LO S AN G EL E S CO M M UN IT Y CO LL EG E D I S T RICT

DEPARTMENT OF FACILITIES PLANNING AND DEVELOPMENT

SUSTAINABLE BUILDING PROGRAM

Not Applicable INVOICE PAYMENT CHECK LIST

Applicable
1.0 BASIC REVIEW ITEMS (ALL INVOICES)
Is Contract Authorization via an Emergency Resolution
Board Action?
□ Yes - (if vendor invoice is not available use form
ACCT-0008)
□ No
Invoice has been logged into the Invoice Tracking Log upon
receipt
Invoice Payment Approval (CP-0160) is attached and all
required data is entered and accurate, including:
□ Invoice billing period / Period of Performance (POP)
□ Type of contract
□ Previously Rejected / Partial Payment Issued
□ All applicable signatures have been obtained (wet
signatures only)
□ Line allocations; Project numbers; GL codes;
Allocated amounts
□ Withhold; deductions and Notice of Corrections
amount (if applicable)
□ Final Payment (yes/no)
Vendor statement is included with invoice package
□ Never process and invoice directly from a statement
□ I have thoroughly researched current and all
outstanding amount and formally documented the
results
Invoice data is in compliance with the contract terms,
conditions and rates.
This contract has an amendment/addendum/revision (copy
attached)
POP has been validated
Q: What is “Period of Performance”?
A: This is not the invoice billing period or date. This is the
date for which the work was performed or goods were
received (must match invoice detail)
□ FF&E:
 Products – last received date
 Services/licenses/applications/warranty – start to end
date
□ Professional Services:
 Fixed fee/Lump sum – based on the invoice/progress
report period (except in case of timesheets)
 Hourly/Unit – based on the dates provided on the
timesheets/daily reports/test result reports
□ General Contractor:
 Monthly performance which coincides with their
Schedule of Values (SOV)
POP allocation form included:
□ This is a pre-payment invoice
□ This invoice contains reimbursables outside of the
designated invoice POP
□ Invoice date is not prior to POP (except for pre-paid
goods and services)
Invoice being processed is a copy:
□ I have thoroughly researched within our system to
confirm that it has not been paid
□ If not paid, stamp or notate the invoice with “Copy”, initial
and date
2.0.1 GENERAL CONTRACTOR – PM REVIEW
Partial payment recommended due to: (Notice of Correction
(CP-0140) 3 copies attached)
□ Request missing documents from vendor/GC
□ Not in compliance with the contract
□ Amount entered into Uii in the “Disallow $” column
□ Entered detailed explanation for the disallowance into
the “Notes” column
Invoice summary amounts provided by the vendor coincides
with our accounting system data.
Invoice package prepared and verified as per the ACCT-0005
Invoice Sequence Order
1.1 BASIC REVIEW ITEMS (ACCRUAL)
(check box if not applicable)
Q: When is an accrual required?
A: When processing invoices in the current fiscal year for
goods or services rendered in prior fiscal year(s).
(Fiscal year period = 7/01-6/30).
Accurate accrual information has been entered on form CP-
0160 (top left corner):
Information derived from the final fiscal year end accruals
worksheet
This is a “Missed Accrual” and I have included form CP-0161
2.0 GENERAL CONTRACTOR INVOICES
(check box if not applicable)
Urgent Process form CP-0163 is completed and attached.
This General Contractor has an escrow account.
Completed and attached form CP-0160 “Escrow” tab and
listed GL codes and amounts separately.
Validated, confirmed and attached the Prime Contractors
Waivers & Release forms (CP-0600 / CP-0610 as applicable)
CHANGE ORDERS BASED ON EXECUTION TYPE
□ Design / Bid / Build (DBB):
By law, individual CO cannot exceed 10% of
original contract value.
□ Design Build & Lease-Leaseback (DB&LLB):
Individual CO up to 10% of original contract value.
Individual CO over 10% of original contract value if
approved by Lead Construction Counsel
□ Informal Contract (initial contract value less than $30K –
not to exceed $45K with Change Orders)
(c h e c k b o x i f n o t a p p l i c a b l e )
Earned Value is accurate.
Billing contains change orders; these change orders are
signed and executed. (Attach copy of front and signature page
only)
There are no executed “Deductive” change orders applicable
to this billing cycle.
Contractor Payment Certification (CP-0191) is the most
current version
□ All applicable signatures have been obtained (wet
signatures only).
Monthly schedule updates have been received and reviewed:
□ Yes – (Proceed to next bullet)
□ No – Alert CPD (compensation deduction from
General Conditions)
Contractor As-Built Drawings verified as current::
□ Yes – (Proceed to next bullet)
□ No – Alert CPD (compensation deduction from
General Conditions)
Contractor Schedule of Values (SOV) are attached, validated
and coincide with submitted Payment Certification
Alternates/Allowances are listed separately on the SOV.
This invoice has a CPT Request to Withhold Payment (form
CP-0194)

