Invoicing and Accounts Payable

The (TDOT) Planning Division Program Development Office ensures that grantees and consultants are reimbursed promptly and in compliance with all applicable federal and state regulations.  Once a contract/grant is fully executed, the consultant/grantee is eligible to submit invoices to the State on a monthly or quarterly basis(based on the specification in the contract). 
 
The Program Development Office acts as the liaison between TDOT project sponsors or planners and the consultant/grantee to streamline the invoicing process.  This coordination helps ensure that invoices are accurate, complete, and processed without delays.

Invoicing Process

  1. Submission
            Consultants/Grantees may submit invoices at the end of the month or quarterly for eligible project expenses incurred during that service period.      
         All costs must align with the approved contract scope and budget.
    2.  Review & Verification
          The Program Development Office reviews invoices for accuracy, supporting documentation, and compliance with contract terms, the State of Tennessee fiscal policies, and Federal Highway Administration (FHWA) requirements.    

      3. Approval  & Payment
           Verified invoices are approved, processed, and forwarded to TDOT Finance Division for payment processing.
           Payments are issued in accordance with the state of Tennessee's accounts payable timelines.    

Need Assistance?
The Program Development Office is available to answer questions and guide consultants and grantees through the invoicing process to ensure accuracy and compliance from the start.  For assistance, please email PLN.invoices@tn.gov

Invoicing