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Vendor Help Desk


Frequently Asked Questions


Q. How do I change my company name?
A: Complete a State of New Jersey W9 Questionnaire form (pdf) and return the completed form to:

OMB Vendor Control
P.O. Box 221
Trenton, NJ 08626


OR

FAX: (609) 984-5210

Follow up with Professional Services to complete a Corporate Reorganization form (doc 51k).
   
Q. How do I change my company address?
A: Send the following information on the company's letterhead:
  1. Old Address
  2. New Address
  3. Vendor ID Number
  4. Original Signature
OMB Vendor Control
P.O. Box 221
Trenton, NJ 08626


OR

FAX: (609) 984-5210
   
Q. How can I receive my payments electronically?
A: Register for the receipt of electronic payments by completing the Credit Authorization Agreement for Automatic Deposits form through the Stateís Treasury website.
   
Q. I received a check from the State of New Jersey but I am not sure which company invoice number to apply the check?
A: Request access to the Department of Treasury, Office of Management and Budget's Vendor Payment Inquiry site by sending an email.

Include your name, phone number & e-mail address of the person(s) that will be accessing the site along with the vendor id or tax id of the vendor.

An authentication code will be given to access the site. You will learn information about check and electronic payments you have received or are scheduled to receive from New Jersey.
   
Q. I have outstanding invoices, where can I get help?
A: First, check the Stateís Treasury site Vendor Payment Inquiry to confirm check has not been issued. If payment voucher is outstanding, submit the Vendor Help Request Form and allow 5 business days for a response.
   
Q. How do I know my payment terms and conditions?
A: Terms and conditions are stated within the purchase order or the contract agreement.
   
Q. Who can I contact when I need a contract modification or to invoice in excess of the ceilings set in my agreement?
A: Please contact the NJDOT project manager noted within the agreement.
   
Q. If there is a company merger what notification is required for NJDOT?
A: Complete the Corporate Reorganization form (doc).
   
Q. How can I obtain a payment voucher form?
A: For Purchase Orders, the procurement office mails preprinted details and a preprinted payment voucher. In most cases, the payment voucher just needs to be verified, signed and returned along with the company invoices.

NOTE: If you are making payment against a blanket order, feel free to photocopy the preprinted payment voucher and adjust the amount as needed for billing purposes.

The blank Payment Voucher forms are available under the Vendor Help Desk.
   
Q. How do I locate the purchase order number?
A: This is a 7-digit number located at the top left hand side of the payment voucher. For every purchase order issued, the procurement office assigns a purchase order number. Any questions please contact the Procurement Office at 609-530-6355.
   
Q. I have been approved to contract with NJDOT. What do I need to do?
A:
  1. Submit W9 documentation to Vendor Control Unit to obtain vendor identification number.
  2. Complete and sign a Payment Voucher.
  3. Attach supporting documentation.
  4. Submit to Contract Manger.
   
Q. How can I obtain a vendor identification number?
A: Complete a State of New Jersey W9 Questionnaire form (pdf) and return the completed form to:

OMB Vendor Control
P.O. Box 221
Trenton, NJ 08626


OR

FAX: (609) 984-5210
   
Q. What are the Prompt Payment Interest laws?
A: Effective September 1, 2006, New Jersey enacted a Prompt Payment Law (N.J.S.A. 2A:30A-1 and 2) that requires prompt payment by public and private owners to contractors and by contractors to subcontractors and material suppliers. After 30 days, the delinquent party will be liable for interest at a rate equal to prime plus 1 percent on Agreements written after the effective date. All other invoices require a 60-day prompt payment as noted in the New Jersey Prompt Payment Act N.J.S.A. 52:32-32 et seq.
   
Q. What is a Contract Manager?
A: The level of the chain of command within the NJDOT that is responsible for managing, directing, or coordinating the necessary consultant service. May also be known as the Project Manager. A Contract Manager is responsible for reviewing consultant invoices to ensure that all required documentation has been provided and either approving the invoice for payment or declaring it deficient and returning it to the Consultant or requesting additional information.
   
Q. Where can I find a new Payment Voucher (PV-C) form?
A: Download the new Payment Voucher (PV-C) (rtf 293k).
   
Q. What is the effective date for using the new Payment Voucher PV-C and when should it be used?
A: The effective date for using the new Payment Voucher (PV-C) is July 1, 2008. The Payment Voucher (PV-C) should be used for Consultant, Construction, and Right of Way invoices regardless of the billing terms (i.e. CPFF or Fixed Price).
   
Q. What is an AC-1641 and where can I locate the form?
A: The Expense Distribution (AC-1641) is an internal document that authorizes payment within the Departmentís Financial Management Information System (FMIS) and provides job coding for the cost incurred located on the NJDOT Intranet. Contract Managerís are responsible for completing this form.
   
