Attachment J-2 I-View Addendum for Section G- Invoice Guidance.pdf

AIT IT Shared Services Organization

DTFACT-16-R-00004

Attachment J-2

Time and Materials Invoice Requirements

Expense Report for Time and Materials type Contract Page 1

Contents Time and Materials Invoice Requirements

Expense Report Invoice Data Submittal Requirements

Expense Report Invoice Data Requirements

Instructions:

Expense Data Population Instructions

The General tab

Expenses Tab

Glossary:

Expense Report for Time and Materials type Contract Page 2

Expense Report Invoice Data Submittal Requirements

• "Printed" font size must be at least 10 point except headings and footnotes.

• Submitted electronically monthly with invoice or as specified per the Contract to the COR.

• Use data template instructions for populating the Expense Report.

• Data template and instructions for expense report to be provided by COR.

• 1 Copy of Expense Report.

• 1 Copy of Supporting Documents if any.

Expense Report Invoice Data Requirements

1. Invoices must include Vendor name and point of contact email address.

2. Date of Invoice as the current date the invoice is submitted to Agency. If submitting a revised invoice, the invoice date should be changed to the new submittal date.

3. Invoice number is a unique number for each invoice. If submitting a revised invoice, the invoice number should reference the previously submitted invoice.

4. Contract No. as printed in the award document.

5. Delphi Accounting String and Delphi Project Name provided in the award document.

6. Title of the Project, Miscellaneous Descriptions, Period of Performance per the contract.

7. Billing period with begin and end dates. The beginning date must not be sooner than the Effective date for the Contract, or within any previous billing periods.

8. Total charges for current billing period.

9. Breakdown of labor cost by task (task/subtask names and numbers as specified in the Contract or Modification) for Prime Contractor and subcontractors.

Include employee names and classifications applicable to the work performed for the billing period. For each employee, indicate the direct labor rate, overhead rate and profit fee applied to arrive at the loaded rates, or indicate the fully loaded labor rate. Provide a breakdown by project, task and subtask (if specified by contract) of the number of hours worked per employee and the total labor amount for each line item per day.

Expense Report for Time and Materials type Contract Page 3

10. Breakdown of Other Direct Costs (ODC), including travel costs. Enter name of vendor or the in-house ODC item (for travel costs, show employee name), description of ODC, invoice or reference number, unit price, number of units, ODC cost for the line item.

To be billable invoice items, travel and ODC expenses must be allowed under the Contract and approved by Agency’s Contract Administrator.

11. Must submit data of subcontractor invoices on Prime Contractor’s invoice. Use

Sub-labor as the “Expense Type”. Data must include subcontractor name, total hours and total cost for all subcontractors who performed work during the billing period. Subcontractor invoice data and breakdown of costs (see #8, #9 and #10).

12. Summary of total labor hours, total labor amount, total ODC amount, and total cost for Prime Contractor and subcontractor(s) for the billing period.

13. Name and email of the Invoice point of contact.

Expense Report for Time and Materials type Contract Page 4

Instructions:

Please refer to Section C. (Accounting and Appropriation Data) of the Award document to help in population of the Expense template.

For e.g. The Vendor will be supplied with accounting and appropriation data shown in bold below.

Delphi Accounting String

12XXFAATLASS.ST0200.21090.WA9H300000.01-OCT-2012.1230100130

.0S1000

Delphi Project Name: Project Portfolio for Solutions Delivery

Projects:

Federal Acquisition System

Aviation Labor Distribution

The vendor (vendor’s employees and sub-contractors) will charge all their time toward the underlying projects linked to the parent Delphi Accounting String. For instance the vendor employees and subcontractor will charge their time toward projects Federal Acquisition System and Aviation Labor Distribution. Figure 1. Details the parent child hierarchy and also refer to the data template for examples. Figure 2. lists the classifications.

Figure 1. Hierarchy for projects to be reported on using Delphi Accounting String

Expense Report for Time and Materials type Contract Page 5

If underlying projects are not present under the Delphi Accounting String then all time will need to be charged directly to the Delphi Project Number.

