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Invoicing Asistance
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Instructions provided here are intended to improve the invoicing process and ensure greater efficiency in processing payments. The Payment Voucher (PV) is used for all federal aid, state aid, and county aid project invoicing. There are different payment processes for each program, however, the same PV is used for all. Invoicing the DOT for payments also includes providing additional documents when submitting the PV. An incomplete PV and missing documents will result in delayed payment.
The Three Types of Payment Vouchers
Based on your funding source the following graphic outlines the payment voucher process. Please follow the appropriate path for your program.
Close Out Documents
See below for the documentation needed to complete the submission requirements.
- Payment Voucher – PV(C)
- CR-1: Apprentice/Trainee Approval Memorandum
- CR-1409: Contractor’s Quarterly Training Report
- Form CR-267 – Monthly Report, Utilization of Disadvantaged Business Enterprises
- CR-268 – Final DBE Report of Work
- Documentation of Work
- DC-123: Contractor’s Final Certificate of Compliance
- DC-173A (LGS) – Federal Aid Changer Order (2 pages)
- Materials
- DC-2891: Material Questionnaire
- LB-95a – Materials Certificate
- LB-96 – Final Material Certification
- The following forms if not previously submitted:
- Calculations
- Fuel Price Adjustment: Follow the Standard Specifications for Road and Bridge Construction, Section 160.03.01
- Asphalt Price Adjustment: Follow the Standard Specifications for Road and Bridge Construction, Section 160.03.02
- List of As-Built Quantities
- Local Government Invoices
- Design Engineering – if eligible
- Material Testing
- Construction Inspection
- Final cost of construction
- Evidence of contractors Trainee compliance (if required)
- DC-29(a): Daily Inspector’s Report (used to monitor the performance of the trainees)
- Biweekly Training Report
- CR-3: Training Certificate for Reporting Hours to NJDOT
- CR-1409: Contractor’s Quarterly Training Report
- Training Certificate
- Certification that the signal has been constructed in accordance with the Manual on Uniform Traffic Control Devices and the Design Plans and is operating properly.
- Certificates of Compliance for all “Major Pay Items”
- Release Statement from Agreement for Federal Aid
- Evidence of contractors EEO compliance
- CC-257R: Monthly Employment Utilization – Electronic Reporting Instructions
- Letter certifying that all corrective work listed on the attached final inspection report has been completed
- Engineer’s Certification – Project Completion
- SA-11: Materials Questionnaire
- Payment Voucher – PV(C)
- Engineer’s Certification for Project Completion (State Form)
- SA-1: Change Order
- Chief Financial Officer’s Certification (State Form)
- DS-8S: Superpave Hot Mix Asphalt Testing Summary Report
- Calculations used to determine asphalt price adjustment
- Calculations used to determine fuel price adjustment (Follow Section 160)
- Certificates of Compliance for all “Major Pay Items”
- List of As-Built Quantities
- Local Government invoices covering the final cost of construction
- Local Government Invoices covering design engineering if eligible and if billing for reimbursement
- Local government invoices covering material testing if billing for reimbursement
- Local government invoices covering construction inspection if billing for reimbursement
- Letter certifying that all corrective work listed on the attached final inspection report has been completed