10. Appendix H - Instructions for Driver Invoice and Expense Log.pdf
PDF 317 KB Posted
- Attached to
- 12-7811- OVR - Supplemental Driver IFB
- Solicitation number
- 6100056346
- Issued by
- Adams County, Pennsylvania
About this file
This document provides instructions for completing a driver invoice and expense log for a state government contract. The instructions outline how to fill out the invoice, including specifying the invoice number, service dates, number of hours driven, hourly rate, and total expenses incurred. The expense log requires detailed information such as date, time, hours driven, mileage, destination, and tolls/parking/meals/lodging expenses. All receipts must be submitted with the invoice and expense log, which are then reviewed by the contracting agency staff before being forwarded to the Commonwealth for reimbursement.
The document specifies that the driver must calculate hours in 15-minute increments and report the total hours and miles on the invoice. The mileage reimbursement rate is set by the Commonwealth and fluctuates with gas prices. Drivers are instructed to keep copies of the invoice, expense log, and receipts for their own records, while the contracting agency staff will mail the original documents to the Commonwealth for processing.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| How To Obtain a Criminal Background Check.pdf | ||
| Addendum 2.doc | DOC document | |
| 1. Statement of Work.pdf | ||
| 5. Appendix C Cell Phone Contact Information.xlsx | XLSX spreadsheet | |
| 9. Appendix G - Driver Invoice.pdf | ||
| Small and Small Diverse Business Owner Information L&I.doc | DOC document | |
| 6. Appendix D Business Associate Addendum (HIPPA).doc | DOC document | |
| 3. Appendix A - Informational Cover Sheet.pdf | ||
| 11. Appendix I - OVR Guidelines.pdf | ||
| 7. Appendix E Price Sheet.xlsx | XLSX spreadsheet | |
| BOP-2201 EO 2021-06 Worker Protection Form.docx | DOCX document | |
| 4. Appendix B - PA Dept of Transportation Driving History Request.pdf | ||
| New Vendor Registration Guide.pdf | ||
| How To - Locate and Respond to Solicitations.pdf | ||
| 8. Appendix F - OVR Driver Expense Log.pdf | ||
| 2. Terms and Conditions.pdf | ||
| Electronic Bidding Procedures.docx | DOCX document |
Show all 17
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Instructions for Driver Invoice & Expense Log
Please fill in the range of dates for the days you have provided driver services.
Invoice The Invoice Number should be the date the invoice is submitted for reimbursement.
The Service Dates should be a range of dates. Individual dates for each trip are listed on the Expense Log.
Line Item 1 1.The Units column refers to the number of hours you have spent driving during this two week time period. The time must be calculated in 15 minute increments, so 1 hour 15 minutes would be 1.25 hours.
2.The Unit Price is the total reimbursement recorded on the expense log.
3.The Total Price is the calculation of the number of hours multiplied by the hourly fee.
Line Item 2 1.The Units column refers to the total price for all expenses incurred as listed on the
Expense Log.
2.The numbers in the Units column and the Total Price column will be the same.
3.Expenses must be converted from dollar to decimal equivalent.
Submit Invoice and Expense Log to OVR employee to verify dates & expenses.
Keep a copy of Invoice, Expense Log, and receipts for yourself.
The designated OVR staff member, not the driver, will mail the Invoice along with the Expense Log and receipts to the Commonwealth for reimbursement. The correct address is on the Invoice. If documentation is submitted electronically, receipts can be scanned and sent.
Expense Log
1.Date - Write the complete date, i.e. 2/1/10
2.Time - Begin & Time End - Please write the time and indicate a.m. or p.m.
Text FieldText Field
3.Hours - Write the hours spent driving in increments of 15 minutes, i.e. 1 hour 15 minutes would be 1.25 hours.
4.Description - Write either hours or mileage.
5.From Destination & To Destination - Write the beginning location, i.e. office, and the ending location, i.e. client.
6.Odometer Start & Odometer Finish - Write the complete odometer reading, i.e.
22,168.59.
7.Mileage - Write the mileage for the round trip.
8.Total Hours -Write the total hours for times listed on this log. If you have more than one page, total the items on each page. The full amount will be entered on the invoice.
