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Delphi eInvoicing System FAQs

Overview

Compiled below are FAQs regarding DOT grants payment policies and processes, Delphi eInvoicing System deployment and navigation, and communications and training. As deployment of the Delphi eInvoicing System for the DOT and its grant recipients nears, Frequently Asked Questions (FAQs) will be posted as they arise.

  1. What is the Delphi eInvoicing System?
  2. Who is required to use the Delphi eInvoicing System? For grants that are scheduled to close just after Delphi eInvoicing System deployment, will these grant recipients still be required to train on the new system/process and use the new eInvoicing system to submit the final invoice?
  3. What are some of the benefits of using the Delphi eInvoicing System?
  4. Will there be training on how to use the Delphi eInvoicing System?
  5. I heard that grant recipients must go through a process called eAuthentication before accessing the Delphi eInvoicing System. What is eAuthentication?
  6. What is the eAuthentication process?
  7. What is the process to have each grant recipient provide proof of identity?
  8. How will individual users be uniquely identified?
  9. If the grant recipient invoices for more than one grant across DOT Agencies, will they be required to have their identity verified more than once?
  10. My organization invoices multiple DOT Agencies. Will all Agencies have the same policies and procedures?
  11. How will my organization provide back-up documentation to the Agency we are invoicing?
  12. If my organization has been overpaid by the DOT Agency, how will I remit the overpaid amount back to the Agency?
  13. What is month-end closing?

Q: What is the Delphi eInvoicing System?

A: The Delphi eInvoicing System is the U.S. Department of Transportation’s (DOT) electronic invoicing system that is integrated with DOT’s core accounting system (Delphi). It is a Web-based portal for grant recipients to electronically request payment and monitor payment status.

Q: Who is required to use the Delphi eInvoicing System? For grants that are scheduled to close just after Delphi eInvoicing System deployment, will these grant recipients still be required to train on the new system/process and use the new eInvoicing system to submit the final invoice?

A: All grant recipients are required to migrate to the Delphi eInvoicing System unless they are eligible for and are granted a waiver. The waiver description is being developed, but it is anticipated that a very limited number of grant recipients will qualify for the waiver, which would enable them to continue to submit paper invoices or use existing processes.

Q: What are some of the benefits of using the Delphi eInvoicing System?

A: The Delphi eInvoicing System will allow for more efficient and accurate processing of grant payments, as well as real time monitoring and tracking of invoices. The system will also:

  • Reduce manual payment processing time by enabling electronic approvals, as well as streamlining the integration of invoices with DOT’s core accounting system (Delphi)
  • Provide e-mail notifications on all invoice approvals and rejections, as well as real time information about the status of invoices
  • Enable the uploading of electronic attachments to provide supporting documentation for invoices and credit memos
  • Apply uniformity among all DOT Agencies for grant recipients requesting grant payments

Q: Will there be training on how to use the Delphi eInvoicing System?

A: The DOT and its Agencies will be providing training materials and holding live Webinars to answer questions and train users on the new system. Desktop User Manuals, Quick Reference Guides, and FAQs will all be provided online. A help desk will also be available for grant recipients and those reviewing and approving invoices. Help desk contact information will be released as Delphi eInvoicing System deployment nears.

Q: I heard that grant recipients must go through a process called eAuthentication before accessing the Delphi eInvoicing System. What is eAuthentication?

A: The Office of Management and Budget (OMB) and the DOT require that the identity of users of Federal government systems be authenticated and verified. This process is known as eAuthentication and contains two major sets of requirements that must be met: the verification of the user prior to the issuance of the credentials (identity proofing) and a technical authentication method (user name and password).

Q: What is the eAuthentication process?

A: The DOT’s Enterprise Services Center (ESC) will distribute an access request form to each grant recipient needing access to the Delphi eInvoicing System. The grant recipient must fill out the form and provide the identifying materials, certified by a Notary Public, and return the form to the ESC. Once all information has been reviewed and approved, the ESC will send a user name and password to the grant recipient for system access. More information on the eAuthentication process will be communicated via the Delphi eInvoicing System website in the coming weeks.

Q: What is the process to have each grant recipient provide proof of identity?

A: Each prospective grant recipient will take the completed access request form and a government-issued photo identity to a Notary Public. The Notary Public will review the form and photo ID and affix a Notary Seal to the form. The grant recipient will then mail the notarized form to the DOT’s Enterprise Services Center (ESC) through certified mail, FedEx, or UPS. The ESC’s mailing address will be provided on the form.

Q: How will individual users be uniquely identified?

A: A user will be uniquely identified by e-mail address, which will be used as the user name for the Delphi eInvoicing System. The notarized form will provide physical addresses and government-issued identity information that will also uniquely identify a user in the system records.

Q: If the grant recipient invoices for more than one grant across DOT Agencies, will they be required to have their identity verified more than once?

A: No. Identity and login credentials are by unique individual. Once DOT has established the identity of a grant recipient and the grant recipient needs additional authorization to access data for more than one grant, DOT will only need authorization from the other DOT Agency managing the grant. The grant recipient will be notified that they have additional access and will not be required to perform any additional activity. The additional access will appear as part of the grant recipient’s responsibilities within the Delphi eInvoicing System.

Q: My organization invoices multiple DOT Agencies. Will all Agencies have the same policies and procedures?

A: While standard policies and procedures for the new grants payment process have been developed at the Department level, Agencies may provide grant recipients with additional directions that reflect their specific processes. These will be found as an addendum to the standard policies and procedures.

Q: How will my organization provide back-up documentation to the Agency we are invoicing?

A: The new Delphi eInvoicing System will allow organizations to electronically attach any required documentation to each individual invoice; this includes the SF-270 and SF-271 Forms. Organizations will no longer need to mail documentation to the Agency, though it is recommended that organizations still wishing to maintain hard copy records print the documents they have uploaded to the eInvoicing system to ensure proper version control. The new eInvoicing system will be the system of record. eInvoicing reviewers/approvers will be able to review the electronically attached documentation within the invoice.

Q: If my organization has been overpaid by the DOT Agency, how will I remit the overpaid amount back to the Agency?

A: Grant recipients who have been overpaid by a DOT Agency can remit payment via the credit memo process. A credit memo is issued by a grant recipient to reconcile an account for overpayment. Upon submitting the credit memo, you have 29 days to offset the credit memo with another invoice, or the Agency will automatically create an Accounts Receivable and go through the collections process. Specific information regarding credit memo creation will be provided in the Web-based training.

Q: When is month-end closing?

A: Closing occurs on the last business day of the month starting at 1700 CST and is normally completed with preliminary Financial Statements by 0600 ET on the first working day of the month.

Updated: Wednesday, September 26, 2012