Agreement (SA) to the contract must be executed prior to a SWA before a new Staffing Category can be added 
                                          to the list and then used. This list will auto populate the Employee Staffing Categories in the drop down menu found in Column D of the Labor Summary (Office) 
                                          and Labor Summary (Field)  tabs.
     Mater List of Unit Cost Items        Enter all of the Unit Costs (UC) and Rates for the UC that have been approved and included as part to the WA or SD Contract without WAs (UCs must be part of 
                                          Attachment E in the contract) and Exhibit D of the WA.. Additional UCs and Rates will require a SWA to add UCs and Rates that are already part of the contract, 
                                          but not part of the WA.  If a UC and Rate is needed that is not part of the contract, then an SA to the contract must be executed prior to a SWA before a new UC 
                                          can be added to the list and then used.   
                                          This list will auto populate the drop down menu for the Type of Unit in Column C and the Unit Cost in Column E of the Unit Cost Summary tab.   
     Master List of Other Direct          Enter all of the Other Direct Expenses (ODEs), and the Fixed Rate (as applicable) that have been approved as part of the WA or SD Contract without WAs (ODEs 
     Expenses                             must be part of Attachment E in the contract) and Exhibit D of the WA.. If the ODE rate  is an actual rate (not a fixed rate), then leave the Expense Cost (Fixed 
                                          Rate) column for the particular ODE blank. Additional ODEs and Rates will require a SWA to add ODEs and Rates that are already part of the contract, but not part 
                                          of the WA.  If an ODE and Rate is needed that is not part of the contract, then an SA to the contract must be executed prior to a SWA before a new ODE can be 
                                          added to the list, and then used. This list will auto populate the Type of Expense in the drop down menu found in Column C and the Fixed Rate in Column E of the 
                                          ODE tab.    
     Master List of Subproviders          Enter all Subprovider firm names that are approved for use in this WA or SD Contract without WAs (Subproviders must have rates in Attachment E, and, be part of 
                                          Attachment H of the contract and Exhibit D of the WA.. All Subproviders shown on this list may not be utilized for every billing cycle.  Additional Subproviders will 
                                          require a SWA to add Subproviders that are already part of the contract, but not part of the WA.  If an Subprovider is needed that is not part of the contract, then an 
                                          SA to the contract must be executed prior to a SWA before a new Subprovider can be added to the list, and then used. This list will auto populate the drop down 
                                          menu in Column A of the WA Financial Status Summary tab.  
                                                                                                INVOICE
     Cell Heading
                                                                                INVOICE HEADER SECTION (TOP RIGHT)
     Provider Invoice Date                This cell is automatically populated by cell B30 of the Signature Authority tab, and is a write protected cell.  Verify that this cell has been populated correctly. 
     Provider Invoice No.                 Enter a unique number (assigned by the provider).  The number can be up to 17 digits (alpha and numeric with dashes only).  Do not duplicate invoice numbers.  It 
                                          is preferred that the invoice number being with one (1) and is in sequence for each Work Authorization (WA) to ensure proper tracking. 
     Combined Invoice Template Log        Default is 1 (primary invoice).  Select 2,3 (as applicable) from the drop down menu is this is a supplementary invoice for a Combined Invoice package.
     No.
                                          A combined invoice template package includes more than one invoice template (for example when using more than one payment method). See guidance and 
                                          instructions for the Signature Authority tab and reference the Combined Invoice Summary section on the Signature Authority tab for more information).
     PeopleSoft (PS) Contract No.         Enter the PS Contract number that is found in the executed contract.
     PS Work Authorization (WA) PO        Enter the PS WA PO number that is found in the executed WA.  
     No.
     TxDOT Invoice No.                    Enter the number provided by the TxDOT Professional Engineering Procurement Services (PEPS) Division Service Center.  If you do not have the number, then 
                                          this cell can be left blank.
     PEPS Invoice Template for Specified Rate/Unit Cost Payment Type
                                                                        PEPS INVOICE TEMPLATE INSTRUCTIONS
                                                                                       FOR 
                                                                SPECIFIED RATE/UNIT COST COMBINATION PAYMENT TYPE
                                                                                    INVOICE
     Provider Name                   Enter provider name.  This must exactly match the name shown on the contract, and must be a complete legal name as shown on the Comptroller’s website.