Form CP-0165 Page 1 of 2 Rev. 8.25.17

 LO S AN G EL E S CO M M UN IT Y CO LL EG E D I S T RICT
Not Applicable
Applicable
2.1 RETENTION REDUCTION:
(c h e c k b o x i f n o t a p p l i c a b l e )
(Discretionary at 50% completion for project holding 5%; however no
reduction below 2-1/2% is permitted)
CPD is exercising his/her right to reduce retention.
□ This requires all of the Progress Payment
documentation along with the documents listed below.
□ Progressive billing is separate of release of retention
billing.
□ Letter attached from CPD to the Chief Facilities
Executive approving the partial release of retention to
the Contractor and certifying that the project has
achieved 50% completion.
This general contractor has achieved at least 50%
completion.
Actual percentage of completion_______%
2.2 SUBSTANTIAL COMPLETION RETENTION
RELEASE (check box if not applicable)
(Law requires us to release all retention within 60 days from Substantial
Completion)
Certificate of Substantial Completion Executed (CC-0110):
Substantial Completion Date: ________________
Progressive and Release of Retention billing has not been
combined on this invoice.
Punch List form CC-0010 has been created, including:
□ DSA -6 form if not filed
□ Warranty items
□ Original Equipment Manufacturer (OEM) Manuals
□ Commissioning
□ As-builts
□ BIM
□ Schedule updates
(Estimated cost to complete X150% (disallowance against
their release of retention)
Attached CPD’s letter requesting approval from the Chief
Facilities Executive for retention release to the Contractor
based on the filing of Substantial Completion.
Request for Notice of Completion Submitted (CC-0115)
Attached DSA certification documentation
Form CP-0165
DEPARTMENT OF FACILITIES PLANNING AND DEVELOPMENT
SUSTAINABLE BUILDING PROGRAM
INVOICE PAYMENT CHECK LIST
2.3 FINAL PAYMENT - PUNCHLIST DISALLOWANCE Verified and confirmed that services performed are within the
PAYBACK (check box if not applicable) effective dates of the Task Order
Punch list items:
□ 100% completed 4.0 FF&E INVOICES
(c h e c k b o x i f n o t a p p l i c a b l e )
□ Partially completed - remaining items have been
removed from GC’s punch list – cost associated will Invoice data coincides with the Purchase Order (PO) &
not be payable. Packing list
Approved form CC-0115 Notice of Completion has been filed Delivery/Packing slips for all items invoiced by the vendor with
with the County RPM’s signature, name and accurate received date
Validated, confirmed and attached the Prime Contractor’s Signed and Validated Reallocation form ACCT- 0007 attached
Final Waivers & Release forms (CP-0620 / CP-0630) Verified and confirmed that the PO is accurately encumbered
BOT Authorization/Acceptance of Completion of Construction in CostPoint prior to sending the invoice to PMO
Contract R EV I E W AN D P RO C E S SI NG S IG N AT U R E S
3.0 PROFESSIONAL SERVICE INVOICES Special Instructions:
(check box if not applicable)
Validated, confirmed and attached Invoice form CP-0197
(Mandatory for MATOC contracts)
Attached signed Progress Report & 30 Day Look Ahead (for
Fixed fee contracts only)
CPT PM SIGNATURE (Section 2.0.1 only):
Validated, confirmed and attached Waivers and Release
Forms (CP-0600 / CP-0610 for A/E Design only)
All applicable signatures obtained and validated: Print Name
□ IOR Daily reports and summary – to be signed (with
printed name and title) by the IOR and CPT PM (each
page) PM Signature Date
□ LOR Daily Inspection Reports – to be signed (with
printed name and title) by the LOR and IOR. I have reviewed and confirmed all of the items are true and accurate.
□ LOR Lab Test Reports – to be signed (with printed
name and title) by the lab responsible person Prepared by:
CPT ACCOUNTING SIGNATURE:
□ Timesheets – to be signed (with printed name) & dated
by the employee and supervisor
Verified and confirmed that the services billed by the vendor Print Name / Title
matches with the scope, service type & rates provided in the
Exhibit D – Compensation terms of their contract
Checked and confirmed that the sub-consultant is authorized Signature Date
in the contract prior to submitting invoice to the PMO
Verified and confirmed that the Task Order (TO) is accurately
encumbered in CostPoint
Verified and confirmed that the vendor has performed
services on an active task order which has available funds
Page 2 of 2 Rev. 8.25.17