Updated March 2008 1

LAPS (LOCAL ASSISTANCE

PAYMENT SYSTEM)

Instructions for Accessing Local

Programs Invoice Register on the Internet

Updated March 2008

2

STEP 1:

• To access Local Programs Invoice Register

on the Internet, go to the Department of

Transportation website:

www.dot.ca.gov

Updated March 2008

3

Updated March 2008

4

STEP 2:

• Next, click on Business at the top of the

page.

Updated March 2008

5

Updated March 2008

6

STEP 3:

• Then, click on the link: Accounting.

• This link is at the top of the Doing Business

With Caltrans’ Page.

Updated March 2008

7

Updated March 2008

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.

Updated March 2008

9

Updated March 2008

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.

Updated March 2008

11

Updated March 2008

12

STEP 6:

• Finally, you’ll come to a screen titled:

LAPS Invoice Register Report Options.

• The screen looks like this:

Updated March 2008

13

Updated March 2008

14

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.

Updated March 2008

15

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).

Updated March 2008

16

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.

Updated March 2008

17

Updated March 2008

18

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.

Updated March 2008

19

Click here to return tothe search options.

Updated March 2008

20

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

Updated March 2008

21

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)

Updated March 2008

22

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.

Updated March 2008

23

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).

Updated March 2008

24

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

Updated March 2008

25

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.

Updated March 2008

26

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.

Updated March 2008

27

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)

Updated March 2008

28

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.

Updated March 2008

29

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).

Updated March 2008

30

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).

Updated March 2008

31

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