Reports & 
            Invoices

ODOT Office of Transit subrecipients are required to submit the Project Cost Report (PCR) generated by their cost accounting system. The PCR will be submitted with the 4th quarter invoice and account for the full calendar year of funding.  In the document to the right you will find the official rule which contains more information regarding what exactly satisfies the PCR requirement. Please be aware that what your accounting system produces is most likely not called a Project Cost Report, for example, in some instances it may be called a Profit and Loss Report. What is important is that what you are submitting to ODOT satisfies “a” through “f” in the procedural details for the PCR outlined in the attachment.

The report must:

• Must be generated directly from the subrecipients' cost accounting   software system.

• Include all applicable project revenues & expenses

  • Report cumulative totals for each revenue and expense account; not detailed transaction activity.

• Include the cumulative fiscal year end (FYE) financial results of only one project. If the PCR reflects the final results of more than one project, a subsidiary reconciling excel worksheet must be submitted which distinctly identifies the financial results of each project.

What we are looking for is the summary report of all revenue and expense categories from your cost accounting system (QuickBooks, etc) for the calendar year.  Basically, the summary report from the general ledger; we do not need to see every transaction but just want to see the totals of the categories of the financials for the year.  If the cost accounting system used is on a cash basis, please provide the summary report as well as the excel spreadsheet or other method that you use to translate to accrual accounting for ODOT. 

The PCR will be tested by the Office of Transit and must align with the budget.  4th Quarter Invoices that are submitted without a PCR will not be processed until all necessary documentation is received.