Project Closeout consists of the processes and responsibilities associated with closing out a project, along with assembly of the Local Government Agency (LGA) Billing Worksheet to bill the LGA for the Local Match portion of NCDOT expenses. NCDOT processes several items related to Project Closeout:
- Ensuring that LGA has all appropriate records
- Calculating any costs that the LGA owes NCDOT
- Certifying materials permanently incorporated in the project
Once these items are accomplished, NCDOT will request that Federal Highway Administration (FHWA) close the project and issue a Final Voucher Letter.
Procedure
Preparation of Project Closeout
Step 13 & 14 – 1446 Locally Administered Projects (LAP) and Materials & Tests Material (M&T) Certification
- NCDOT completes certification steps.
Step 15 – Division Work Breakdown Structure (WBS) Closing Procedures
- NCDOT closes all project Purchase Orders in SAP (or lock WBS's line), removes all commitments in the
Enterprise Business Services (EBS) Portal/SAP, and e-mails the NCDOT Division of Planning and Programming Project Management Manager to request the project WBS's be set to C50 (and copy the LAP Program Manager for Construction).
Steps 16 & 17 – LGA Billing Worksheet- NCDOT prepares the LGA Billing Worksheet once all system charges have been applied to the project. The LGA Billing Worksheet is sent to NCDOT Fiscal's Accounts Receivable Department.
Project Closeout
Step 18 – NCDOT Fiscal Billing
- NCDOT Fiscal invoices the LGA for their portion of the project expenses.
Step 19 – NCDOT Fiscal Project Close
- NCDOT Fiscal closes the project in SAP and FMIS.
Step 20 – FHWA Finance Section Project Close
- The FHWA Finance Section signs the Final Voucher in FMIS, which closes the project and assigns the Final Voucher date.
Final Voucher Letter
Step 21 – NCDOT Division Final Voucher
- NCDOT Division generates and sends the Final Voucher Letter to the LGA.
