Attachment_4_-_Invoicing_and_Payment1.pdf

Attachment 4

Invoicing and Payment

A. General Information

A.1. Invoices shall be submitted only after services included on the invoice have been satisfactorily performed (Ref FAR 32.905). Invoices shall be submitted within the timeframe requested under the established billing procedures stated in sections B, C and D below.

A.2. Invoices shall be submitted to G8 Accounts Payable Branch at: HQ, SDDC

508 Scott Drive

Bldg 1900W

Attn: AMSSD-RMM-AP rd Floor

Scott Air Force Base, IL 62225

A.3. In accordance with the Prompt Payment Act, payment terms are net 30 days from receipt of a proper invoice. Exception will be made for small businesses – the US Government „s goal is to pay within 15 days from receipt of a proper invoice for the entities properly identified in the Central Contractor Registration (CCR) database as small businesses. Proper invoices will be date stamped by the SDDC G8 Accounts Payable Branch upon receipt.

A.4. Failure to provide required information and appropriate documentation for a specific container/piece of cargo shall result in a rejection of that portion of the invoice. This only applies to invoices submitted in accordance with Sections C and D below. Discrepancies in Contractor-provided shipment information on submitted invoices will lead to certification delays as additional supporting documentation may be required from the Contractor.

A.5. Interim financing payment in the amount of 80% of booked costs at lift (port of embarkation-POE) with VD

EDI transaction code. The remaining balance due 20% for work completed in accordance with the contract of the booked costs will be invoiced upon delivery.

A.6 For direct booked cargo, the contractor shall submit invoices for container detention, port storage, reefer maintenance and any other costs for services not ordered in IBS yet associated with the movement of cargo directly to the shipper in accordance with the invoice procedures below. Questions regarding shipper addresses may be submitted to SDDC G9.

A.7 All final invoices presented need to reference any interim number that requested an interim financing payment for that shipment. Final invoices shall not be submitted prior to delivery of cargo to consignee. All final invoices must be presented for the complete door to door shipment cost. The manifest, signed delivery receipts, and EDI transactions are required to pay the entire shipment. The final invoice should indicate the complete cost, and then show any previous payment made on an interim invoice.

B. Invoicing Procedures

B.1. Hardcopy Interim Financing Invoice Procedures: Contractors requesting a commercial interim financing payment shall submit a proper hardcopy interim invoice to SDDC G8Accounts Payable Branch. Interim financing invoices shall not be submitted prior to the vessel departing the Port of Embarkation. All interim financing invoices shall be identified as “First Invoice.”

B.1.1. A proper interim financing invoice contains the following information:

– Contractor Name and Address

– Invoice Date and Invoice Number

– Contract Number

– Identification of “First Invoice”

– Military Voyage Document Number (no more than 1 per invoice)

– Defense Transportation Regulation (DTR) POE/POD codes (no more than 1 set per invoice)

– Port Call File Number (PCFN) (No more than 1 PCFN per invoice)

– Contractor Booking Number

– Contractor Bill of Lading Number

– Description, quantity, unit of measure, unit price and extended price of services ordered and being billed for

– For each shipment:

– Type of cargo

– Size and type of container (if applicable)

– Van TCN (if applicable)

– Container number with alpha prefix (if applicable)

– Pieces, weight, dimensions, and cubic feet

– Sail Date

– Lift Manifest – Sea

–Signed Delivery Receipt by Consignee

– For One Time Only (OTO) shipments, a reference to the relevant modification number

– Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

– **Certification Statement signed by authorized contractor representative: “I hereby certify the interim finance payment requested represents costs for work completed to date under this task order.”

B.2. Contractors must have a Trading Partner agreement with US Bank and be US Bank Transportation

Solutions certified for the electronic payment of commercial transportation services. It is important that contractors begin the US Bank Transportation Solutions certification process immediately by calling US Bank at 1-800-417-1844. Additional information on US Bank Transportation Solutions is available at http://www.usbank.com/powertrack.

B.3. Fees charged by US Bank Transportation Solutions/US Bank are for the account of the contractor.

B.4. US Bank Transportation Solutions is currently limited to routes and types of cargo that are priced by IBS and originating from CONUS. Upon the expansion of the capability of IBS and upon 30 days notice to the contractor, the contractor will be required to participate in US Bank Transportation Solutions for additional routes and types of cargo.

B.5. US Bank Transportation Solutions is authorized to release payment to contractors in accordance with business rules that require:

1) Shipping Instructions with pricing as evidence of the order

2) EDI submission of a vessel sail transaction as evidence of performance

3) Discrepancies in pricing are handled as prescribed in business rules

4) These procedures apply to shipments ordered by shippers using Direct Booking procedures and shipments booked using IBS.

