Project invoices

Wisconsin Department of Transportation (WisDOT) ​has transitioned to the enterprise-wide PeopleSoft accounting system. This page helps to bridge the new system with the old, and provides local governments with helpful resources. 

Local let project reimbursement process

Beginning January 1, WisDOT is making a change in the way work credits are handled which will more clearly document the actual financial transaction. The new process is illustrated below and in this handout. This simple change will assure complete and accurate accounting records.

​Step 1​Step 2 ​Step 3​Step 4

​Local government submits invoice for full project cost for reimbursement.

WisDOT pays invoice at 100%.

​WisDOT bills local government  based on project cost share agreed to in the project agreement.​Local government pays WisDOT for their portion of project agreement.
​ ​Example: ​ ​

​Local government sends WisDOT an invoice for $1,000 for full cost of project.

​WisDOT pays full amount of invoice: $1,000.

​WisDOT bills local government based on project cost share agreed to in the project agreement.
(80%Fed/20%Local)
Bill = $200.

​Local government pays WisDOT $200 for their portion of project.

Local project invoices

  • Invoices are generated for items of work completed on which the local unit of government has a cost

    ​​
          View sample invoice

    share. Invoices are for project specific costs incurred during the previous month only.
  • Invoices are only generated if the balance due is $1,000 or greater OR the project is in the closing process.
  • Unpaid balances will not appear on future invoices.
  • Invoices contain project identification numbers. These are WisDOT’s project ID numbers preceded by 395. For example, 1000-xx-xx is now tracked as 3951000xxxx in our new accounting system. 
  • For the project title, limit and concept, please refer to the WisDOT Highway Project list.
  • Invoices summarize project activity level for which the local has a share in the charging period.
  • Invoices may display a charge for Labor-Delivery-Other. These charges are for WisDOT or consultant engineering.

It is helpful to return the bottom portion of the invoice with your payment. Be sure to include the invoice number on the check as well.

Address corrections

Bills are mailed to addresses contained within the Department of Administration (DOA) system. If an address change is needed, please contact DOTDBMFiscalServices@dot.wi.gov

Invoice questions

If you have a question on your bill, please email your region office contact:

North Central Region

Northeast Region

Northwest Region

Southeast Region

Southwest Region