1. updated 9/18/061 LAPS ( LOCAL ASSISTANCE PAYMENT SYSTEM) Instructions for Accessing Local Programs Invoice Register on the Internet

2. updated 9/18/062 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, scroll down to the bottom of the page. On the bottom right-hand side, click on the linked titled Accounting.

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6. 6 STEP 3: Then, click on the link: Local Assistance Payment System This link is at the bottom of the Division of Accounting’s Home Page.

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8. 8 STEP 4: Next, click on the link: LPAMS 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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10. 10 STEP 5: Finally, you’ll come to a screen titled: LPAMS Invoice Register Report Options The screen looks like this:

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12. updated 9/18/0612 STEP 5: 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.

13. updated 9/18/0613 STEP 5: continued To get a report, simply key in the necessary information (such as the agency name or the project number and the invoice number) and press enter or click on Search. This will bring up all invoices for active projects (ie. new projects; projects with progress invoices) and projects being final vouchered (from processed final payments to final voucher submitted to FHWA)

14. updated 9/18/0614 STEP 5: An 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 press enter or click on Search.

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16. updated 9/18/0616 STEP 5: 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.

17. updated 9/18/0617 Click here to return to the search options.

18. updated 9/18/0618 STEP 5: 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

19. updated 9/18/0619 STEP 5: Example continued The Invoice Register will also have: –the date the Invoice was received by Local Program Accounting –the Invoice Amount –the Amount Paid –the date it was sent to State Controller’s Office (To SCO) for processing

20. updated 9/18/0620 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 receipt date should be 4-6 working days after the date to SCO. If payment is a paper warrant, receipt date should be 12-15 working days after the date to SCO.

21. updated 9/18/0621 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 (the invoice should be considered returned if the invoice date is more than 60 days) –or the invoice is still in process

22. updated 9/18/0622 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.

23. updated 9/18/0623 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.

24. updated 9/18/0624 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)

25. updated 9/18/0625 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.

26. updated 9/18/0626 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).

27. updated 9/18/0627 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).

28. updated 9/18/0628 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