Attachment_J-1_iView Addendum Invoice Requirements_08NOV16.doc

AIT Shared Services Organization

DTFACT-17-R-00003

Attachment J-1

Time and Materials Invoice Requirements

Contents

1Time and Materials Invoice Requirements

3Expense Report Invoice Data Submittal Requirements

3Expense Report Invoice Data Requirements

5Instructions:

5General Tab

6Expenses Tab

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.

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.

Instructions:

There are two tabs included in the Excel template named Time and Materials Invoice Template. Refer to Section 1 Tables on page 1 to accurately enter contract information.

1. General

2. Expenses

General Tab

1. “Vendor Name” field: Enter the name of the vendor. This information is provided in Section 1 Table 1.

2. “Contract Number” field: Enter the contract number which is provided in your award document. This information is also provided in Section 1 Table 1.

3. “Contract Task Order” field: Enter the task order. This information is provided in Section 1 Table 1.

4. “Invoice Number” field: Enter the invoice number associated with the invoice. Please note, each invoice number should be a unique number. If submitting a revised invoice, the new invoice number should reference the previously submitted invoice and contain “R” in the number. For example, if the original invoice number is 001234, the revised invoice number should be 001234R.

5. “Invoiced Date” field: Enter the date of the invoice. The date of the invoice should reflect the date the invoice is submitted to the FAA.

6. “Billing Period Start” field: Enter the start date of the billing cycle. The start date must not be earlier than the effective date of the contract and should not cross within any previous billing periods. Invoices should reflect a continuous timeline for the entire contract Period of Performance (P.O.P).

7. “Billing Period End” field: Enter the end date of the billing cycle.

Expenses Tab

1. “Investment” column: Enter the name of the investment associated with the expense. This information is provided in Section 1 Table 2.

2. “Worked Task” column: Enter the name of the task associated with the expense.

This information is provided in Section 1 Table 2.

3. “Worked Subtask” column: Enter the name of the subtask associated with the expense. This information is provided in Section 1 Table 2. (Leave blank if not provided).

4. “Last Name” column: Enter the last name of the contractor employee associated with the project expense.

5. “First Name” column: Enter the first name of the contractor employee associated with the project expense.

6. “CLIN Type” column: Enter the CLIN Type of the associated expense. This information is provided Section 1 Table 3.

7. “CLIN” column: Enter the CLIN of the associated expense. This information is provided in Section 1 Table 3.

8. “Quantity” column: Enter the number of hours expensed by the contractor employee on the associated date for expense type labor (enter 1 for ODC/Travel or other CLIN types). Please note, in order for ODCs and travel costs to be billable, the expenses must be allowed under the contract and approved by the FAA COR prior to travel incurring.

9. “Rate” column: Enter the labor rate of the contractor employee associated with the expense based on the rate for that specific labor category as identified in the award document or contract modification. For ODC and travel expenses, the cost associated with that line item is entered here.

10. “Expenditure Date” column: Enter the date of the incurred expense as reported in the vendor’s timesheet. If hours are reported by month instead of daily, please use the last date of the billing period used on the invoice.

11. “Comments” column: Enter any comments associated with this expense.

Expense Report for Time and Materials type Contract