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All consultants - prime and sub-consultants - must submit an updated overhead/indirect cost rate schedule to ODOT annually, no later than 180 days from the firm’s fiscal year end.
Firms whose fiscal year end is December 31, your submittal deadline is June 30, though you are always welcome to submit earlier. (Firms with alternative fiscal years will have differing due dates.)
Any firm, prime or sub-consultant, whose gross revenue that has been invoiced to ODOT exceeds $1 million during the firm’s fiscal year are required to obtain an audit of their indirect cost rate by an independent CPA, and to provide the audit report as part of the indirect cost rate review.
We understand independent Certified Public Accountant (CPA) audits and cognizant state audits can take time, please keep the June 30 date in mind as CPAs are engaged. Please be mindful of these timelines and contact our team prior to the submittal deadline if you anticipate any delays.
Need Help? Take Our Training Modules
A new, on-demand training series titled Indirect Cost Rate Education Series is available on our website under Consultant Billing Rates and then in the dropdown titled Billing Rate Training and Additional Resources.
Review the Consultant Billing Rates Standard for the list of required submittal forms, guidance, and more!
Questions?
Please reach out to ODOTBillingRateUpdates@odot.oregon.gov with any questions, to request forms and resources, and with your submittals.
Consultants can locate the forms on the ODOT Procurement internet site here.
The Procurement Office has updated their Invoice Requirements Standard for Consultants to improve clarity and usability. The latest revision includes new links to supporting documents and resources. Section 4.0’s Quick Reference Matrix has been alphabetized for easier navigation, and a new data requirement has been added to ensure that any billing for invoice preparation aligns with the Invoice Certification of Invoicing and Other Direct Cost Billing Practices on file.
Billing rate requirements have also been updated to match the Billing Rate Policy. Additional clarifying language has been incorporated into Section 5.4, and Section 6.0 Paid Summary Report has been revised.
The updated form can be found on the Consultant Forms and Resources webpage, in the dropdown section titled Cost, Billing Rate, and Compensation Related Forms.
Procurement Office Website | 503.986.2710
355 Capitol St. NE, MS 3-3 | Salem | OR | 97301
Providing collaborative, professional procurement services to meet ODOT's business needs.
We are recognized for contributing to the success by fostering positive interactions,
making the procurement process easy, and offering procurement expertise.
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