Attachment_2_-_Invoicing_ _Payment_DRAFT.pdf

HTC711-15-R-R001

Attachment 2, Invoicing and Payment

Attachment 2

Invoicing and Payment

A. General Information

A.1. Invoices shall be submitted promptly within the timeframes described in this Attachment.

Descriptions of services rendered must match the terms used in the contract. When carrier terminology differs from the contract, the latter shall be used.

A.2. Charges for services performed for bookings under the Direct-Booking process (commonly referred to as Non-IBS shipments) are to be billed directly to the Shipper, and are not covered under this Attachment.

Special Invoicing Instructions will be provided at time of RFQ issuance and incorporated into resultant task order upon award. In order to be eligible for shipments and receive payment under the Direct-Booking process, the contractor must be Third Party Pay System (TPPS) capable. Even if otherwise qualified, a contractor that is not TPPS certified will not be eligible to transport DOD freight under this process. TPPS is an electronic freight transaction tracking and payment system. The current authorized TPPS is U.S. Bank

Freight Payment. The contractor should contact U.S. Bank at 1-800-417-1844 or by email customer.support@usbank.com. All services deemed payable by Military Surface Deployment and

Distribution Command (SDDC) or U.S. Transportation Command (USTRANSCOM) via the TPPS will be paid by U.S. Bank Freight Payment. A fee is required to participate in the program.

A.3. Failure to provide required information and appropriate documentation in the required format for a specific container/piece of cargo shall result in a rejection of that portion of the invoice, including requests for financing payments. Discrepancies in contractor-provided shipment information on submitted invoices, including requests for financing payments, will lead to certification delays as additional supporting documentation may be required from the contractor.

A.4. There are two distinct invoicing categories for this contract as follows:

1) Invoices for Services Ordered within the SDDC Integrated Booking System (IBS)

2) Invoices for Services Not Ordered within the SDDC IBS system

Invoices shall be submitted only after services included on the invoice have been satisfactorily performed

(Ref FAR 32.905) and shall be submitted within the timeframe requested under the established billing procedure. Commercial interim financing payments may be billed as described below, unless the

Contracting Officer determines after award that adequate security is lacking or financing payments are no longer in the best interest of the Government. (See FAR 52.232-29)

A.5 The Government has the right to request additional information in support of the charges in the invoice. In addition, all charges for services not ordered in the IBS Booking (i.e. Driver Wait Time) will be assigned to organizations within SDDC for certification.

A.6 Invoices, including requests for financing payments, shall be submitted to G8 Accounts Payable

Branch via email submission to the following organizational email box:

usarmy.scott.sddc.mbx.g8-ap-invoices@mail.mil.

A.7. In accordance with the Prompt Payment Act, payment terms are net 30 days from receipt of a proper final invoice. Proper final invoices will be date stamped by the SDDC G8 Accounts Payable

Branch upon receipt. Prompt Payment Act applies to final invoices, but not to requests for financing payments. Financing Payments will be made as soon as possible upon receipt of the invoice identified as “First Invoice”, target date will be within 10 business days of receipt of a proper interim financing invoice and EDI 315 VD.

mailto:usarmy.scott.sddc.mbx.g8-ap-invoices@mail.mil

A.8 Interim financing payment in the amount of 25% of the booked costs based on the booked dimensional weight will be authorized once the vessel leaves the sea port of embarkation (SPOE) (VD EDI transaction code) for shipments originating from zones where the sea leg is the first leg of a shipment requiring both a sea and an air leg. The remaining balance due for work completed in accordance with the contract will be invoiced upon delivery. Interim financing payment in the amount of 60% of the booked costs based on the booked dimensional weight will be authorized once the vessel leaves the sea port of embarkation (SPOE) (VD EDI transaction code) for shipments originating from zones where the air leg is the first leg of a shipment requiring both a sea and an air leg. The remaining balance due for work completed in accordance with the contract will be invoiced upon delivery. No interim financing payments are authorized for shipments where no sea leg is executed.

A.9. All final invoices must be accompanied by documented cargo weights. The final invoice presented needs to reference any interim invoice number that requested an interim financing payment for that shipment.

Final invoices shall not be submitted prior to delivery of cargo to consignee.

A.10. All final invoices must be presented for the complete door to door shipment cost. The manifest, air weight ticket, airway bill, photographs of carrier-built air pallets (when applicable), 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 for Task Orders Booked in IBS:

B.1. Interim Financing Invoice Procedures: Contractors requesting a provisional payment shall submit a proper hardcopy interim invoice to SDDC G8 Accounts Payable Branch via email submission. Interim financing invoices shall not be submitted prior to the vessel departing the SPOE. All interim financing invoices shall be identified as “First Invoice”.

