Attachment B - Billing Instructions.pdf

ATTACHMENT B - BILLING INSTRUCTIONS

I. INTRODUCTION

These instructions reflect the standards of the Health Resource and Services Administration

(HRSA) for adequately prepared requests for payment. Prompt payment of your claims will be promoted by your compliance. All requests for payment submitted under this contract are subject to audit; therefore, all costs claimed must be adequately supported by accounting records and other data that can be audited.

II. SUBMISSION INSTRUCTIONS:

1. The Contractor shall submit payment requests to hrsainvoices@hrsa.gov as often as monthly using the Standard Form 1034, Public Voucher for Purchases and Services Other

Than Personal. The SF 1034 must be submitted in PDF format. An electronic copy of the

SF1034 in PDF format may be found at www.gsa.gov/portal/forms/download/115462 .

2. Only one SF 1034 may be submitted at a time to hrsainvoices@hrsa.gov. An e-mail with more than one voucher will be returned to you.

3. For inquiries regarding voucher submission, e-mail your concerns to hrsainvoices@hrsa.gov.

4. For inquiries regarding technical issues, inspection and acceptance call your Contracting

Officer Representative (COR).

5. For inquiries regarding suspension or rejection of costs submitted, call your Contract

Specialist.

6. For inquiries regarding payment, call Accounts Payable Section at (301) 492-5233.

Payment shall be made by:

PSC/FMP/AS

U.S. Department of Health and Human Services

Program Support Center

7700 Wisconsin Ave., Suite 9000

Bethesda, MD 20814

Telephone: 301-492-5233 Fax: 301-480-5089

Email: pscinvoiceinquiries@psc.hhs.gov

III. VOUCHER SUBMISSION INSTRUCTIONS:

A. Forms–In claiming reimbursement use: The Standard Form (SF) 1034, Public Voucher for Purchases and Services Other Than Personal (with continuation sheet SF 1035)

Public Voucher for Purchases and Services Other Than Personal. The billing content must include all applicable information contained below:

mailto:hrsainvoices@hrsa.gov http://www.gsa.gov/portal/forms/download/115462 mailto:hrsainvoices@hrsa.gov mailto:hrsainvoices@hrsa.gov mailto:pscinvoiceinquiries@psc.hhs.gov

Expenditure Category Incurred Cost Cost at

Completion

(k)

Amount

Funded

(l

Variance

(m)

Current (i)

Cumulative (j)

Direct Costs:

(1) Direct Labor/Hourly Rate

(2) Fringe Benefits

(3) Accountable Property

(4) Materials & Supplies

(5) Premium pay -if applicable

(6) Consultant Hourly Rate

(7) Travel

(8) Subcontracts

(9) Other

Total Direct Costs

Overhead

G&A

Fixed Fee

Total Amount Claimed

Adjustments

Grand Totals

B. Number of Copies– See Section G, Contract Administration-Submission of Vouchers, for information on how to submit your voucher.

C. Time for Submission–Vouchers may be submitted at the beginning of each calendar month for costs incurred during the preceding month. Costs incurred earlier than the preceding month, but not previously billed for, may be included, but the amount and month(s) in which such costs were incurred must be stated in the voucher.

D. Resubmission of Costs–Costs resubmitted after being disallowed should be claimed in a separate public voucher and marked "Resubmission of Costs". It must be numbered as an addendum to the original invoice/voucher and have a revised date. It should include the amount not allowed, supporting documentation, and corrections as required.

E. Cost Incurrence Period–Costs must be incurred and the dates of the related "billed for" period must fall within the contract performance period as set forth in the original contract and any amendments thereof.

F. Contractor's Fiscal Year–Vouchers should be prepared in such a manner that costs claimed can be associated or identified with the contractor's fiscal year. This will ensure proper application of an indirect cost rate(s) to the direct costs of a particular fiscal year.

G. Supporting Documentation–Vouchers shall include all documents/receipts that support each cost incurred and claimed on the voucher.

H. Vouchers or supporting documentation shall be prepared in such a manner that it is apparent whether an activity is fully or partially funded by federal funds or by other funding sources.

I. Vouchers or supporting documentation shall be prepared in such a manner that costs incurred are allocated to the lowest level of subtask that can be determined.

IV. PREPARATION GUIDE

A. Completion of Form 1034 –Supply the following information in the appropriate blocks. Complete the blocks entitled:

Voucher No., U.S. Department, Bureau, or Establishment and Location, Date Voucher

Prepared, Contract Number and Date, Payee’s Name and Address, Number and Date of

Order, Date of Delivery of Service, Articles or Services, Amount, and Total. Leave all other blocks blank.

Be sure to include the signature of the officer authorize to certify that the voucher is correct and proper for payment.

Instructions:

In block entitled, Voucher No., enter the number of the voucher.

In block entitled, U.S. Department, Bureau or Establishment and Location enter:

HHS/Health Resources and Services Administration

Office of Acquisition Management and Policy

5600 Fishers Lane, 14th Floor

Rockville, MD 20857

In the block entitled, Date Voucher Prepared, enter the date the voucher is prepared.

In block entitled, Contract Number and Date, enter the contract number under which reimbursement is claimed and the date the contract was signed. If billing for work done under a task order, enter the contract number against which the task order was issued.

In the block entitled, Requisition Number and Date, leave blank.

In the block entitled, Payee’s Name and Address, enter the name and address as it appears on the contract. In the case of assignment of claims, also supply the remit to address of the organization to which payments are assigned. Enter the DUNS number in this block.

In the block entitled, Number and Date of Order, enter the number and date of the task order.

In the block entitled, Date of Delivery or Service, if billing monthly, enter the specific month/year that the cost were incurred. If billing for a period other than monthly, enter the beginning and ending dates of the cost incurrence period.

