Professional Technical Consultant Services Updates
Electronic Invoicing
Effective Immediately:
MnDOT will be accepting Professional/Technical (P/T) Contract Invoices electronically. Please use the following instructions when submitting P/T Contract Invoices:
P/T Contract Electronic Invoice Instructions:
- Complete the MnDOT Invoice form and, if applicable, Progress Report, in their entirety.
- Sign the MnDOT Invoice form and, if applicable, the Progress Report.
- Attach supporting documentation and scan as one document in a PDF format* in the following order:
- Completed, signed MnDOT Invoice form
- Completed, signed Progress Report form (if applicable)
- Supporting Documentation
- Consultant should e-mail the PDF Invoice document to ptinvoices.dot@state.mn.us
*Whenever possible please convert landscape pages to portrait pages and optimize the document to decrease the size.
Once the PDF Invoice document is e-mailed, an automatic message will be sent stating the invoice has been received. If this message is not received within 1 hour please contact Jamie Kelly at 651-366-4663.
Invoices submitted electronically will be approved electronically by both the Project Manager and Contract Administrator within the department. The Electronic Invoice process eliminates the need for firms to send any paper copies.
Increase in the IRS Mileage Reimbursement Rate
On January 1, 2011, the reimbursement rate for use of your personal car will increase from 50.0 cents per mile to 51.0 cents per mile.
Important Pre-Qualification Program Renewal Information
The Pre-Qualification Program renewals have begun. Any Work Types that are due for renewal are requested directly from each Consulting Firm for a given work type.
A representative at each firm will receive an email notice requesting renewal information, allowing two months to submit the required renewal information. Note that the renewals require full submittals, including required examples. Carefully read the submittal requirements in the Work Type Definition, and follow the blue hyperlinks to the forms that are needed.
Firms should not send any renewal information for work types unless requested to do so.
New submittals (for any work type that your firm is currently not listed under) and key personnel updates for all work types are still encouraged and accepted.
For questions, please contact Kelly Arneson at 651-366-4774 or kelly.arneson@state.mn.us.
Activity Based Invoicing
Mn/DOT will begin tracking all work under Professional/Technical (P/T) Contracts with appropriate Activity Codes. When a Consultant invoices Mn/DOT, they will be required to match billing amounts to the Activity Codes identified in the Scope of Work.
Since this is a new requirement, Contract Administrator's should inform Consultants of this new process for all contracts as of September 12, 2005. Mn/DOT Contract Administrators must include a corresponding Activity Code for every task and billing item in all contracts. The Activity Codes may also appear in the Budget Details, but are not required. The only changes in the contracts will be in the Scope of Work and the Invoice Form. All contracts started as of September 12, 2005 must include Activity Codes in the Scope of Work and the new Invoice Form.
Activity Based Invoicing Instructions for Mn/DOT Contract Administrators
Activity Based Invoicing for Mn/DOT Contract Administrators
Scope of Work
Every task must clearly list a corresponding Activity Code from the Activity Code Master List (xls 61kb). You need only be concerned with the core Activity Codes.
Invoice Form
The form is set up so you can enter the appropriate Activity Codes on the table in the bottom left corner. Consultants will be responsible for adding the correct amounts at the time of billing. Consultants have been notified of these changes through ACEC, but you should give them a ‘heads-up’ that this is a new requirement. The invoice template has been updated on the P/T documents page.
If you have any questions, please call the Help Desk at (651) 366-4611. For guidance, click on the following links:
Example of Scope of Work (.pdf 67kb) Example of Invoice (.pdf 32kb)
Overhead Updates
NOTICE TO ALL PRIVATE CONTRACTOR/CONSULTANTS WORKING UNDER CONTRACT WITH MN/DOT
The MnDOT Office of Audit has reviewed the Overhead Rate cap which has been set at 155% of direct labor for several years. The result of this review determined that the current cap should be increased to 160% of direct labor. The overhead rates of many firms have increased since the last time the cap was set. This new 160% cap will recognize those increases and compensate accordingly. This new cap will be implemented on new contracts that are effective, based on the process start date, as defined in MnDOT’s Consultant Services CART database beginning July 1, 2008. Contracts already entered into CART (meaning Consultant Services has received/entered a Contract Process Start Form/Requisition) prior to July 1, 2008 will use the old cap. If you have questions regarding this, please contact the Consultant Services Help Line at (651) 366-4611.