Fiscal Processing for Utility Relocation

Fiscal Processing for Utility Relocation

UTILITY AGREEMENTS, CHANGE ORDERS & FISCAL PROCESSING Dianah Waller Division of Right of Way and Utilities Karman Hall Division of Right of Way and Utilities

AGREEMENTS Districts are responsible for uploading plans and estimates (P & E) in KURTS

P & E are reviewed and approved by District Utility Supervisor (DUS) and Area Coordinator (AC) Once approved district will upload the draft agreement for AC review & approve

Once approved district will send agreement and P & E to utility company for signature, utility company will sign and return agreement

AC will obtain Central Office signatures Utility Program Coordinator will establish in EMARS and upload executed agreement in KURTS and associate with EMARS

Engineering Agreements correspondence MUST be on company letterhead CHANGE ORDERS

Use TC 69-004 form UTILITY / RAIL AGREEMENT CHANGE ORDER Utility companies shall request a change order from the utility supervisor (US) for additional work and services performed and materials use on keep-cost agreements or for additional work and services and materials used that are

not included and unanticipated in the agreed-upon scope of work for lump sum agreements. A change order cannot be approved, nor can its work proceed, until:

Adequate justification of the additional costs is secured and accepted by appropriate Cabinet staff Funding is available to reimburse the costs associated with the change order

Failure to garner prior authorization by the Cabinet may jeopardize payment to the utility company for work performed

Date extensions must be in writing and submitted by US KURTS Change Orders and Statement of Charges Statement of Charges in KURTS

Fields highlighted will be automatically populated Change Order in KURTS Fields highlighted will be automatically populated EMARS Payment Processing

DOS AND DONTS DO Create SOC in KURTS, no cover memo needed

Use correct SOC form Revision dated 1-2017 (when not creating in KURTS)

Pay invoices in consecutive order, do not skip Review supporting documentation before processing

Mark PRC as FINAL if contract can be closed, this will close contract and liquidate any remaining encumbrances

Hit the Send to Account button in KURTS only after 1 st level has been applied to pay doc in EMARS DOS AND DONTS DONT

Dont duplicate payment method. (if making electronic payment do not send paper copy too)

Dont use RED ink when making revisions or check marks on SOC. Dont make payments out of order

Dont hit the Send to Accounts button in KURTS for FINAL KEEP COST payments, they must be approved in Central Office by Jennifer CENTRAL OFFICE UTILITY

CONTACTS Jennifer McCleve, Utility and Rails Branch Manager 502-782-4944 [email protected] David Otte, Area Coordinator Districts 1, 2, 3, 6 502-782-5072 [email protected]

Dianah Waller, Area Coordinator Districts 4, 10, 11, 12 502-782-4954 [email protected] Sean Johnson, Area Coordinator District 5, 7, 8, 9 502-782-4936 [email protected] Karman Hall, Utility Program Coordinator 502-782-4938 [email protected]

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