Attachment 3 - Invoice Instructions.pdf

8.0 INVOICE REQUIREMENTS

8.1 Payment Information

Failure to enter an invoice into ASSIST may result in a rejection.

The contractor must provide the following payment information for GSA use. It must be an exact match with the information under the contract number in the GSA ASSIST Contract Registration (not the contractor’s company or individual representative’s registration) as well as with the information under the contractor’s UEI number in the System for Award Management (SAM) - www.sam.gov. Mismatched information may result in rejected requests for payment.

● Company Name – Legal Business Name and DBA (Doing Business As) Name

● Mailing Address – Contact and Address Information

● Remittance Address – Remit To Address Information

● Employer’s Identification Number – Federal Tax ID

● UEI (Universal Entity Identifier)

8.2 Invoice Information

● Invoice Number – must not include any special characters; ASSIST and the invoice must match

● ACT Number from GSA Form 300, Block 4

● GSA Contract Number – must match ASSIST

● Contract Number from GSA Form 300, Block 3

● Point of Contact and Phone Number

● Period of Performance for the Billing Period

● Charges, identified by deliverable or line item(s), with a narrative description of the service performed.

labor, reimbursable costs, and other charges (e.g., G&A) must be broken out in accordance with the work statement

● Prompt Payment Discount, if offered

● Total Invoice Amount – must match the acceptance information posted in ASSIST; cannot exceed the current contract ceiling

● Total cumulative contract amount and burn rate

8.3 Invoice Submittal

The contractor shall submit Requests for Payments in accordance with this PWS and GSAM 552.212-4 to be considered proper for payment. In addition, the following data elements shall be included on each invoice.

The contractor shall submit invoices as follows:

The contractor shall utilize ASSIST to submit invoices. The contractor shall manually enter CLIN charges into the ASSIST Invoice Service. Summary charges on invoices shall match the charges listed in ASSIST for all CLINs.

The contractor shall submit invoices electronically by logging into the ASSIST portal (assist.gsa.gov), navigating to the appropriate award, and creating the invoice for that award. Do NOT mail or electronically submit any invoices directly to the GSA Finance Center (neither by mail nor via electronic submission).

a. Log into ASSIST using your assigned Identification (ID) and password.

http://www.sam.gov

b. Complete login by entering your one-time authentication code to complete the multi-factor authentication.

c. Click on the Award Administration menu option from the ASSIST Acquisition menu tab.

d. Locate the order against which you want to invoice.

e. Open the order by clicking on the Award PIID hyperlink.

f. Click on the left-hand Invoice Summary navigator link.

g. Click on the Create New Invoice button.

By utilizing this method, no paper copy of the invoice shall be submitted to GSA AAS or the GSA Finance Center. The contractor shall provide invoice backup data, as an attachment to the invoice, in accordance with the contract type, including details such as labor categories, rates, and quantities of labor hours per labor category.

The contractor is certifying, by submission of an invoice in ASSIST, that the invoice is correct and proper for payment.

For additional assistance or if there are any issues submitting an invoice, contact the ASSIST Service Desk for support at 877-472-4877 (toll free) or by email at assist.servicedesk@gsa.gov.

INVOICE REQUIREMENTS

The contractor shall submit a draft copy of an invoice backup in Excel to the General Services Administration for review prior to its submission to ASSIST. The draft invoice shall not be construed as a proper invoice in accordance with FAR Subpart 32.9 and GSAM Subpart 532.9. The contractor shall provide receipts on an as-requested basis.

The final invoice is desired to be submitted within six months of project completion. Upon project completion, the contractor shall provide a final invoice status update monthly.

Regardless of contract type, the contractor shall report the following data:

a. Contract Number

b. Contractor Invoice Number.

c. Contractor Name.

d. Point of Contact Information.

e. Current Period of Performance.

f. Amount of Invoice Subcontracted.