Cleanup Contract Information

You can also sort or search the Cleanup Contracts table using multiple parameters by using the Display drop down menu and selecting the searchable items or combination of searchable items you wish to display in the view. The simplest way to navigate to the contract is to search using the contract number.

Enter the Contract Invoice Information

Enter the specified information for contract invoices. The ‘Contractor Invoice Number’ is any number that the vendor uses to identify and track their invoices (50-character limit). RIDE will assign an EGLE Invoice Number (e.g., Y12345-INV-1) once the invoice is submitted and administratively complete. The ‘Invoice Date’ is the date that is on the invoice, not necessarily the date that the invoice is uploaded into RIDE. Once all the required fields are entered, select “Next.”

Add Attachment

Upload the report as a single pdf., or as volumes. There is a single file size limit of 150-megabytes. The total of all attachments (i.e., volumes) cannot exceed 1,000MB.

Items that are required with an Indefinite-Scope, Indefinite Delivery (ISID)/Professional Services Contractor (PSC) invoice:

• PSC DTMB-440 form
• Invoice from contractor
• Project Summary Report (PSR)

Items that are required with a Construction invoice:

• Construction DTMB-440 form
• AIA G702 and G703 or equivalent payment forms

Note: If your attachment does not contain the required forms and information, it will be considered "Administratively Incomplete" and will not be accepted by EGLE.

Enter Contact Information

Typically, the contact information for submittals is for the regulated entity providing the submittal. In the case of invoices, the contact is the qualified consultant who is in charge of the contract. To enter contact information, click the plus sign on the right side of the Contacts line. You can then either choose a current contact from the contact drop down or use the Add New button to enter in a new contact. Once all required fields are input, click Submit. Then, click Next.

Note: When entering in contact information, the start date can always be the date you are entering in the information or “today's date.”

Review all information for accuracy, enter the date received, and click Submit & Exit.

Approval Status Definitions

• Administrative Review – an invoice has been submitted and is under administrative review.
• RRD Received – Used after administrative review has been conducted and the invoice is accepted.
• Missing Required Administrative Elements – Used after administrative review has been conducted and the invoice is missing required elements to be accepted.
• Approved – Used when an invoice has been approved by Project Manager.
• Denied – Used when an invoice has been denied by Project Manager or contract administrator.
• Hold – Used when an invoice needs to be held prior to payment.
• Pending – Invoice has been approved but payment has not been sent.
• Paid – Funds have been dispersed by the State of Michigan.
• Pending Credit – Overpayment of previous invoice. A credit will be issued in the overpayment amount. A new invoice will be entered showing the credit.
• Credit Recouped – Used on credit invoices when credit has been dispersed.