B.6. Transportation Service Providers (TSP) are required to submit the shipments contract number via EDI.

In the event TSP's need assistance configuring their EDI file to include the contract number, you can call the U.S Bank customer service help desk or email the customer service email box and a representative will open a Service Request to assign a U.S. Bank EDI analyst to assist you. TSPs who do not transmit EDI, must provide the contract number when entering invoices in the U.S. Bank Freight Payment web-based user interface.

B.7. Hardcopy Invoice Procedures: For services that are not paid via US Bank Transportation Solutions, an invoice shall be submitted to SDDC G8 Accounts Payable Branch. The contractor is entitled to payment for services ordered and performed (for services ordered at time of booking, EDI submission of a vessel sail transaction and the reconciled manifest function as evidence of performance). Invoices with proper documentation should be submitted no later than 30 days from the date charges occur. However, the US

Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

B.7.1. A proper invoice contains the following information:

– Invoice Date and Invoice Number

– Contract Number

– Military Voyage Document Number (no more than 1 per invoice)

– Defense Transportation Regulation (DTR) POE/POD codes (no more than 1 per invoice

– Port Call File Number (PCFN) (no more than 1 per invoice)

– Contractor Booking Number

– Contractor Bill of Lading Number

– Description, quantity, unit of measure, unit price and extended price of services performed. The invoice must provide sufficient detail so as to enable verification and certification by the US Government.

– For each container shipment:

– Size and type of container

– Sail Date

– Van TCN

– Container number with alpha prefix

– For each break-bulk or multi modal (including air) shipment:

– Type of cargo

– Pieces, weight, and cubic feet

– Sail Date

– IBS TCNs (listed in alphanumeric order)

– Services should be broken down by Contract Line Item (CLIN), i.e., drayage, linehaul, ocean transportation, etc., and the specific service. Example: Drayage, Norfolk, Zone 2: Drayage, Norfolk to Newport News

– For One Time Only (OTO) shipments, a reference to the relevant modification number

– Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

– **Certification Statement signed by authorized contractor representative: “I hereby certify that the above bill is correct and just, and services were performed”.

B.7.2. Each invoice should include no more than one Military Voyage Document (VOYDOC), POE, and

POD.

C. General Invoicing Procedures for Non-IBS Ordered Services

General procedures applicable to invoicing and payment for priced services or pass through charges that cannot be ordered or modified in IBS.

C.1. Hardcopy Invoice Procedures: An invoice shall be submitted to SDDC G8 Accounts Payable

Branch. The contractor is entitled to payment for services ordered and completed.

C.2. A proper invoice contains the following information:

– Invoice Date and Invoice Number

– Contract Number

– Invoice Type (e.g. container detention, port storage)

– Taxpayer Identification Number

– Port Call File Number

– Contractor Booking Number

– Dollar amount of invoice

– Contract Iteration (e.g. USC-5/6/7)

– Name and address of contractor official to whom payment is to be sent (must be the same as that in the contract or in a proper notice of assignment)

– Any additional information as requested under the billing procedure

– **Certification Statement signed by authorized contractor representative: “I hereby certify that the above bill is correct and just, and services were performed”.

C.3. Container Detention: Container detention is covered in section 3.F.4 in non-Exigent Areas.

Container detention charges shall be billed upon the termination of detention, except when incurred in areas described in Section D, which shall be billed as directed in that section. A standard detention billing format shall be used when submitting an invoice for container detention. Invoices with proper documentation should be submitted no later than 30 days from the date detention ends. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

C.4. Pass-through charges: Contractor shall submit these charges (see Exhibit 2, Paragraph 8) with supporting documentation. Supporting documentation must include: notification email to the applicable COR when the additional cost/service was incurred, copy of third party invoice and basis for rate being charged (e.g. applicable port tariff) and proof of payment to third party. For re-working of containers due to rejection by port or rail authority, a copy of the inspection report identifying reasons for rejection must be provided. Invoices with proper documentation should be submitted no later than 30 days from the date charges occur or within 5 days of payment to the 3 rd party. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

C.5. Defense Base Act: Invoices submitted for Defense Base Act Insurance will be submitted as a “Pass through Charge” and accompanied by a copy of the current insurance policy and proof of payment to the insurance underwriter. Invoices with proper documentation should be submitted no later than 30 days from the date charges occur or within 5 days of payment to the 3 rd party. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

For contractors with subcontractors who purchase DBA insurance under this requirement, a copy of the subcontractor‟s payment to the insurance underwriter, copy of the subcontractor‟s invoice to the prime contractor seeking reimbursement and payment documentation of the prime contractor‟s reimbursement to the subcontractor shall be provided.

