1. Updated March 20081 LAPS ( LOCAL ASSISTANCE PAYMENT SYSTEM) Instructions for Accessing Local Programs Invoice Register on the Internet

2. Updated March 20082 STEP 1: To access Local Programs Invoice Register on the Internet, go to the Department of Transportation website: www.dot.ca.gov www.dot.ca.gov

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4. 4 STEP 2: Next, click on Business at the top of the page.

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6. 6 STEP 3: Then, click on the link: Accounting. This link is at the top of the Doing Business With Caltrans’ Page.

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8. 8 STEP 4: Next, click on the link: Local Assistance Payment System (LAPS) This link is at the bottom of the Division of Accounting’s Home Page.

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10. 10 STEP 5: Now, click on the link: LAPS Invoice Register Report. You can either click on the link that is on the left-hand side or the one inside the text.

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12. Updated March 200812 STEP 6: Finally, you’ll come to a screen titled: LAPS Invoice Register Report Options. The screen looks like this:

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14. Updated March 200814 STEP 6: continued Now you can find a report by District, Local Agency Name, and/or by the Project number. You can also do an (optional) Advanced Search by Invoice, Date, Invoice Number, or Invoice Amount.

15. Updated March 200815 STEP 6: continued To get a report, simply key in the necessary information (such as the agency name or the project number) and click on Search. This will bring up all invoices for active projects (i.e. new projects; projects with progress invoices) and projects being final vouchered (from processed final payments to final voucher submitted).

16. Updated March 200816 STEP 6: Example For example, if you want to look at invoices of projects for a Local Agency, just key in the agency name, such as West Covina, and click on Search.

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18. Updated March 200818 STEP 6: Example continued Now you have the search results, which is an Invoice Register Report for West Covina’s active projects. To do additional or different searches, you can click on the link, Back to Search.

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20. Updated March 200820 STEP 6: Example continued The Invoice Register will have: –the Local Agency Name –the Project Number –the Invoice Number –an indication of whether or not it is a Final Invoice (N = No; Progress Invoice or Y = Yes, Final Invoice) –the Invoice Date

21. Updated March 200821 STEP 6: Example continued The Invoice Register will also have: –the date the Invoice was received by Local Program Accounting –the Invoice Amount –the Amount Paid –an indication of whether or not the agency is on EFT (Y = Yes; N = No)

22. Updated March 200822 Step 6: Example continued The Invoice Register will also have: – the date it was sent to State Controller’s Office (To SCO) for processing –Return Reason Code: if the Invoice is returned there will be a number in the Return Code column. Click on the Return Reason Code link located at the top of the page for a description of the code.

23. Updated March 200823 Note on the “To SCO” Date The To SCO Date is the date our claim schedule is sent to SCO. If your agency is on EFT (Electronic Fund Transfer), the payment date should be 4-6 working days after the date to SCO. If payment is a paper warrant, the payment date should be 12-15 working days after the date to SCO (not counting mail time).

24. Updated March 200824 What if the Invoice Amount Paid field is blank? If the invoice Amount Paid field is blank (with no date to SCO shown), either: –the invoice has been returned to the Local Agency and it will have a Return Code number –or the invoice is still in process

25. Updated March 200825 Tips for entering data For Reports by Agency Name: –You must type in the full name of the agency. –For example, you can’t enter SANDAG, but must type in San Diego Association of Governments.

26. Updated March 200826 Tips continued For Reports by Agency Name: –Be specific. For instance, to look at invoices for City of Sacramento, do not just type Sacramento in the Local Agency Name field. Otherwise, the report would show invoices for City of Sacramento as well as for City of West Sacramento, Sacramento Area Council of Governments, Sacramento County and so forth.

27. Updated March 200827 Tips continued For Reports by Project: –Prefixes can be in upper or lower case. –However, you must type in the project number in this format: ABC-####(###), such as CML-1234(567)

28. Updated March 200828 Tips continued For Advanced Searches by Invoice Date, Invoice Number, or Invoice Amount: – You are still required to enter the District, Local Agency Name or the Project Number. These are required search criteria.

29. Updated March 200829 Tips continued For Invoice Amount: –Do not key in the $ or commas. –Enter data like this #####.##, such as 12345.67. – If it’s an even amount such as $1,000.00, then you can just enter 1000 (without the decimal).

30. Updated March 200830 Tips continued For Invoice Number: –There are only 15 spaces to enter an invoice number. Thus, for some invoices, there’s no need to enter the dashes (you won’t be able to).

31. Updated March 200831 Questions? We hope this document help answer most of your questions. However, if you still have questions, you can contact: Brian Sutton at (916)227-9144 or Gary Buckhammer at (916)227-9244