B.1.1. A proper interim financing invoice shall contain 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

– Lift Manifest – Air (if applicable

– 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. The contractor or the contractor's designated representative will weigh and document all cargo in accordance with one of two options below:

i. Prior to delivery, the contractor will weigh each Government owned container, the contents of each carrier owned container, air pallet or piece of breakbulk cargo at a certified commercial scale. A weigh ticket shall only contain the contents of a single

TCN. All final invoices will be accompanied by legible and certified weigh tickets.

Hand-written, or pen-and-ink weight tickets will be rejected, unless completed in accordance with para ii below. Weigh tickets shall represent the weight for the government owned container, contents of the contractor owned container, air pallet or breakbulk item only, independent of truck, chassis, or other conveyances. The

Government reserves the right to send a Government representative to observe and verify commercial weighs. The contractor will accommodate Government requests for joint weigh at a commercial facility.

ii. If the contractor does not have access to a certified commercial scale, the contractor must document cargo weights on a joint certified document. A contractor representative and an authorized Government representative must sign the document. The joint weigh may be conducted at a sea or air terminal, or at the shipment point of origin (installation, depot, or other shipper location) upon coordination with the shipper/unit. The contractor may request a joint weigh for any multimodal movement, subject to availability of a

Government representative.

B.2.1. Weigh tickets and joint certified documents must include, at minimum, the following information:

– TCN

– Container number (if applicable)

– Weight

– Date/time of weigh

– Name and signature of authorized contractor or Government representatives conducting the weigh (for joint certified documents)

B.3. Hardcopy Final Invoice Procedures: The final invoice shall be submitted to the SDDC G8

Accounts Payable Branch via email submission. The contractor is entitled to payment for services ordered and performed (for services ordered at time of booking; all applicable EDI submissions and the reconciled manifest function as evidence of performance). Final invoices with proper documentation shall be submitted no later than 30 days from final delivery. When an interim financing payment is not requested or authorized by the Government, the contractor shall identify their final invoice as a “First and Final invoice”. When an interim financing payment is made, the contractor shall identify their final invoice as a “Final Invoice”.

B.3.1. A proper final or first and final invoice shall contain the following information:

– Contractor Name and Address

– Invoice Date and Invoice Number

– Contract Number

– Identification of “Final Invoice” or “First and Final 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 performed. The invoice must provide sufficient detail so as to enable verification and certification by the Government.

– Any previous payments made for the same PCFN

– 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 (not required for DWT invoices)

– Airway Bill (not required for DWT invoices)

– Identify whether the PCFN was flown CRAF or Non-CRAF, to include the registration number of the aircraft(s) (i.e. Tail Number(s)) (Paragraph

B.3.5.)

– Weigh Tickets or Joint Certified Documents (not required for DWT invoices)

– Consignee Signed Delivery Receipt (PWS Para 1.5.8)

– IBS TCNs (TCNs shall be listed in alphanumeric order)

– 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.3.2. Each final invoice should include no more than one Military Voyage Document (VOYDOC), PCFN, POE, and POD.

B.3.3. Each PCFN shall have a statement identifying whether the actual carriage was on a CRAF or Non-

CRAF asset. If any TCN under a PCFN is transported on a Non-CRAF asset then the carriage provided for the PCFN shall be identified as Non-CRAF.

C. Invoicing Procedures for Task Orders Not Booked in IBS:

C.1. These procedures are applicable to invoicing and payment for priced charges or Contracting Officer pre-approved charges that cannot be booked within IBS are provided below. All applicable EDI 315 transactions as outlined in Attachment 1 are required for submission of these invoices. Failure to submit required EDI 315 transactions will result in an invoice rejection until EDI 315 requirements are performed accordingly.

C.2. All invoices for non-booked charges shall be submitted electronically via upload to the SDDC

Pipeline Asset Tool (PAT). Invoices containing such charges will be assigned to appropriate personnel within

SDDC for validation/certification. Once these invoices are certified, they will be passed to the G8 accounts payable section for entitlement processing.

C.3. Invoices for the following charges are included in this category:

1. Driver Wait Time

C.4. For invoices containing driver wait time - Upon completion of invoice validation, the Government and contractor will resolve any differences between the invoice driver wait time amount and the COR validated driver wait time amount. Upon completion of the reconciliation, Government will make final payment on the invoice

(End of Attachment 2)