Editing a Reimbursable Record

An authorized PennDOT user is able to edit a reimbursable record that is in Draft, or Ready for Authorization status only. Once a reimbursable record is in Ready for Invoicing or Invoiced status, it cannot be edited.

To edit a reimbursable record:

1.      Navigate to the Inspections & Closeout Screen.

2.      Click the Add button on the right-hand side of the Reimbursements section. The Manage Reimbursement screen displays.

3.      Enter or select a date for the Pay Period Ending Date field.

4.      Select the appropriate Inspector from the Inspectors Name drop-down menu.

5.      Enter the value from the Grand Total field on the M-371A form into the Total Amount field.

6.      Enter the total number of billing hours into the Inspection Hours field.

7.      Click the Lookup button next to the Billing Account field. The Select Billing Account screen displays.

8.      Click the Add button next to the Billing Account to which the inspection costs are to be invoiced.

Note: If the Billing Account is not listed, click the Cancel button to return to the Manage Reimbursement screen, then click the Save button to save your updates, and then create a billing account.

9.      Click the check box to add a check mark next to one or more locations in the Inspection Work Locations section.

10.   Attach the M-371A Form or click the Save & Exit button to return to the Inspections & Closeout screen, which now reflects the reimbursable record with a status of Draft.

After a reimbursable record is created:

·        Permit status remains unchanged.

·        Reimbursable record remains in Draft status.

·        The M-371A Attachment section appears, and authorized PennDOT users can attach an M-371A form to the permit.

·        Authorized PennDOT users can create another reimbursable record for the permit, by repeating the above steps.

·        Authorized PennDOT users can edit a reimbursable record for the permit.

·        Authorized PennDOT users can delete a reimbursable record from the permit unless the application status is in Invoiced or Invoice not sent to SAP status.