     Provider ID No.                 Enter complete VID number (14 digits).  This number must correspond to correct remittance address.  If applicable, the last 3 digits correspond to a particular mail 
                                     code to show where the payment is being mailed or if it is direct deposit.   
     Remittance Address              Enter the address where correspondence and documentation for this particular WA should be sent. This may be a different address than the one shown on the 
                                     contract.
     Begin Service Date              Enter a beginning service date for the particular bling period. 
     End Service Date                Enter an end service date.  The invoice end service date will be for the date that shows the last activity for this particular billing period.
                                     (Note:  Do not cross Fiscal Appropriation Years (FY/AY) with your invoice.  TxDOT's FY/AY is September 1st through August 31st.  (ex:  September billing in 2020 
                                     would be FY 2021.)
     WA Project Manager (Provider)   Enter the name of the prime provider PM . 
     DBE/HUB Goal Assignment and     Select the goal assignment for the contract by clicking on the drop down menu to select one of the following:  DBE (for federal funded contracts) or HUB (for state 
     Percentage (for contract)       funded contracts.  Enter the assigned goal percentage for the contract.  (The assigned goal percentage is found in the top section of Exhibit H-1 of the contract.)
     Legacy Contract No.             Enter the legacy contract number exactly as shown on the executed contract document (ex:  36-2IFP5001).    Contact the TxDOT PM for this Work Authorization 
                                     (WA) or SD contract without WAs if you do not know the number.
     Contract Amount                 Enter the current contract amount.  (The amount entered in this cell is for the contract (not the WA).  This  is the authorized contract amount at the time the invoice 
                                     is being submitted even if an SA is being processed for additional funds.)
     Contract Expiration Date        Enter the current contract expiration date.  Use MM/DD/YY formatting.  Enter the date of the current contract expiration at the time the invoice is being submitted, 
                                     even if a SA is being processed for a time extension.  The contract expiration date is found on the fully executed contract.
     Legacy WA No.                   Enter the legacy WA number shown on the fully executed WA document (top right hand corner).  A separate invoice package must be submitted for each WA.  (For 
                                     older, specific deliverable contracts without WAs, insert N/A. An N/A shown here will apply to all corresponding WA information cells.)
     WA Amount                       Enter the exact amount shown in Part II of  the WA, including any additional amounts that have been added by a fully executed SWA.  The WA amount will be the 
                                     total WA amount at the time the invoice is being submitted even if a SWA is being processed (but has not been executed) for a different amount.
     WA Execution Date               Enter the date that the WA was fully executed.  This will be the date that the WA was signed by the TxDOT signature authority as shown in the fully executed WA 
                                     under the title "The State of Texas".
     WA Expiration Date              Enter the current expiration date for the executed WA.   This will be the expiration date shown in Part IV of the fully executed WA.  This date will be the WA 
                                     expiration date at the time the invoice is being submitted even if a SWA is being processed (but has not been fully executed) for a time extension.
     WA Payment Type(s)              Enter payment type (or types) as shown on Part IV of the executed WA.  The method of payment to the primary provider will be entered in this cell, although 
                                     various methods of payment may have been used for calculation purposes.
     WA Project Manager (TxDOT)      Enter the name of the TxDOT PM for this specific WA. 
                                                                           INVOICE SUMMARY SECTION
     AY (Approp Year/Fiscal Year)    Use the four (4) digit  appropriation year (fiscal year). TxDOT’s AY (FY)  is 9/1/YY to 8/31/YY.   The invoice must not cross AYs.  A separate invoice must be 
                                     submitted for invoices that are split across appropriation years. 
     PEPS Invoice Template for Specified Rate/Unit Cost Payment Type
                                                                              PEPS INVOICE TEMPLATE INSTRUCTIONS
                                                                                              FOR 
                                                                      SPECIFIED RATE/UNIT COST COMBINATION PAYMENT TYPE
     DEPT                               Enter six (6) numeric digits that will be provided by the TxDOT PM.   (This will be the number for the DIST/DIV budget account that has been setup in PeopleSoft to 
     (Budget Acct Source Unit)          fund the project.)