Q. Where can I verify a listing of payments to see if a payment has been made to me and what is the check number?
A: Request access to the Department of Treasury, Office of Management and Budget's Vendor Payment Inquiry site by sending an email.

Include your name, phone number & e-mail address of the person(s) that will be accessing the site along with the vendor id or tax id of the vendor.

An authentication code will be given to access the site. You will learn information about check and electronic payments you have received or are scheduled to receive from New Jersey.
   
Q. How do I know who my Contract Manager is?
A: Within your executed Agreement, there is a contact name and phone number.
   
Q. If the Vendor Identification Number doesnít match the contract because of consolidation/reorganization where do I direct the vendor?
A: Complete the Corporate Reorganization form (doc 51k).
   
Q. How does a Consultant service related vendor submit a request for payment?
A: View the presentation for Consultant Service Related Payment Vouchers (pdf 83k).
   
Q. When is a Purchase Order Payment Voucher considered executable (ready for payment)?
A: The Departmentís general terms and conditions for Purchase Order related payments (4.6) considers a Payment Voucher executable when we receive the following:
  1. A completed (Items A-H) Payment Voucher (PV) with original signature prepared and submitted by the vendor.
  2. Vendor invoice that provides the vendor's name, address, invoice date, description of goods or services, reference to a Purchase Order number and total amount billed.
  3. A Receiving Report (PS32 or EQ124) from the Department unit in receipt of goods or services.
Q. How many original invoices and payment vouchers PV(C) does a Consultant need to submit for payment?
A: Article 24 requires that 2 original payment vouchers and 2 originals invoices must be submitted along with supporting documentation, 1 for your Contract Manager (CM) and 1 for Accounting Operations. Remember, Accounting Operations cannot make payment without originals.
   
Q. What type of supporting documentation needs to be attached to the Consultantís Payment Voucher PV(C)?
A: Each invoice must show the summary of costs incurred by period for both the Prime and Subconsultants indicating the Contract Ceiling Amounts by basic and extra work. Cost Plus Fixed Fee contracts must show that breakout by Payroll, Overhead, Fixed Fee and Direct Expenses. A summary for Fixed Price contracts would use only 1 line. The summary should also include Actual Costs Incurred; Total Billed To Date; Previous Billed Amount and Billed This Period.

Behind the summary of costs incurred, a breakout of costs by basic and extra work modifications for the Prime and Subconsultant must also be submitted using the same columns as the Summary.
   
Q. What does the Actual Costs Incurred amount represent on the supporting Summary of Costs Incurred schedule?
A: Your actual costs incurred may not be the same dollar amounts as the amounts billed to date for various reasons. An example might be that you have actual costs incurred that exceed your contract ceiling. If the ceiling is subsequently increased, you have already demonstrated that you incurred these costs.
   
Q. What does a Consultant need to provide as detail for payroll and direct non-salary expenses incurred?
A: Payroll should show a summary by employee name, the hourly rate and the hours worked.

The Direct Non-Salary expense should show a summary by type of expense incurred, along with the dollar amount.

It is important to remember that all original documentation, i.e., time sheets, receipts for non-salary direct expenses, etc must be retained by the Firm until final audit is complete.
   
Q. What type of supporting documentation needs to be attached to the PV(C) for Subconsultants?
A: The supporting documentation for Subconsultants must be the same as provided by the Prime. See question ďWhat type of supporting documentation needs to be attached to the Consultantís Payment Voucher PV(C)?Ē for details. Remember, if your Subconsultant is submitting a bill for multiple periods, then a summary for all periods must be provided.
   
Q. Can I use one PV(C) to bill for multiple contracts?
A: No, a separate PV(C) and invoice must be submitted for each agreement. However, each invoice can contain billings for the basic and extra work modifications related to that agreement.
   
Q. How often can a Consultant bill the NJDOT?
A: Billing should occur on a monthly basis only. However, if you are submitting an invoice that was previously rejected, it can be resubmitted in the same month. The Consultant must indicate that the billing is a resubmission based on a rejected invoice.
   
Q. When does Prompt Payment begin for Consultant related payments?
A: Prompt payment (30 day pay) applies to executed construction, consultant and ROW contracts as of 9-1-2006. Contracts prior to 9-1-2006 remain a 60 day pay. Prompt Payment does not start until the Department receives a fully executed invoice.
   
Q. Why would the Department reject an invoice?
A: Contract Managers along with Accounting Operations will be using the Contract Manager Checklist to review invoices for accuracy and completeness. A copy of this checklist was provided to you at the September 4th overview meeting at the NJDOT.

Some examples of rejections are as follows:
  • Vendor name on the PV(C) does not match the vendor name on the Treasury file (W9 link).
  • Missing original payment voucher PV(C) or invoice.
  • Missing original signatures.
  • Missing or incomplete supporting documentation for the Prime or Subconsultant.
  • Amount invoiced exceeds overall ceilings for basic and extra work modifications for either the Prime or the Subconsultants.
As a reminder, Department Policy and Procedure 348 mandates that the Contract Manager must review and reject an invoice within 10 business days from the point the Department is in receipt of an invoice.
   
