HSCG44-17-R-170052_DSL_Attachment_3_-_DHS_FORM_700-21_Invoice_Instructions.pdf

HSCG44-17-R-170052

INVOICE SUBMISSION INSTRUCTIONS

Invoice Submission Instructions The following invoice submission instructions are incorporated in existing invoice submission clauses for HSCG44-17-R-170052 RFP FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (Jan 2017).

(a) A request for payment is proper if it includes the items required by the clause at FAR 52.232-25 (Jan 2017), Prompt Payment [(a)(3)(i) through (a)(3)(ix)] and those items are accurate. If a request for payment does not include all the items required by the clause at FAR 52.232-25 9 (Jan 2017), Prompt Payment, or any information is inaccurate, then the request is not proper and shall be returned to the contractor with a statement of the reason(s) it is not proper.

(b) Each invoice shall contain the following information:

(1) Contract or Delivery/Task Order Number

(2) Name of the Contract Specialist or Contracting Officer

(3) Invoice Routing Code (IRC) provided in paragraph (c) below.

(4) Annotate on the invoice indicating that the contractor represents a Small Business for accelerated payment purposes

(c) The Coast Guard unique Invoice Routing Code (IRC) for this contract or delivery/task order is: C3CEN

(d) Each invoice must be submitted to the designated billing office via one of the following modes listed in descending order of preference:

(1) FINCEN Website invoice receipt form:

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

(2) Fax: (757-523-6900)

(3) Mailed to: Commercial Invoices

U.S. Coast Guard Finance Center 1430A Kristina Way Chesapeake, VA 23326

(e) To facilitate processing, all proper invoices and any supporting information submitted electronically using the FINCEN web based invoice submission capability must be submitted as a single Adobe .pdf formatted file, or as otherwise specified in the contract.

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

HSCG44-17-R-170052

INVOICE SUBMISSION INSTRUCTIONS

(f) Supporting documentation along with a courtesy copy of the invoice shall also be e-mailed to the Contract Specialist and/or COR at the addresses cited below:

Katherine.M.Kearney@uscg.mil Contract Specialist e-mail address.

David.Donahue@uscg.mil COR e-mail address.

(g) 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

(ii) The seventh day after the date on which the property is actually delivered or 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) Payment inquiries and status may be obtained - at the following website: -https://www.fincen.uscg.mil/secure/payment.htm mailto:Katherine.M.Kearney@uscg.mil mailto:David.Donahue@uscg.mil http://www.fincen.uscg.mil/electron.htm http://www.fincen.uscg.mil/electron.htm