Attachment_5_Invoicing_Requirements.pdf

ATTACHMENT 5 - Invoicing Requirements

(A) The U.S. Coast Guard has implemented WINs Remote for the preferred method for contractors to submit all payment requests. As prescribed in FAR Clause 52.232-25, Prompt Payment, all information must be included in an invoice for it to constitute a proper invoice.

(B) Each invoice shall contain the following information to ensure proper processing:

1) Contract Number, Delivery Order/Task Order Number, DOC Number

2) Invoice Number and Invoice Date

3) DUNS Number

4) Name of the Contract Specialist and Contracting Officer’s

5) Invoice Routing Code (IRC): SFLC-2

6) Indicate Small Business Status

7) Indicate if Final Invoice

(C) Each Invoice shall be submitted via one of the following methods (In order of preference)

1.) FINCEN Website Invoice Receipt Form:

http://www.fincen.uscg.mil/centralinv/central_inv_contr.cfm

(FINCEN Web based invoice submission shall be submitted as a single Adobe pdf.

formatted file not to exceed 999 pages.)

2.) Fax: 757-523-6900

3.) Mailed To: Commercial Invoices

U.S. Coast Guard Finance Center

1430A Kristina Way

Chesapeake, VA 23326

(D) Copies of the invoice along with any supporting documentation, shall be sent to the contract specialist and the Contracting Officer’s Representative (COR) to the following email addresses below:

Jing.Liu@uscg.mil

Brandon.M.Andrews@uscg.mil

(E) In accordance with the Prompt Payment Act, 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 shall be deemed to have been received:

(1) On the later of:

(i) For invoices that are mailed or transmitted via facsimile, 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.

(ii) 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; or

(iii) The seventh day after the date on which the property is actually delivered or http://www.fincen.uscg.mil/centralinv/central_inv_contr.cfm mailto:Jing.Liu@uscg.mil mailto:Brandon.M.Andrews@uscg.mil performance of the services is actually completed; unless—

a) The agency has actually accepted the property or services before the seventh day in which case the acceptance date shall substitute for the seventh day after the delivery date; or

b) 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 day after the delivery date;

(2) 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

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

(4) Web based submission by the contractor and receipt confirmation does not reflect

Government review or acceptance of the invoice.

(5) For inquiries and payment status please visit https://fincen.uscg.mil/secure/payment.htm https://fincen.uscg.mil/secure/payment.htm