Attachment I Invoicing Instructions.pdf

Attachment I Invoice Instructions

Invoicing- Electronic Submission of Payment Requests

Purchase Order Number 70Z02324P92200006

Invoicing- Electronic Submission of Payment Requests

“Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must: comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract. In addition, the invoice must list discount offerings and small business status (if available). If travel was allowable and approved, components in accordance with FAR 31.205-46 must be provided.

Prior to the submission of the electronic payment requests, the contractor must first:

(1) Receive a fully executed purchase order, contract, delivery order or task order

(2) Provide the requirements in accordance with the SOW, and

(3) Have ACTIVE status in the System for Award Management (SAM) at https://www.sam.gov

A proper payment request must include the items required by the clause at FAR 52.212-4(g)

(Invoice). If a request for payment does not include all the items required by the clause and the information listed below, or any information is inaccurate, then the request is not proper and must be returned to the Contractor with a statement of the reason(s) it is not proper.

Each invoice must at a minimum contain the following information.

a. Invoice Date

b. Invoice Number NOTE-The USCG current financial system will not process a vendor’s invoice if the invoice numbers have been previously used and approved, EVEN if they are for separate contracts/purchase orders/task orders. Recommend you use a non-repetitive numbering system. Optional, can start invoice with Country code, LE-P-SAG 0001 or

SAG0001 for Lebanon as an example

c. Contract and Delivery/Task Order Number 70Z02324P92200006

d. Contractor’s Name

e. Contractor’s Address

f. Contractor’s Unique Entity ID (UEI)

g. Contracting Officer’s Name Micha Wisniewski

h. Contracting Officer’s Representative’s (COR’s) Name Anjulie Haynes

i. Invoice Routing Code (IRC) assigned by the Coast Guard as follows: IRC CG-9123

j. Period of Performance for Work Invoiced

k. Contract Line-Item Number(s) (CLIN(s)) and Description

l. CLIN units for the period (if applicable), CLIN rate (if applicable), CLIN Total

m. Invoice Total

n. For Travel: Components in accordance with FAR 31.205-46

o. Discount Offerings

p. Status as a Small Business (if applicable) for accelerated payment

q. The last invoice submitted for this award must be clearly labeled with “FINAL

INVOICE.”

Attachment I

The Contractor must email a copy of the invoice and supporting documentation to include itemized expenses and receipts for all Travel to the Government Points of Contact (listed below). Failure to email the invoice and supporting documentation to the following contacts may result in invoice rejection or delay in payment.

Contractors must submit proper payment request invoices associated with this award through the

Invoice Processing Platform (IPP) at https://www.ipp.gov/. IPP is a secure web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency.

Actions to take:

If you are already enrolled in IPP:

If your company is already registered to use IPP, you will not be required to re-register and you do not need to contact IPP.

If you are NOT already enrolled in IPP:

The point of contact you provided in your SAM.gov registration will receive two emails from ipp.noreply@mail.eroc.twai.gov. Please note that emails from this email address may filter into your spam or junk folder:

• The first email will have the IPP Logon ID and a link to the IPP application.

• A second email, which will be sent within 24 hours of the first email, contains a temporary password.

Once your companies SAM.gov point of contact receives these emails, please ensure they log into IPP and complete the registration process. Once registered to use IPP, your company may submit invoices electronically, receive e-mail notifications when requests are paid, view payment history, and access remittance downloads. The system sends an email notification of payment when a payment is distributed to your bank account and may include the following payment information: payment date, dollar amount, invoice number, paying agency, payee name, and automatic clearinghouse (ACH) trace number.

Vendor training materials, including a first-time login tutorial, are available on the IPP website:

https://www.ipp.gov/. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basic of the system and to call in and ask the IPP team questions about the IPP application.

IPP Customer Support is available to assist users of the system and can answer your questions related to accessing IPP or completing the registration process.

• Toll-free number: 866-973-3131

• Email address: IPPCustomerSupport@fiscal.treasury.gov https://www.ipp.gov/ mailto:ipp.noreply@mail.eroc.twai.gov https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

• Hours of operation: Monday through Friday (excluding bank holidays) from 8:00 am -

6:00 pm ET

In accordance with the Prompt Payment Act (31 U.S.C. §§ 3901-3907), for the purposes of determining a payment due date and the date on which interest will begin to accrue if a payment is late, a proper invoice date is:

On the later of:

• For invoices that are mailed, the date a proper invoice is actually received by the designated billing office and annotates the invoice with date of receipt at the time of receipt.

• For invoices electronically transmitted by the Contractor via web-based submission, the date a transmission is received by the designated billing office, and receipt confirmation is provided to the designated recipient;

• The seventh (7th) day after the date on which the property is actually delivered or performance of the services is actually completed; unless— o The agency has actually accepted the property or services before the seventh day in which case the acceptance date shall substitute for the seventh (7th) day after the delivery date; or o A longer acceptance period is specified in the contract, in which case the date of actual acceptance or the date on which such longer acceptance period ends shall substitute for the seventh (7th) day after the delivery date.

On the date placed on the invoice by the Contractor, when the agency fails to annotate the invoice with date of receipt of the invoice at the time of receipt (such invoice must be a proper invoice); or

• On the date of delivery, when the contract specifies that the delivery ticket may serve as an invoice.

• Web-based submission by the Contractor and receipt confirmation does not constitute

Government review or acceptance of the invoice.

Failure to follow any of these instructions will result in invoice rejection.

Government Points of Contact

Contracting Officer

Micha Wisniewski

Email: Micha.A.Wisniewski@uscg.mil

Phone: (401) 447-2984

Contract Specialist

Dennis Kokoskie

Email: Dennis.S.Kokoskie@uscg.mil

Phone: (410) 430-3107

Program Manager

Anjulie Haynes

Email: Anjulie.N.Haynes@uscg.mil

In addition to the Government Points of Contact listed above, are non-Government personnel from outside the agency. Employees of the firms identified below will assist the Government in the administration of this contract and will be authorized access only to the information necessary to enable them to perform their respective duties.

Cherokee Nation Strategic Programs, L.L.C.

2 W 2nd ST Ste 1500-28

Tulsa, OK, 74103, US

Shipping Documentation Copy Only:

Klara Cali (non-Government personnel)

Email: Klara.Cali@uscg.mil

Phone: 202-475-3045

Invoice Documentation Copy Only:

Charolette Brown (non-Government personnel)

Email: Charlotte.R.Brown@uscg.mil

Phone: 202-475-3027

In accomplishing their duties related to the contract administration, the aforementioned firms may require access to proprietary information contained in the Contractor’s quote and subsequent correspondences and deliverables. Each employee from the listed firms is required to sign a Conflict of Interest and Non-Disclosure Agreement, confirming that all information received must not be used in any way for personal use or gain nor divulged to another party prior to, during or after award of the contract. The KO will obtain copies of these agreements and ensure their proper execution.

End of Invoicing- Electronic Submission of Payment Requests mailto:Klara.Cali@uscg.mil mailto:Charlotte.R.Brown@uscg.mil mailto:Charlotte.R.Brown@uscg.mil