ATTACHMENT 4C - Instructions for Completing the SF 1034.pdf

INSTRUCTIONS FOR COMPLETING THE SF 1034

The SF 1034, Public Voucher for Purchases and Services Other Than Personal, shall be completed in accordance with the below instructions. The numbered items correspond to the entries on the form.

Figure Reference SF 1034 Caption Description of Data To Be Inserted

(a) U.S. DEPARTMENT, BUREAU, OR

ESTABLISHMENT AND

LOCATION

The name and address of the military department or agency that negotiated the contract.

(b) DATE VOUCHER PREPARED The date that the public voucher is submitted.

(c) CONTRACT NUMBER AND DATE The number and date of the contract and task order (when applicable) under which reimbursement is claimed.

(d) REQUISITION NUMBER AND

DATE

Requisition number if available; otherwise leave blank.

(e) VOUCHER NO. Serial number of the voucher. Use a separate series of consecutive numbers beginning with 1 for each new contract or task order (when applicable) for which separate public vouchers are required.

(f) SCHEDULE NO.; PAID BY; DATE

INVOICE RECEIVED; DISCOUNT

TERMS

Leave blank. The payer will fill in these spaces.

(g) PAYEE’S ACCOUNT NUMBER Enter the number (if known) or leave blank.

(h) PAYEE’S NAME AND ADDRESS Firm’s name as it appears in the contract and its address, except when another party (e.g., a bank) has been given the right to receive payment (called an assignment) or the right to receive payment has been restricted, as in the case of an advance account. An example of the type of information to be shown in this space (when an assignment has been made) follows: The National Bank, New York, NY Assignee for ABC Corporation New York, NY An example of the type of information to be shown in this space when the right to receive payment is restricted follows: ABC Corporation, New York, NY for deposit in the National Bank, New York, NY, Special Trust Account

(i) SHIPPED FROM; TO; WEIGHT;

GOVERNMENT B/L NUMBER

Leave blank

(j) NUMBER AND DATE OF ORDER Leave blank

Attachment 4C HE1280-11-R-0001

Figure Reference SF 1034 Caption Description of Data To Be Inserted

(k) DATE OF DELIVERY OR

SERVICE

The month and year or beginning and ending dates of incurred costs claimed for reimbursement (e.g., 4/1/91 - 4/30/91).

(l) ARTICLES OR SERVICES Insert the following: “For detail, see SF 1035

- total amount of claim transferred from page xx of xx SF 1035.” [The xx represents the appropriate page number(s).] One space below this line, insert “COST

REIMBURSABLE -- PROVISIONAL

PAYMENT”

(m) QUANTITY; UNIT PRICE Leave blank.

(n) AMOUNT The total amount claimed for the time frame indicated in (k). This should be the amount transferred from the SF 1035 -- Continuation Sheet.

(o) PAYMENT Leave blank.

(p) APPROVED FOR Insert “Provisional payment subject to later audit.”

(q) EXCHANGE RATE; =$1.00 Mark out with X’s the words “Exchange Rate” and the equal and dollar sign in this block.

(r) BY Insert the printed name, mailing address, and telephone number of the auditor who will sign the public voucher. Use both blocks (r) and (s), if required. The contractor can get this information by contacting its cognizant DCAA office. If the contractor is approved for direct billing (see 5-301), the above information should NOT be inserted. The block should state “Direct Submission Authorized.”

(s) TITLE See reference (r) above. If the contractor is approved for direct billing (see 5-301), no entry is required for this block.

Completion Voucher

The completion voucher is the last voucher to be submitted on a contract or task order. A separate completion voucher will be submitted for each individual project or task order for which a separate series of public vouchers has been submitted.

The SF 1034 that is submitted on the final voucher is identical to that for the interim voucher except for the following items (refer to Figure 5-3-1):

Figure Reference SF 1034 Caption Description of Data To Be Inserted

(e) VOUCHER NO. Serial number of the voucher with the letter “Z” after it. Use a separate series of consecutive numbers beginning with 1 for each new contract or task order (when applicable) for which separate public vouchers are required.

(l) ARTICLES OR SERVICES Insert the following: “For detail, see SF 1035 -- total amount of claim transferred from page xx of xx SF 1035”. [The “xx” represents the appropriate page numbers.] One space below this line insert “COST

REIMBURSABLE -- COMPLETION VOUCHER”

(o) PAYMENT The box identified “FINAL” should be marked.

(p) APPROVED FOR Insert “Final Payment.”

(r) BY Leave this box blank. (Auditor name should NOT be inserted.)

(s) TITLE

Description of Data To Be Inserted “Auditor, Defense Contract Audit Agency” should NOT be inserted since DCAA does not sign the final voucher. This is done by the contracting officer, based on DCAA’s final report.