12 Vendor Spend Report Template.xlsx
XLSX spreadsheet 32 KB Posted
- Contract number
- 505ENT-M25-INTERPTRANS-00
- Issued by
- Wisconsin
About this file
This document is a vendor spend report template for the State of Wisconsin's statewide contract for interpretation and translation services. The template is managed by the Wisconsin Department of Administration, with Kristina Harris serving as the Contract Manager. The contract encompasses all state agencies including the University of Wisconsin system, as well as municipalities defined as counties, cities, villages, towns, school districts, technical college districts, and other public bodies authorized to award public contracts under Wisconsin statute 16.70(8). Contractors must submit quarterly reports to the Department of Administration's contract usage reporting team by the 15th of the month following each calendar quarter.
The contract covers six distinct interpretation and translation services: in-person American Sign Language (ASL) interpretation, in-person foreign language interpretation, video remote interpreting for ASL, video remote interpreting for foreign languages, telephone interpretation, and written foreign language translation. Each service category has specific reporting requirements including interpreter licensing information for ASL services, hourly rates, mileage reimbursement at state rates, connection times for telephone services, and per-word pricing for translation services. The contract allows for additional fees such as Wisconsin Court Certification and charges for services requested with less than 24-hours notice. All reporting must include detailed invoice information, agency contacts, purchase order numbers, service dates and times, and total billing amounts, with separate report templates provided for each service category.
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| 7 Attachment G - Wisconsin Regions.pdf | ||
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Text version
INSTRUCTIONS
| State of Wisconsin Contractor Reporting |
| Statewide Interpretation and Translation Services |
| In-Person Interpretation for ASL |
| In-Person Interpretation for Foreign Languages |
| Video Remote Interpreting (VRI) for ASL |
| Video Remote Interpreting (VRI) for Foreign Languages |
| Telephone Interpretation |
| Written Foreign Languages Translation |
| General Report Requirements: |
| →Reports must be received on or before the 15th of the month following each calendar year quarter. |
| →All reports are required Quarterly even if there is No Activity. Indicate "No Activity" on the spreadsheet. |
| →Send only one report in your e-mail. If there is more than one report due, send each one in a separate e-mail. Identify the contract in the email subject line. Do not include any spend from any other State contract or other usage in this report. |
| →All data columns on the report must be completed accurately when spend data is reported. |
| Report Format: |
| →Use mm/dd/yyyy format for all date fields. |
| →Enter only invoices issued during the reporting period. (That is, reports due January 15th must only have October, November, and December invoice dates reported.) |
| →Enter only one invoice date and one invoice number per line. |
| →Total Amount Invoiced must equal the actual invoice amount. |
| →Add rows to the bottom of report as necessary. |
| →Do not modify the report template in any way - all columns must remain in the same order and filled in with the required information. |
| →Do not include any formulas - all cells must contain plain text numbers |
| Due Dates and Reporting Period: |
| Quarterly: |
| →Due the 15th of the month following each calendar year quarter. |
| · Quarter 1, January 1-March 31: Due April 15 |
| · Quarter 2, April 1-June 30: Due July 15 |
| · Quarter 3, July 1-September 30: Due October 15 |
| · Quarter 4, October 1-December 31: Due January 15 |
| All Reports Should be Sent to: |
| doaescontractusagereporting@wisconsin.gov |
| kristina.harris@wisconsin.gov |
| For Questions Regarding the Contracts: |
| Kristina Harris, Contract Manager |
| kristina.harris@wisconsin.gov |
| 608-266-2313 |
All State Agency spend including the University of Wisconsin is to be reported. Municipalities are also part of the Contract and are defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, technical college district, or any other public or quasi-public body having the authority to award public contracts (s. 16.70(8), Wis Stats.). Please include municipalities in the report.
