26R6006 Attach 8 - Invoice Requirements.pdf
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- Attached to
- Operation & Maintenance (O&M) of T-ATS Vessels
- Solicitation number
- N3220526R6006
About this file
This document is Attachment 8 from a federal contract and establishes invoice requirements and reporting procedures for expenditures related to vessel operations and support services.
All invoices must contain minimum required information including invoice number (maximum 18 alphanumeric characters), invoice date, contract number, CLIN, vessel name, port, vessel status (NUC-1, NUC-2, NUC-3, FOS, RAV, ROS), Contracting Officer Consent Letter serial number(s), vessel project number (WBS or NWA), expenditure type, and invoice type (Port Services, Maintenance & Repair, or Overtime). A Report of Expenditures must accompany every invoice as supporting documentation; invoices submitted without this report will be rejected. The Report of Expenditures requires detailed information for each expenditure type billed, including Operating Contractor's Purchase Order number, vendor invoice number, Contracting Officer Consent Letter serial number, expenditure type number and description, service dates (MM/DD/YYYY format), dollar amount, foreign currency information if applicable, description breakdown, quantity (hours, days, events), premium paid, and remarks/justification as required by the Expenditures Table. For budgeted reimbursables, contractors must submit a Report of Receipts on the twentieth of each month estimating transaction numbers and values by expenditure type and vessel, with data including vessel name, contract number, expenditure type, service/receipt dates, estimated monthly dollar amounts, and fiscal year-to-date totals. The Expenditures Table specifies which fields require description breakdown, quantity, premium percentage, and additional justification/remarks for various categories including fixed ship per diem, reimbursable operating costs, port charges, communications, ship maintenance and repair, fuel, supplies, contractor travel, training, and freight charges.
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ATTACHMENT 8- INVOICE REQUIREMENTS/REPORT OF EXPENDITURES
1. At a minimum, the following information must be contained in each invoice:
a. Invoice Number (No more than 18 alphanumeric characters)
b. Invoice date (MM/DD/YYYY)
c. Contract Number
d. CLIN
e. Vessel Name
f. Port (if applicable)
g. Vessel Status (NUC-1, NUC-2, NUC-3, FOS, RAV, ROS)
h. Contracting Officer Consent Letter Serial Number(s)
i. Vessel Project Number (WBS or NWA)
j. Expenditure Type
k. Invoice Type: Port Services, Maintenance & Repair, or Overtime
2. A Report of Expenditures is required for every invoice submitted under this contract and must be submitted with the invoice for payment. The Report of Expenditures is the supporting documentation for invoices. Any invoice received without this report will be returned to the Contractor. A separate Report of Expenditures is required for each invoice and should only contain information specific to that invoice. The Report of Expenditures shall identify when goods and services are received, not when a PO is written or an invoice is received. For invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of Expenditures. For paper invoices, the Contractor will attach this report to the package. For each Expenditure Type billed under an invoice, the following information will be required. The Tables found on following pages of this attachment provide additional information/instructions.
a. Operating Contractor’s Purchase Order Number
b. Vendor Invoice Number
c. Contracting Officer Consent Letter Serial Number
d. Expenditure Type Number
e. Expenditure Type Description from Contract
f. Start of Service (MM/DD/YYYY)
g. End of Service (MM/DD/YYYY)
h. Amount in Dollars
i. Foreign Currency (if paid in foreign currency)
j. Amount in Foreign Currency (if paid in foreign currency)
k. Description Breakdown (if required by Expenditures Table)
l. Quantity (hours, days, events) (if required by Expenditures Table)
m. Premium Paid (if required by Expenditures Table)
n. Remarks/Justification (if required by the Expenditures Table)
3. For budgeted reimbursables, the Contractor will submit a Report of Receipts on the twentieth day of each month. This report will estimate the number and value of transactions within an Expenditure Type incurred by each ship during the month. For invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of Receipts. For paper invoices, the Contractor will attach this report to the package. This report shall provide the data below.