Figure 2. Classification

Expense Report for Time and Materials type Contract Page 6

Attachment J-2 Expense Data Population Instructions There are 2 tabs included in the excel template

1. General

2. Expenses

The General tab

1. In the “Vendor” field enter the name of the vendor supplying the service.

2. In the “Invoice Num” field enter the invoice number of the vendor supplying the service.

3. In the “Invoice Date” field enter the invoice date.

4. In the “Total Labor Hours” field enter the sum of all contractor and sub-contractor hours.

5. In the “Total Labor Amount” field enter the sum of all contractor and sub-contractor billing amounts.

6. In the “Total ODC Amount” field enter the sum of all ODC costs.

7. In the “Total Invoiced Amount” field enter the sum of all contractor and sub-contractor billing amounts and all ODC’s.

8. In the “Billing Period Start” field enter the start date of the billing cycle.

9. In the “Billing Period End” field enter the end date of billing cycle.

10. In the “Invoice POC” field enter the name of the point of contact representative of the vendor supplying the service.

11. In the “POC Email” field enter the email of the point of contact representative of the vendor supplying the service.

12. In the “POC Telephone” field enter the telephone # of the point of contact representative of the vendor supplying the service.

Expense Report for Time and Materials type Contract Page 7

Attachment J-2

Expenses Tab

1. In the “Year” column enter the fiscal year of the expenditure item.

2. In the “Month” column enter the month of the incurred expenditure item.

3. In the “Agency Code” column enter the Agency code of the supported organization.

4. In the “Org Code” column enter the organization expenditure code used by FAA in Delphi.

5. In the “Expense Org” column enter the organization Expense Org used by FAA in Delphi.

6. In the “Vendor” column enter the name of the vendor supplying the service.

7. In the “Contract Name” column enter the contract name associated (if any) with the expense.

8. In the “Contract Num” column enter the associated contract number with the expense.

9. In the “Contract Task Order” column enter the associated task order with the expense.

10. In the “Last Name” column enter the last name of the employee associated with the expense.

11. In the “First Name” column enter the first name of the employee associated with the expense.

12. In the “Project Name” column enter the name of the project associated with the expense, supplied by the FAA Contracting office.

13. In the “Task” column enter the name of the task associated with the expense, supplied by the FAA Contracting office (leave blank if not provided). This is not the same Task as the one listed in the Delphi Accounting String.

14. In the “Subtask” column enter the name of the subtask associated with the expense, supplied by the FAA Contracting office (leave blank if not provided).

15. In the “Delphi Accounting String” column enter the Delphi Accounting String associated with the expense, supplied by the FAA Contracting office.

Expense Report for Time and Materials type Contract Page 8

Attachment J-2

16. In the “Delphi Project Name” column enter the Delphi Project Name associated with the expense, supplied by the FAA Contracting office.

17. In the “Labor Category” column enter the labor category of the person who is associated with the expense.

18. In the “State” column enter the state in which the expense was incurred.

19. In the “CLIN” column enter the CLIN if any associated with the expense.

20. In the “Expenditure Date” column enter the expenditure date of the incurred expense as reported in the vendor’s timesheet.

21. In the “Quantity” column enter the number of hours expensed by the employee on the associated date for expense type labor (leave blank for ODC and Travel and other expenses).

22. In the “Rate” column enter the labor rate of the person who is associated with the expense based on their labor category if expense type is labor or sub-labor (leave blank for ODC and Travel and other expenses).

23. In the “Total Cost” column calculate “Quantity” multiplied by “Rate” if the expense type is labor or sub-labor(the total amount for all other expense types).

24. In the “Date of Invoice” column enter the date of when the invoice was submitted.

25. In the “Expense Type” column enter the expense type (Labor, ODC, Travel, Materials etc.).

Expense Report for Time and Materials type Contract Page 9

Glossary:

Delphi Accounting String:

• The seven data elements of the DELPHI accounting string include:

– Project Number

– Task Number

– Expenditure Type = Object Class Code

– Expenditure Organization = Region + Cost Center Code

– Expenditure Date

– Fund Code = Appropriation Code + Limitation Code

– Budget Line Item (BLI) = Program Element (PE)

Example: OPS Accounting String

Example: F&E Accounting String

Expense Report for Time and Materials type Contract Page 10

Glossary: