Attachment J-1Vendor Invoice Instructions_draft_dwf v1Mar032017.doc

DTFACT-17-R-00014

Attachment J-1

Office of Information and Technology Strategy and Performance

Vendor Invoice Data Instructions

Contract Number: Enter Contract Number Task Order:

Enter Task Order, if applicable The information in Section 1: Invoice Reference Materials needs to be completed in this document.

This instruction table to be deleted once completed.

Options Tab

Table of Contents

1Section 1: Invoice Reference Materials

2Section 2: Time and Materials Invoice Data Population Instructions

2Tab 1: General

3Tab 2: Expenses

Section 1: Invoice Reference Materials

Information in these tables needs to be completed by the Contracting Officer or the Contracting Officer Representative.

Table 1: General Information

Table 2: Investment Information

Table 3: CLIN Information

Enter CLIN information

Enter Rate

If Travel, Rate= Total Cost of Travel Expense

Section 2: Time and Materials Invoice Data Population Instructions There are two (2) tabs included in the Excel template named InvoiceTMTemplate.xlsx. Refer to Section 1: Invoice Reference Materials tables on page 1 to accurately enter contract information. The iViews invoice template tabs are:

1. General

2. Expenses Column fields mentioned below in Tab 1: General and Tab 2: Expenses that have an asterisk (*), next to them, these are required columns.

Tab 1: General

1. “Vendor Name*” field:

· Enter the name of the vendor.

· This information is provided in Section 1Invoice Reference Material Table 1: General Information

· To be provided by the COR, as specified in iViews.

· Required.

2. “Contract Number*” field:

· Enter the contract number which is provided in your award document.

· This information is provided in Section 1Invoice Reference Material Table 1: General Information

· To be provided by the COR, as specified in iViews.

· Required.

3. “Contract Task Order*” field:

· Enter the task order.

· This information is provided in Section 1Invoice Reference Material Table 1: General Information

· To be provided by the COR, as specified in iViews

· Required.

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.

· Required.

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.

· Provided by the vendor

· Format should be MM/DD/YYYY

· Required.

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).

· Provided by the vendor

· Format should be MM/DD/YYYY

· Required.

7. “Billing Period End*” field:

· Enter the end date of the billing cycle.

· Provided by the vendor

· Format should be MM/DD/YYYY

· Required.

Tab 2: Expenses

1. “Investment*” column:

· Enter the name of the investment associated with the expense.

· This information is provided in Section 1: Invoice Reference Material Table 2: Investment Information.

· Each expense line item must be tied to an investment.

· Investment details will be provided by the COR to the vendors.

· Required

2. “Worked Task” column:

· Enter the name of the task associated with the expense.

· This information is provided in Section 1: Invoice Reference Material Table 2: Investment Information.

· The work done that aligns to the Statement of Work (SOW).

· Not required, free form text

3. “Worked Subtask” column:

· Enter the name of the subtask associated with the expense.

· This information is provided in Section 1: Invoice Reference Material Table 2: Investment Information

· Not required, free form of text

· Leave blank, if not provided.

4. “Last Name” column:

· Enter the last name of the contractor employee associated with the project expense.

· Required, if the CLIN type is Labor

5. “First Name” column:

· Enter the first name of the contractor employee associated with the project expense.

· Required, if the CLIN type is Labor

6. “CLIN Type” column: Enter the CLIN Type of the associated expense.

· This information is provided in Section 1: Invoice Reference Material Table 3: CLIN Information

· Optional

7. “CLIN*” column:

· Enter the CLIN of the associated expense.

· This information is provided in Section 1: Invoice Reference Material Table 3: CLIN Information

· Required. Provided by COR to the vendor

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.

· Format should be: 0.00

· Required.

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.

· This information is provided in Section 1: Invoice Reference Material Table 3: CLIN Information

· If Travel, Rate= Total Cost of Travel Expense

· Required. Provided by the COR to the vendor

· Format should be: 0.00

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.

· Expenditure Dates must be within the Billing Period of this invoice.

· Required

· Format should be MM/DD/YYYY

11. “Comments” column:

· Enter any comments associated with this expense.

· Not Required