Q. Will my payment voucher PV(C) be rejected if it exceeds the individual line item ceilings on a cost plus fixed fee (CPFF) contract for the Prime and Subconsultant?
A: Effective August 1, 2008, payment vouchers for CPFF contracts will be honored if the Fixed Fee amounts for Prime and Subconsultants are correct and the total costs are within the base agreement ceiling and the ceiling on any Extra Work modifications. Invoices will not be rejected if cumulative costs exceed various line item cost ceilings such as direct labor, direct expenses, overhead, or individual sub-consultant ceilings. Any billings in excess of allowable fee will be reduced to the current ceiling amount allowed. We will still require that monthly payment vouchers detail actual costs versus budgeted for each of those contract line items. Progress reports must also continue to accompany the monthly payment vouchers.
   
Q. Where can a Consultant find information about Certified Payroll?
A: View the Certified Payroll page for additional information.
   
Q. What does a Consultant need to identify on a Payment Voucher PV(C) if submission is the result of an overhead audit?
A: You must identify the audit report number on the Payment Voucher PV(C) in the description area.
   
Q. When can a Consultant start billing the new audited overhead rate?
A: Firms can only bill the rate stated in the governing Contracts and Consultant Agreement Modifications (CAMís).

Provisional rates can be forwarded to the Bureau of Auditing, NJDOT, P.O. Box 604, Trenton, NJ 08625 for review and use in any new proposals. At time of Audit, the billed Overhead rate is adjusted to the actual audited or firm-prepared and approved overhead rate, and applied accordingly.

Please review the documentation and FAQís regarding the new audit process.
   
Q. Does a Consultant need to sign the Payment Voucher PV(C) in blue ink?
A: Either blue or black ink is acceptable. As a reminder, 2 original Payment Vouchers PV(C) with an original signature must be submitted.
   
Q. What type of information should be indicated in the Contract Description area on the Payment Voucher PV(C)?
A: Cost incurred dates and description of work performed, including task order number or extra work modification number, UPC Code if available. See instructions (rtf 293k) included with the PV(C).
   
Q. Who does a Consultant contact to find information on an outstanding invoice?
A: First, be sure your invoice is truly outstanding in accordance with the prompt payment protocol. If your invoice is truly outstanding, then use the Departmentís electronic vendor help desk to resolve outstanding payment issues. You will receive a response within 3 to 4 business days.

Also, you can obtain access to Treasuryís Vendor Payment Inquiry site to confirm if a check has been issued. To obtain access send an e-mail including your name, phone number and e-mail address of the person(s) that will be accessing the site along with your vendor id or tax id.
   
Q. Who should be my first point of contact when requesting status of payment?
A: Your first point of contact should be your Contract Manager. They can help provide information on the following:
  • Was my payment voucher PV(C) approved by the Contract Manager.
  • Answer questions regarding Contract /Extra Work Modifications/Task Orders status.
  • Access the internal Accounts Payable Log to determine status in Accounting.
Q. Where can I find the new payment voucher PV(C) and instructions to complete?
A: You will find the new form PV(C) (rtf 293k) along with instructions to complete on our web site.
   
Q. Where can I find the presentation from the NJDOT Consultant related meeting on September 4, 2008?
A: You will find the presentation (pdf 89k) on our web site.
   
Q. Is the consultant required to complete the Expense Distribution Form (AC1641) or the Contract Manager Checklist?
A: Both documents are internal department documents and must be completed by the Contract Manager.
   
Q. Is there any other documentation or forms that need to be submitted along with my Payment Voucher PV(C)?
A: If your contract specifically details additional documentation should be submitted other than what is required by Article 24, then it must be provided at the time of submission of your payment voucher PV(C).
   
Q. What does batching invoices mean and why does the Department want to do it?
A: NJDOT Accounting Operations will batch any invoices available in the work in process related to a single contract agreement. We are noting an increased volume of invoices through the use of term agreements. We can limit our contract and funding review time through the batch process.
   
Q. What if there's an issue with one of the invoices being batched?
A: The invoice will be removed and addressed separately. The remainder will be expedited through the batch process.
   
Q. What is required of the Consultant to enable the Department to batch multiple invoices within a Contract Agreement?
A: Complete the form letter (rtf 38k).
   
Q. When was batching processing made available to the vendor?
A: View the batch invoice letter (pdf 40k).
   
Q. Does the Department have any systemic ways to expedite my payments?
A: We recommend two ways a vendor can assist in expediting payments:
  1. Register with Treasury for ACH payments. This allows for us to deposit your payments directly into the checking account you designate. Reference (pdf 31k)
  2. Register with the Department that you are interested in batching related to a single contract agreement. Reference (pdf 43k)


 
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  Last Updated:  June 11, 2010