     Project Description                Enter a short description of the project.  The description will closely match that shown on the 1st page of the WA.  Both alpha and numeric characters can be used, 
                                        and the cell can be expanded to fit a general description.
                                                                                   INVOICE DETAIL SECTION
     Line No.                           No entry required.  The line indicator directly corresponds to the total amount invoiced by CSJ and FC shown in the Summary of Total Amount Invoiced tab and for 
                                        each subtotal line number entered into the corresponding tabs. The line indicator also directly corresponds to the Highway Maintenance Detail line No. in the next 
                                        section. Detailed information will be provided by the TxDOT PM when there is no CSJ/Detail number associated with the project.  
     DD (DIST/DIV Budget No.)           Enter the district or division number that is provided by the TxDOT PM.
     PCBU                               Enter the Segment ID (ONLY) that is provided by the TxDOT PM.  Note: The leading 601 will automatically be added when the line item rolls over to the COA Inv 
     (601+Segment ID)                   Conv tab. 
     - Enter 2 digit Segment ID number 
     only.
     Project                            Automatically populated from Project (CSJ/Detail No.) that was selected using the Labor Summary (Office) for the particular billing, and is a write protected cell.  
     (CSJ or Detail No.)                Verify that this cell has been populated correctly. Once each line number has been populated, click on the drop down menu button (Cell D20) by clicking on 
                                        "blanks" from the drop down list to remove the checkmark, and the tab will roll up to remove unused rows.
     Amount                             Automatically populated and is a write protected cell.  Verify that the amount has been populated correctly by line number.  
     Source                             Automatically populated from Source (Legacy FC) that was selected using the Labor Summary (Office) for the particular billing, and is a write protected cell.  Verify 
     (Legacy Function Code)             that this cell has been populated correctly. 
                                        The provider will submit their monthly invoice by the CSJ/Detail number and Legacy FC detail as provided by the TxDOT PM.  The Legacy FC will automatically be 
                                        converted to the PeopleSoft FC in the COA Invoice Conversion tab. The Function Code is based on the scope of work in the WA or the Contract.   Reference and 
                                        use the FC List  Legacy Function Code (FC) from the list of FCs, along with a descriptions of work as indicted in the FC List tab .  The TxDOT PM will assist to 
                                        ensure that the correct FCs are used.)
     ACCT                               Enter the ACCT (Object of Expenditure) number provided by the TxDOT PM for this WA.  Reference the table shown in columns Z and AA, and sinter the four digit 
     (Object of Expenditure)            ACCT number that corresponds to the FC shown in column F.  (ex: Source (Legacy FC) is 100, then ACCT will be 7256.)
     (TxDOT Use Only)                   Do not enter any data in this cell.  This code will be entered by the PEPS SC (if applicable).
     Special Funding Indicator/SFI Code 
      TxDOT Use Only
     Amount Total                       Automatically calculated (sums Invoice column A cells A21 to cell A70). Note: This amount must reconcile to the tabs Summary of Total Amount Invoiced (cell 
     (Cell E71)                         AG63)  This cell of information must also match the Total Combined Invoice Amount shown in the WA Financial Status Summary (cell E14).
                                                                              Highway Maintenance Detail Section
                                                    (This section is used for special projects that do not have an assigned CSJ/Detail number.)
     Line No.                           Detailed information will be provided by the TxDOT PM (if applicable). Data for this Line No. will directly correspond with the Line No. under the Invoice Detail 
                                        subheading in this tab.  The TxDOT PM will provide additional information on utilizing the Line No. cell when there is no CSJ/Detail number associated with the 
                                        project, and the Highway Maintenance Detail information will be necessary to correctly identify the project.
     Task/Work Order                    Detailed information will be provided by the TxDOT PM when a CSJ/Detail number is not directly associated with the project.  
     County                             Detailed information will be provided by the TxDOT (if applicable).  If this cell is applicable, then it will always be a 3 digit numeric cell.
     System                             Detailed information will be provided by the TxDOT (if applicable).  If this cell is applicable, then it will always be a 2 digit alpha cell.
     PEPS Invoice Template for Specified Rate/Unit Cost Payment Type