mailto:kristina.harris@wisconsin.govmailto:doaescontractusagereporting@wisconsin.govmailto:kristina.harris@wisconsin.gov
KEY
Descriptions of Data Fields for all reports
| Data Field Title | Description |
| ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | List any additional fees that are allowed per the contract , such as WI Court Certification or fee for less than 24-hours' notice (this field is text) |
| AGENCY/MUNICIPALITY | The name of the buying Agency as provided by the Agency contact (i.e. Department of Administration, Division of Enterprise Operations, State Bureau of Procurement) |
| AGENCY/MUNICIPALITY CONTACT NAME | The name of the person who placed the order or requested the service |
| CONNECTION TIME | The time between telephone connection with the Contractor's call menu system and the time the appropriate target language Interpreter is on the line and able to act as an intermediary. |
| CONTRACTOR | The name of the Contractor providing the report |
| DATE | The date the work was performed, or in the case of multiple dates, the date of the first assignment |
| DIVISION/BUREAU | This is an additional field for further Agency identification as needed (e.g., Agency is DOA, Division/Bureau is DEO and/or SBOP). If not provided, mark this "NA" |
| END TIME | The time the service ended |
| HOURLY RATE | The Contracted rate per hour being billed |
| HOURS BILLED | The number of hours billed |
| INTERPRETER LICENSE NUMBER | The Wisconsin Sign Language Interpreter license number of the Interpreter who provided the service |
| INTERPRETER NAME(S) | The name of the Contractor's Interpreter(s) providing services |
| INVOICE NUMBER | The invoice number the service was billed on |
| LANGUAGE(S) | The language being interpreted or translated |
| MILEAGE | The number of miles billed, if applicable |
| MILEAGE RATE | The rate per mile being billed (see https://dpm.wi.gov/Pages/HR_Admin/Class-and-Comp-HR-Admin.aspx - Pocket Travel Guide for the current State of Wisconsin mileage rates) |
| NUMBER OF WORDS BILLED | The number of words being billed. This is different from the number of words translated when the source document word count is under the 100-word minimum. |
| NUMBER OF WORDS TRANSLATED | The actual word count in the source document being translated. This is different from the nuber of words billed when the source document word count is under the 100-word minimum. |
| PURCHASE ORDER NUMBER | A Purchase Order (PO) number provided by the buying Agency (not the Contract number). If no PO is provided, mark this "NA" |
| RATE PER MINUTE | The Contracted rate per minute being billed |
| RATE PER WORD | The Contracted rate per word being billed |
| START TIME | The time the service commenced |
| TOTAL BILLED | The total billed for the service. This total should include the hourly rate, mileage, and any additional fees. DO NOT USE A FORMULA IN THIS FIELD. |
| TOTAL OF ADDITIONAL FEE(S) - AMOUNT | The total cost of any/all of the fees in the Additoinal Contrat Fees column (this field is a dollar amount) |
In-Person ASL
| APPENDIX X: REPORT TEMPLATE - In-Person ASL Interpretation | |||||||||||||||||
| REPORT DATE: | *SEND COPIES OF ALL ASL ITNERPRETERS' WISCONSIN INTERPRETER LICENSES WITH YOUR REPORT* | ||||||||||||||||
| REPORTING PERIOD: | |||||||||||||||||
| CONTRACTOR NAME: | |||||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | INTERPRETER NAME(S) | INTERPRETER LICENSE NUMBER | START TIME | END TIME | HOURS BILLED | HOURLY RATE | MILEAGE | MILEAGE RATE | ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | TOTAL OF ADDITIONAL FEE(S) - AMOUNT | TOTAL BILLED |
In-Person FL
| APPENDIX X: REPORT TEMPLATE - In-Person Foreign Language Interpretation | |||||||||||||||||
| REPORT DATE: | |||||||||||||||||
| REPORTING PERIOD: | |||||||||||||||||
| CONTRACTOR NAME: | |||||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | INTERPRETER NAME(S) | LANGUAGE(S) | START TIME | END TIME | HOURS BILLED | HOURLY RATE | MILEAGE | MILEAGE RATE | ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | TOTAL OF ADDITIONAL FEE(S) - AMOUNT | TOTAL BILLED |
VRI ASL
| APPENDIX X: REPORT TEMPLATE - Video Remote Interpretation for ASL | |||||||||||||||
| REPORT DATE: | *SEND COPIES OF ALL ASL ITNERPRETERS' WISCONSIN INTERPRETER LICENSES WITH YOUR REPORT* | ||||||||||||||
| REPORTING PERIOD: | |||||||||||||||
| CONTRACTOR NAME: | |||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | INTERPRETER NAME(S) | INTERPRETER LICENSE NUMBER | START TIME | END TIME | HOURS BILLED | HOURLY RATE | ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | TOTAL OR ADDITIONAL FEE(S) - AMOUNT | TOTAL BILLED |
VRI FL
| APPENDIX X: REPORT TEMPLATE - Video Remote Interpretation for Foreign Languages | |||||||||||||||
| REPORT DATE: | |||||||||||||||
| REPORTING PERIOD: | |||||||||||||||
| CONTRACTOR NAME: | |||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | INTERPRETER NAME(S) | LANGUAGE(S) | START TIME | END TIME | HOURS BILLED | HOURLY RATE | ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | TOTAL OF ADDITIONAL FEE(S) - AMOUNT | TOTAL BILLED |
Telephone
| APPENDIX X: REPORT TEMPLATE - Telephone Interpretation | ||||||||||||||
| REPORT DATE: | ||||||||||||||
| REPORTING PERIOD: | ||||||||||||||
| CONTRACTOR NAME: | ||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | INTERPRETER NAME(S) | LANGUAGE(S) | CONNECTION TIME | START TIME | END TIME | MINUTES BILLED | RATE PER MINUTE | TOTAL BILLED |
Written
| APPENDIX X: REPORT TEMPLATE - Telephone Interpretation | |||||||||||||||
| REPORT DATE: | |||||||||||||||
| REPORTING PERIOD: | |||||||||||||||
| CONTRACTOR NAME: | |||||||||||||||
| CONTRACTOR | DATE | PURCHASE ORDER NUMBER | INVOICE NUMBER | AGENCY/MUNICIPALITY CONTACT NAME | AGENCY/MUNICIPALITY | DIVISION/BUREAU (Optional) | TRANSLATOR NAME(S) | PROOFREADER NAME(S) | LANGUAGE(S) | NUMBER OF WORDS BILLED | NUMBER OF WORDS TRANSLATED | RATE PER WORD | ADDITIONAL CONTRACT FEE(S) - DESCRIPTION | TOTAL OF ADDITIONAL FEE(S) - AMOUNT | TOTAL BILLED |
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