In the block entitled, Articles or Services, enter the following statement: “For reimbursement of costs incurred under Contract No , as detailed in attachments.” Include the signed statement, “I certify that all payments requested are for appropriate purposes and in accordance with the contract.”

In blocks entitled, Amount and Total, enter the total dollar amount claimed for this billing.

B. Completion of Summary of Expenditures–This page follows directly behind the

Form

SF 1034 and contains two main categories of information: 1) gross summary of costs by category showing amount previously claimed, amount claimed under this voucher, and cumulative through this voucher and 2) necessary certifications and signature.

1. Gross Summary–include only major categories of costs in the order illustrated.

2. Certifications and Signature are illustrated in Exhibit B. The Certification of

Costs/Fee is mandatory; the Price Stabilization Certification is required only when called for in the Submission of Invoices and Place of Payment article of the contract. The next page in order should be the SF 1035.

C. Completions of Form 1034–On the “Detail” Form 1035, provide a breakdown to support the total amount cited in both Form 1034 and Summary of Expenditures. The purpose of the detailed information is to assist the HRSA Contracting officer and program personnel in relating costs incurred to work performed. The several categories of cost will be itemized and described as follows:

1. Direct labor costs consist of salaries and wages paid for work performed directly for the contract and pursuant to its terms. Such labor costs (excluding fringe benefits and overtime premium pay) will be billed as follows:

Provide the job title or classification of the worker and provide for each classification: the number of hours worked, the hourly rate, and the total wage or salary. The name of the worker should be provided, but when a great number of routine workers are involved, the position classifications only will suffice.

The cost of direct labor charged to the contract must be supported by time records maintained in the contractor’s office; if salaries are involved, reasonable estimates on a post basis may be used in lieu of time records.

2. Fringe benefits are to be treated according to the contractor's established practice:

If fringe benefits, bonuses, etc. are included in the overhead pool, no specific entry is required.

Fringe benefits can be treated as direct costs, in which case enters the fringe benefits expressed as a percentage factor of the direct labor base or show the

Actual Fringe Benefits cost.

3. Materials and supplies should include only those items that the contractor normally treats as "direct costs". Bill these costs under major classifications or categories such as office supplies, chemicals, electronics parts, etc., unless any one particular item within a class exceeds $300.00, in which case all such item(s) exceeding

$300.00 must be specifically identified.

Note: Under no circumstances shall any item of non-expendable equipment be included within these classifications (see 8 below).

4. Premium pay of any kind (including overtime) must be authorized by the

Contracting Officer in advance. Billings for unauthorized premium pay cause frequent delays in payment due to suspensions and exchange of correspondence.

Generally, such pay is not included in the direct labor base and should not be included in the billing for "direct labor" unless the contractor has consistently followed this practice in the past as a matter of policy. Make entries as follows:

a. In Summary of Expenditures –List as a single item.

b. In SF 1035–itemize for each position or job category referencing the Contracting

Officer's (CO) letter of authorization. Note on Special Authorizations: According to the contract, certain costs require specific authorization in writing by the CO.

Whenever, the voucher includes costs pursuant to CO authorization, include for example, the reference: "CO letter (date)" or "approval number 57/74/115" if the

CO cites said number in his letter.

5. Travel, as authorized by the contract, shall include the following in the SF 1035.

a. Travel by contractor shall provide:

Name of traveler or title

Dates of departure and return to departure point

Transportation costs

If claim for subsistence is on per diem basis, show number of days, rate, and amount, as authorized in contract. If claim is based on actual cost of subsistence, show on a daily basis the amounts claimed for lodging and meals separately.

References to Contracting Officer's letter of authorization if approval is necessary

b. Travel by consultants shall provide detail similar to contractor travel above.

6. Consultant fees must reflect each consultant's name, daily honorarium, and number of days claimed. Travel for consultants (if applicable) must be itemized separately.

7. Subcontract requires the name of each subcontractor involved and the dollar amount claimed. Costs claimed by cost reimbursement subcontractors must be on an "as incurred" basis and subcontractor backup information similar to the SF 1035 must be obtained and attached for each subcontractor.

8. Equipment is an article of personal property, complete in itself, that is of a durable nature with an expected service life of one year or more. Equipment does not ordinarily lose its identity or become a component part of another article when put to use. For the purposes of invoicing and reporting under HRSA contracts, the definition of non-expendable property and equipment are equivalent because the

HRSA definition of non-expendable property does not include a dollar limitation.

(The standard definition of "non-expendable property" considers items costing

$200.00 or more–excluding transportation, installation, taxes–with a useful life of a year or more and property sensitive to conversation to private use (no cost limit).

Therefore, when billing for non-expendable property (equipment) costs, the

Contractor must attach live (5) copies of a completed form, HEW 565 Report of

Non-expendable Government Property in Possession of Contractor, to the original invoice copy. The Contractor will retain the sixth copy. Only that property being billed for during the applicable billing period shall be included in the HEW 565. In addition, one (1) copy of each vendor invoice covering purchased property shall be attached to the original invoice.

9. Overhead will be charged in accordance with your organization’s negotiated provisional indirect cost rate agreement. Absent such rate agreement, the overhead will be charged at the provisional rate(s), not to exceed the ceiling provisional rate(s), established at negotiation and made part of the award.

10. Other direct costs are minor costs that cannot be placed within any of the categories listed above. Identify by categories to the extent both possible and reasonable.

11. Fixed fee, when applicable, should be billed by prorating the negotiated total fixed fee to costs incurred. Applying a fee percentage to the fee base will achieve this effect. Refer to the contract provisions for guidance.

VOUCHERS WITHOUT ALL REQUIRED INFORMATION WILL BE

DENIED UNTIL THE PROPER INFORMATION IS SUBMITTED.