9.Pick Up County/Hourly Rate - Write the hourly fee you presented in your bid.
10.Total Hourly Reimbursement - Write the total hours on this page. If you have more than one page, total the items on each page. The full amount will be entered on the invoice.
11.Total Miles - Write the total miles for mileage listed on this log. If you have more than one page, total the mileage on each page. The full amount will be entered on the invoice.
12.Mileage Reimbursement - This is a rate set by the Commonwealth. The price fluctuates with gas prices.
13.Total Mileage Reimbursement - Write the total mileage listed on this log. If you have more than one page, total the mileage on each page. The full amount will be entered on the invoice.
14.Tolls, Parking, Meals, Lodging - List the total amount for these items for trips listed on this log.
15.Receipts Attached - Gather all receipts for expenses incurred during the time period covered on this log. Initial to indicate that you have submitted all receipts with the log and the invoice.
Instructions for Driver Invoice & Expense Log Please fill in the range of dates for the days you have provided driver services.
Invoice The Invoice Number should be the date the invoice is submitted for reimbursement.
The Service Dates should be a range of dates. Individual dates for each trip are listed on the Expense Log.
Line Item 1 1.The Units column refers to the number of hours you have spent driving during this two week time period. The time must be calculated in 15 minute increments, so 1 hour 15 minutes would be 1.25 hours.
2.The Unit Price is the total reimbursement recorded on the expense log.
3.The Total Price is the calculation of the number of hours multiplied by the hourly fee.
Line Item 2 1.The Units column refers to the total price for all expenses incurred as listed on the Expense Log.
2.The numbers in the Units column and the Total Price column will be the same.
3.Expenses must be converted from dollar to decimal equivalent.
Submit Invoice and Expense Log to OVR employee to verify dates & expenses.
Keep a copy of Invoice, Expense Log, and receipts for yourself.
The designated OVR staff member, not the driver, will mail the Invoice along with the Expense Log and receipts to the Commonwealth for reimbursement. The correct address is on the Invoice. If documentation is submitted electronically, receipts can be scanned and sent.
Expense Log 1.Date - Write the complete date, i.e. 2/1/10 2.Time - Begin & Time End - Please write the time and indicate a.m. or p.m.
Page of 3.Hours - Write the hours spent driving in increments of 15 minutes, i.e. 1 hour 15 minutes would be 1.25 hours.
4.Description - Write either hours or mileage.
5.From Destination & To Destination - Write the beginning location, i.e. office, and the ending location, i.e. client.
6.Odometer Start & Odometer Finish - Write the complete odometer reading, i.e. 22,168.59.
7.Mileage - Write the mileage for the round trip.
8.Total Hours -Write the total hours for times listed on this log. If you have more than one page, total the items on each page. The full amount will be entered on the invoice.
9.Pick Up County/Hourly Rate - Write the hourly fee you presented in your bid.
10.Total Hourly Reimbursement - Write the total hours on this page. If you have more than one page, total the items on each page. The full amount will be entered on the invoice.
11.Total Miles - Write the total miles for mileage listed on this log. If you have more than one page, total the mileage on each page. The full amount will be entered on the invoice.
12.Mileage Reimbursement - This is a rate set by the Commonwealth. The price fluctuates with gas prices.
13.Total Mileage Reimbursement - Write the total mileage listed on this log. If you have more than one page, total the mileage on each page. The full amount will be entered on the invoice.
14.Tolls, Parking, Meals, Lodging - List the total amount for these items for trips listed on this log.
15.Receipts Attached - Gather all receipts for expenses incurred during the time period covered on this log. Initial to indicate that you have submitted all receipts with the log and the invoice.
Page of Instructions for pbrauchli Normal pbrauchli Microsoft Office Word
5/26/2010 1:21:00 PM
6/1/2010 8:56:00 AM
Labor & Industry 34304
5/26/2010 1:21:00 PM
| PrintButton1: |
| CurrentPage: 1.00000000 |
| CurrentPage: 2.00000000 |
| PageCount: 2.00000000 |
| PageCount: 2.00000000 |
File details come from the government source that posted it. Updated .