Attachment_J.3_Invoice_Instructions_for_FFP_.pdf

ATTACHMENT J.3

INVOICE INSTRUCTIONS FOR FIXED-PRICE CONTRACTS

1. General The contractor shall submit vouchers or invoices as prescribed herein.

2. Format Standard Form l034, Public Voucher for Purchases and Services Other Than Personal, and Standard Form l035, Public

Voucher for Purchases and Services Other than Personal--Continuation Sheet, or the payee's letterhead or self-designed form should be used to submit claims for reimbursement.

3. Number of Copies As indicated Article 6 below.

4. Frequency: Invoices for payment shall be submitted after each calendar month of performance, or portion thereof, if applicable, in accordance with the milestone payment schedule contained herein upon receipt and acceptance of deliverables by the Contracting Officer’s Technical Representative (COTR). Partial payment is acceptable.

5. Invoice/Voucher Number: Each payment request must be identified by a unique invoice number, which can only be used one time regardless of the number of contracts or orders held by an organization. For example, if a contractor has already submitted invoice number 05 on one of its contracts or orders, it cannot use that same invoice number on any other contract or order. Payment requests with duplicate invoice numbers will be considered improper and will be returned to the contractor. The CDC does not prescribe a particular numbering format but suggests using a number for each contract and order followed by a sequential invoice number (example: -05, -06, -07, and so on). If all or part of an invoice is suspended and the contractor chooses to reclaim those costs on a supplemental invoice, the contractor may use the same unique invoice number followed by an alpha character, such as “R” for revised (example: -05R).

6. Payment by Electronic Funds Transfer (Dec 2005):

(a) The Government shall use electronic funds transfer to the maximum extent possible when making payments under this contract. FAR 52.232-33, Payment by Electronic Funds Transfer – Central Contractor Registration, in Section C, requires the contractor to designate in writing a financial institution for receipt of electronic funds transfer payments.

(b) In addition to Central Contractor Registration, the contractor shall make the designation by submitting the form titled “ACH

Vendor/Miscellaneous Payment Enrollment Form” to the address indicated below. Note: The form is either attached to this contract (see Section D, List of Attachments) or may be obtained by contacting the Contracting Officer or the CDC Financial

Management Office at (404) 498-4050.

(c) In cases where the contractor has previously provided such designation, i.e., pursuant to a prior contract/order, and been enrolled in the program, the form is not required unless the designated financial institution has changed.

(d) The completed form shall be mailed after award, but no later than 14 calendar days before an invoice is submitted, to the following address:

The Center for Disease Control and Prevention

Financial Management Office (FMO)

P.O. Box 15580

Atlanta, GA 30333

(End of Clause)

7. Invoice Submission (Jul 1999):

(a) The Contractor may submit an original and 2 copies of contract invoices to the address shown below:

One Copy to: Centers for Disease Control and Prevention

Financial Management Office (FMO)

P.O. Box 15580

Atlanta, GA 30333

Or—Fax One copy to: 404-638-5342 (cite “ORGINIAL COPY”)

Two (2) Copies to: Centers for Disease Control and Prevention

PGO Invoice Processing

Attn: Betty Vannoy, Contract Specialist

2920 Brandywine Road, MS K-69

Atlanta, GA 30341-3724

Or –Submit soft copies to the following email addresses shown below:

Financial Management Office (FMO): FMOAPINV@CDC.GOV Subject Line: Contract No. and Invoice No.

Contracting Specialist: Betty Vannoy at BBV9@CDC.GOV Subject Line: Contract No. and Invoice No.

COR: TBD

(b) The Contractor is X , is not required to submit a copy of each invoice directly to the COTR concurrently with submission to the Contracting Officer. When concurrent submission to the COTR is required, the date of receipt of an invoice by the Contracting Officer shall control for purposes of determining whether interest is required under the Prompt Payment Act.

(c) The Contractor shall include (as a minimum) the following information on each invoice:

(1) Contractor’s Name & Address

(2) Contractor’s Tax Identification Number (TIN)

(3) Purchase Order/Contract Number and Task Order Number, if Appropriate

(4) Invoice Number

(5) Invoice Date

(6) Contract Line Item Number and Description of Item

(7) Quantity

(8) Unit Price & Extended Amount for each line item

(9) Shipping and Payment Terms

(10) Total Amount of Invoice

(11) Name, title and telephone number of person to be notified in the event of a defective invoice

(12) Payment Address, if different from the information in (c)(1).

(13) DUNS + 4 Number

(End of Clause)

Currency: Payment shall be made in accordance with the U.S. dollars specified for each line in the Purchase Order (See CDC

0.1000A, Item 17). Payment will be made in U.S. dollars unless the invoice requests payment in another currency. If the Vendor requests payment in a currency other than U.S. currency, the desired currency shall be specified by the vendor as a note on the invoice. If payment is desired in a currency other than U.S. currency, the U.S. Treasury will convert the U.S. dollars on the invoice to the currency desired at the official exchange rate on the date of the invoice. Invoices received in any currency other than U.S. Dollars will be returned to the Vendor for correction and will delay payment. Notwithstanding the above, the total of all invoices paid under this contract may not exceed the United States dollars authorized mailto:FMOAPINV@CDC.GOV