ATTCH_3_Invoicing_Instruction.pdf

Attachment 3 Invoicing Instructions

HTC711-16-R-R029

Payment Information

Payment Procedures

The US Government will not pay for services unless specifically enumerated in this agreement and provided for in the Schedule of Rates in this contract.

Payment will be made using the Transportation Financial Management System (TFMS) IAW the

Invoicing Instructions below.

Invoicing Instructions

All invoices will be rendered in English in the currency designated on the associated contract and will be provided not later than 30 days after services have been rendered. The contractor shall provide all invoice documents for port handling charges along with associated substantiating documentation to the designated COR or COR designee for each port location. The COR will then review the billing to insure a proper invoice has been submitted which is in accordance with the provisions set forth in the contract and accurately reflects services provided as documented in the designated substantiating documentation. Once the COR has completed their review, all valid invoice documents will be certified and submitted to the government entitlement activity for processing. All invalid invoice documents will also be returned to the contractor for corrective action.

Invoice Submission Process

Invoice Certification Process

All invoices will be certified for payment by the Contracting Officer's Representative (COR) designated to support each port location. Invoice substantiating documentation will be provided by the contractor to the COR to support the invoice certification process. The COR will complete the invoice certification process within 10 business days of receipt of the invoice data from the contractor. The COR will then email the certified invoice document along with any associated substantiation documentation to the SDDC accounts payable organization email box at usarmy.scott.sddc.mbx.porthandling-invoices@mail.mil. SDDC accounts payable staff will complete entitlement activity within 5 days of receipt of a certified invoice from the COR. Payment will be issued to the applicable vendor 2 business days after entitlement has been completed. The prompt payment clock begins when a certified invoice is received by the SDDC accounts payable area. Payments taking longer than 30 days to process will incur interest in accordance with the

Prompt Payment Act.

Invoice Documents

Invoice documents will be aligned with task orders issued for port handling services.

One task order will be issued each week for dock week work (i.e. rail, truck, stuffing, yard and other non-vessel tasks). Separate invoices will be prepared and submitted associated with each of these dock week work orders.

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

One task order will also be issued for each vessel operation mission including all types of charges

(commodity, man-hour and miscellaneous). Service providers will submit separate invoices for commodity related charges, man-hour related charges and out of pocket charges.

Invoice documents will be provided to the designated COR or COR designee via email submission for certification purposes. The following data elements will be provided on each invoice document:

Header Level

Vendor Number

Vendor Site Name

Contractor Id

Facility Code

Task Order Number

Invoice Payment Terms (Net 30)

Invoice Number

Invoice Date

Invoice Total Dollar Amount

Facility Code Location Vessel Name (ocean vessel load & discharge only) Voydoc Number (load only) or Vessel Number (discharge only) Vessel Operation Date From (DDMMYYYY)

Vessel Operation Date To (DDMMYYYY)

Dock Week Activity Date From (Rail, Truck, Stuffing, Yard, non-vessel)

Dock Week Activity Date To (Rail, Truck, Stuffing, Yard, non-vessel)

Miscellaneous Activity Date From (DDMMYYYY)

Miscellaneous Activity Date To (DDMMYYYY)

Invoice Line Level

Schedule

Commodity Code (Not required for man-hour or miscellaneous charges)

Line Item Id

Contract Line Description

Unit of Measure

Quantity

Unit Price

Extended Amount

**Note: All Invoice Header Level and Invoice Line Level data elements without special shading are required for all invoices

Substantiating Documents

Attach a copy of the completed final Microsoft Excel task order template provided by the Ordering

Officer for the mission being billed.

Required for vessel operation invoices only Required for vessel operation invoices only Required for vessel operation invoices only

Required for dock week invoices only

Required for Out of Pocket invoices only

For Out of Pocket charges, the contractor shall provide the receipts supporting the charges paid. For commodity charges a GATES tally report will be used to support all commodity based charges. For manhour charges, a summarized timesheet capturing total hours by labor category will be provided by the contractor.

Frequency of Invoice File Submission The Contractor shall submit invoices not later than thirty (30) days after completion of services.