a. Vessel Name / Contract Number
b. Expenditure Type Number
c. Expenditure Type Description from Contract
d. Start of Service or Receipt of Good (MM/DD/YYYY)
e. End of Service (MM/DD/YYYY) (Not Required for Receipt of Good)
f. Estimated Amount in Dollars of Goods/Services Received for the Month
g. Total of Estimated Amount in Dollars reported Fiscal Year-to-Date
Expenditures Table (to be used with the Report of
Expenditures)
CLIN/EXPENDITURE
DESCRIPTION
DESCRIPTION
BREAKDOWN
QUANTIY PREMIUM
ADDITIONAL DATA
REQUIRED
Fixed Ship Per Diem Per Diem Rates FOS/ROS/RAV/
NUC-1/NUC-2/NUC-3
X Justification/Rmks Required
Reimbursable Operating Costs ROS Direct Expenses X Justification/Rmks Required War Risk Bonuses and Extra Wages
X Justification/Rmks Required
Additional P&I Insurance X Justification/Rmks Required Legal Expenses for Claims X Justification/Rmks Required Merchant Marine Cadet Wages/Travel Stevedore Damage X Crew Overtime to Support Sponsor Operations
X Justification/Rmks Required
Additional Crew Wages X Justification/Rmks Required Food Service (Sponsor Personnel)
Log From Vessel X
Port Charges and Expenses Canal Tolls Suez/ Panama X Justification/Rmks Required Docking/Dockage X X Agent Fees X Pilot Fees Inbound/Outbound X X Justification/Rmks Required Tug Services Inbound/Outbound X X Justification/Rmks
Required/#hours Maritime Security Guards X X Justification/Rmks Required Taxes/Duties/Customs Taxes/Duties/
Customs X X
Line Handling X X Launch Services X Hazardous Material Disposal X Justification/Rmks Required Oil Spill Response X Justification/Rmks Required Trash Disposal X Boom Vessel X Justification/Rmks Required Load/Discharge Sponsor Material
X X Justification/Rmks Required
Sponsor Telephone Charges X Justification/Rmks Required Other Port Charges/Expenses Postage/Petties/
Shore Service X Justification/Rmks Required
Communications INMARSAT (Minutes) X Ship Maintenance and Repair ABS Classification Costs Inspection/Travel X Justification/Rmks Required Ship Overhaul X Shipyard Drydocking X Justification/Rmks Required Underwater Hull Maintenance X Justification/Rmks Required Industrial Assistance Assistance/Travel X Justification/Rmks Required Salvage Assistance X Propeller Polishing X Justification/Rmks Required
Government Approved Alterations
X Justification/Rmks Required/Alt #
Alteration Development X Justification/Rmks Required/Alt #
Service and Technical Representatives
X Justification/Rmks Required
Repair Parts Ship/Lighterage X Unit of Issue/APL/Part #/NSn/Manuf.
Replacement of Installed Equipment
X
Calibration of Test Equipment Gauges/Meters/Test Equipment
X
Chemical Cleaning of Cargo Holds
X
Industrial Assistance for Guarantee Work Items
X Item Number
Ship Engineering Support Services
Lube Oils, Chemicals, Testing, Firefighting Foam Analysis
Lube Oils, Chemicals, Testing, Firefighting Foam
Analysis
X Justification/Rmks Required
Ship Equipment and Spare Parts
Ship Spare Parts X Unit of Issue/APL/Part #/NSn/Manuf.
Non-ADP Controlled Equipment
X Unit of Issue/APL/Part #/NSn/Manuf.
Equipment & Purchases
COSAL Allowance Changes X Unit of Issue/APL/Part #/NSn/Manuf.
Fuel
Propulsion Fuel - DFM (Barrels)
X
Propulsion Fuel – Bunker
MGO
X
Oils and Chemicals
Hydraulic Oil and Lubricants Lube Oil/Hydraulic Oil/Lubricants
X
Supplies and Material
Medical Supplies Vendor Name/Part
#/NSN/AMAL
Contractor Travel
Crew/Port Captain/Engineer Travel
Crew/Port Capt/Port Eng.
X From Where to Where
Other Government Agency Fees
USCG Travel Fee/Travel Justification/Rmks Required Training
Additional Government Required Training
X Justification/Rmks Required
Force Protection Training
Force Protection Officer Training
X Justification/Rmks Required
Freight Charges
Shipment of Repair Parts, Equipment, Furnishing, Equipage
Ship Justification/Rmks Required
Other Contractor Provided
Embarkations/Public Affairs Activities
Justification/Rmks Required
Integrated Logistics Support X Other Contractor Provided
X Justification/Rmks Required
ATTACHMENT 8- INVOICE REQUIREMENTS/REPORT OF EXPENDITURES
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