- tracking labor costs (time sheets) and expenses;
- accounting for costs and expenses;
- reconciling job cost records and labor distribution records to the general ledger;
- and assessing the allowability of costs in accordance with regulations.
FDOT’s Job Cost Accounting System Requirements Primer provides an overview of the department’s demands of professional consultants. You can typically satisfy the requirements by providing the FDOT with a transportation audit prepared by an independent certified public accountant. But you may be able to request that the FDOT’s Procurement Office perform an Accounting System Review instead, if you have been in business for less than one complete year or have not previously needed an audit.
Key FDOT job cost accounting system requirements include the following.
- All charges shown in Job Cost Reports must be traceable both to source documentation (e.g. timesheets or evidence of receipt, billing, and payment) and to General Ledger accounts.
- Timesheets must include time worked directly on each individual project or contract, as well as time not chargeable to any specific project or job.
- Subsidiary job cost records must be regularly reconciled to direct charge General Ledger accounts.
If the FDOT reviewed your accounting system and cost projections, it will use its findings to establish provisional rates for you to use until your first CPA audit is reviewed. Subsequently, when you renew your qualification, the FDOT will use your annual CPA Rate Audit report to establish reimbursement rates for Overhead, Facilities Capital Cost of Money, and Direct Expenses.
Complying with FDOT Job Cost Accounting System Requirements will help you work with the department more efficiently. Contact us to learn more or to schedule a review.