Attachment J002_Invoice Instructions.pdf

ATTACHMENT J002

INVOICE PREPARATION

INSTRUCTIONS

1. The invoice cover page must be completed and include a signed most current version of the Standard Form 1034 (Public Voucher for Purchases and Services other than Personal). The SF 1034 must be completed in accordance with the following instructions:

• Voucher No. – Number in accordance with the vendor’s billing system. The voucher no. should correspond to the invoice number. The voucher no. should be followed by a dash and commencing with a consecutive internal control number “X”, where X is the consecutive number of invoices submitted for the Task Order/Work Order (e.g., xxxxx-1 for the first invoice submitted, xxxxx-2 for the second invoice submitted, etc.). Any additional invoices (e.g. xxxxx-1A, xxxxx- 1B, etc.) or revised (xxxxx-1AR, xxxxx1BR, etc.) invoices for the same voucher number must be identified using an appropriate identifier.

• Date Voucher Prepared – Enter the date the voucher was electronically submitted to the designated billing office cited under the contract or order;

• Contract Number/Task Order/Work Order and Date – Enter the contract, Task Order number and include date of contract award;

• Payee’s Name and Address – Name and address of the contractor as it appears on the contract and the point-of-contact with telephone number of the office which prepared the voucher. Also include the address to which payment is to be sent (this must be the same as stipulated in the contract);

• Payee’s Account Number – Account number of record must be included on the voucher.

• Date of Delivery or Service – The performance period for which the incurred costs are being claimed. (e.g. the beginning and ending date of services, preferably the first day thru the last day of the billable month);

• Articles or Services provided – Enter brief description of Task Order assignment;

• Quantity – Enter an amount on the voucher. Purchases of services typically have a quantity of one (1).

• Amount – Enter the dollar amount for the respective Task Order number; and

• Total – Enter the total dollar amount for this billing;

• Payment – Select Final, if applicable.

• Date/Authorized Certifying Officer/Title- Certification that this voucher is correct and proper for payment.

2. For all Task Order/Work Order types, each invoice submitted for payment must allocate cost incurred to the appropriate Date of Delivery or Service and at a minimum the invoice must include the following :

• Prime labor and subcontractor labor hours and dollars breakout by company (e.g., Prime: XXX hours and $YYYYY, Subcontractor1: XXX hours and $YYYY, Subcontractor2: XXX hours and $YYYYY)

• Direct Hours by Subtask if required by the terms of the Task Order/Work Order.

• Travel and ODCs.

• Travel and ODC by Subtask if required by the terms of the Task Order/Work Order

• An Invoice Allocation of Costs for the Work Order for the Period of Performance (Date of Service).

The summary must breakout the following:

a. Hourly rates and hours by resource (including names and labor categories/level)

b. Hourly rate and hours by resource for the awarded base period and/or any exercised option periods

c. Current and cumulative totals for Labor, Travel and ODCs, for the awarded base period and/or any exercised option periods, as applicable

d. Funding remaining balance(s) for the awarded based period and/or any exercised option periods, if applicable.

Note: 1) Indirect billing rates are as stated at the time of contract award. Any subsequent change in indirect billing rates must receive prior approval from the FAA.

2) Time sheets to support billed labor hours and rates must be provided, as requested.

3. Invoices in the contractor’s billing system format are acceptable for Time and Material, Labor Hour and Cost Reimbursement type contracts as long as they include the above stated minimum requirements. Fixed Price Task Orders are to be invoiced in accordance with the terms set forth in the Task Order. For Labor Hour and Time and Material Task Orders, copies of support documents are required for:

• Approval from the Contracting Officer for training and the Contracting Officer’s Representative for all travel and ODC expenditures;

• Travel authorization documentation and itemized travel expense claims to include receipts for lodging, rental cars, airfare, etc. Additionally, the itemized travel expenses claimed and related receipts must be mapped in a format that streamlines review and validation of all travel expenses.;

• Subcontractor and consultant invoices for cost reimbursable task orders;

• Receipts for all invoiced purchases/ODCs greater than $75 or as requested; and

• Receipts for any other direct charges as may be listed on the invoice;

The above list is not all-inclusive, and the awarded Task Order or FAA Contracting Officer may request that the Contractor provide additional supporting documents. Travel and ODC expenses must be invoiced in accordance with the Acquisition Management System (AMS).

Billing Instructions

Invoices must be submitted on a monthly basis using an electronic format and system, as identified by the FAA. Submitted invoices must be in PDF format. Other electronic formats for supporting documentation are permitted.

Note: Naming Convention for invoice submissions is as follows:

All cost must be named, invoiced in the period incurred and submitted accordingly. Invoices are payable within 30 days after receipt of a proper invoice to Accounts Payable. Therefore, the vendor must submit a copy of the invoice to the system identified by the FAA or as directed by the Contracting Officer.

Example 00_EXAMP_INV_00000_00000-1_07_20 AA Last 2#'s of Contract # BBBB First 5 Letters of Company Name CCCCC Last 5# of Task Order DDDDD-D Company's Invoice Number- Internal Control Number.

EE POP Month FF POP Year

Naming Covention

AA_BBBBB_INV_CCCCC_DDDDD-D_EE_FF