C.6. Reefer Maintenance: The Contractor should submit invoices every 30 days in sequential order by billing month. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified. In addition to invoice information required in C.2, invoices for reefer maintenance will contain the following information for each container in excel format, using the below column headers only. Itemized invoices must be in the exact format, with below headers in row 1, and the first container to be invoiced in row 2, and the remaining containers to be invoiced in the rows which follow without skipping any rows. No company logos and other annotations should be made on the itemized invoice except as described in this paragraph.

Col A: Van TCN

Col B: PCFN

Col C: Container #

Col D: Carrier Booking # Col E:

Shipper DoDAAC Col F:

Consignee DoDAAC

Col G: Container type (i.e. R20, D40 etc)

Col H: POE (MILSTAMP Format)

Col I: POD (MILSTAMP Format)

Col J: In the clear final destination

Col K: Discharge Date (EDI 315 UV) (Format MMDDYYYY) Col L: Out-gate Date from Port (OA)

Col M: Transit/Free time end date (Format MMDDYYYY)

Col N: Reefer Maintenance end date (i.e. CN, CP, RD, End of Month) (Format

MMDDYYYY)

Col O: Reefer Maintenance rate (contract rates) Col P: Total Reefer Maintenance fees invoiced (For the current month)

Col Q: Total Reefer Maintenance invoiced (To date including current month)

C.7. Equipment Purchase: Invoices should be submitted every 30 days in sequential order by billing month.

However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified. In addition to invoice information required in C.2, invoices submitted for equipment purchase will contain the following information:

– Equipment Number with Alpha Prefix /serial number

– Size and Type of equipment

– Description, quantity, unit of measure, unit price and extended price of equipment. The invoice must provide sufficient detail so as to enable verification and certification by the Government.

– Date of US Government notification of intent to purchase equipment (see PWS Para 6.C.3)

C.8. Port Storage: Invoices will be submitted as a “Pass Through Charge”. Invoices with supporting documentation should be submitted no later than 30 days from the date cargo departed the port (e.g. lift or dispatch) or within 5 days of payment to the 3 rd party. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

C.8.1. In addition to invoice summary information required in C.2, the invoice shall include the following supporting documentation:

1) A copy of the applicable port tariff in effect at the time charges were incurred

2) A copy of the invoice for charges associated with port storage charges

3) A copy of the applicable fees assessed by subcontractor to store cargo at the port

4) An excel spreadsheet which contains the following information:

CONTAINERIZED CARGO: PCFN, Movement type (Import/Export), IBS TCN, Container number, Container Type/Size, POE, POD, Reason for Delay, Total Days at Port, Free Time (days), Chargeable Days (less free time), Total Port Storage Amount (local currency), Total Port Storage

Amount (in US Dollars), Exchange Rate Used and Remarks.

BREAKBULK CARGO: PCFN, Movement type (Import/Export), IBS TCN, Cube/Measurement

Ton (cubic meter), Metric Ton (in kg), POE, POD, Reason for Delay, Total Days at Port, Free Time

(days), Chargeable Days (less free time), Total Port Storage Amount (local currency), Total Port

Storage Amount (in US Dollars), Exchange Rate Used and Remarks.

NOTE:

For Export Cargo: Shipper DoDAAC, In-gate at POE and Lift Date must be provided For Import Cargo: Consignee DoDAAC, Discharge Date and Out-gate/Dispatch Date from

POD must be provided

5) Documentation verifying US Government direction to stage cargo at port

6) Any other documentation verifying costs incurred and proof of payment (including subcontractor services at Karachi, Pakistan)

C.9. Futile Trip: Invoices will be submitted as a “Pass-Through Charge”. Invoices with supporting documentation should be submitted no later than 30 days from the date the futile trip occurred or within 5 days of payment to the 3 rd party. However, the US Government will consider and process invoices submitted after 30 days so long as they are properly supported and the claimed services can be verified.

C.9.1. In addition to the invoice summary information required in C.2, the invoice shall include the following supporting documentation:

1) Notification email to the cognizant COR outlining the details and the date when the futile trip was incurred.

2) Authorization email from COR for pass through invoice submission

3) Copy of third party invoice/basis for rate

4) Proof of payment of third party invoice

5) Any other documentation verifying proof of costs incurred and paid

(End of Attachment 4)