Atch_4_Stevedoring_Invoicing_Instruction_(Final)_29Nov16.pdf

HTC711-17-R-R005 Oman S&RTS Atch 4 Payment and Invoicing

Revised November 29, 2016

Payment Information

Payment Procedures

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

Payment shall be made using the Transportation Financial Management System (TFMS) IAW the Invoicing Instructions below.

Ordering Instructions

The Schedule of Rates applicable to this contract shall be converted to an ordering template for use by the Ordering Officer (OO) to issue task orders against this contract. Specific services to be performed under task orders issued IAW the ordering clause of this contract shall be identified by the OO on the ordering template. The OO shall develop an order estimate identifying services to be performed prior to performance start. The OO shall validate funding is available prior to obligating the order estimate. Following validation of funds, the order estimate shall be assigned a unique task order number and the OO shall provide a written, signed copy of the obligated order estimate to the Contractor prior to performance. With limited exception for incidental or cost reimbursable services (e.g. port settlement charges, some Out-of-Pocket expenses), Contractor is not authorized to begin performance of any service prior to receipt of a written, validated order estimate.

The COR/ OO may identify incidental or cost reimbursable services verbally when necessitated by the operation. Contractor shall confirm verbal orders in writing with the OO within 24 hours, or as soon as otherwise practicable. Individual charges against the Out-of-Pocket expense line item (see Schedule of Rates/PWS) are not authorized for any amount exceeding $3,500 without Contracting Officer (CO) approval. The OO is not authorized to obligate the Government for any Out-of-Pocket expenses exceeding $3,500. The OO shall be responsible for receiving CO approval prior to performance of any tasks charged against the Out-of-Pocket line item exceeding that threshold.

The OO shall adjust and finalize the order to account for actual performance after completion of performance. The OO shall provide a written copy of the final order to the Contractor. Contractor shall submit a final invoice for payment, IAW with the invoicing instructions below, following receipt of the final order.

Invoicing Instructions

All invoices shall be rendered in English in the currency designated on the associated contract and shall be provided not later than 30 days after receipt of the final order. 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 shall 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 shall be certified and submitted to the government entitlement activity for processing. All invalid invoice documents shall also be returned to the contractor for corrective action.

Invoice Submission Process

SHALLInvoice Certification Process All invoices shall be certified for payment by the Contracting Officer's Representative (COR) designated to support each port location. Invoice substantiating documentation shall 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 shall 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 shall complete entitlement activity within 5 days of receipt of a certified invoice from the COR. Payment shall 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 shall incur interest in accordance with the Prompt Payment Act.

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

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

One task order shall also be issued for each vessel operation mission including all types of charges (commodity, man-hour and miscellaneous). Service providers shall submit separate invoices for commodity related charges, man-hour related charges and out of pocket charges.

Invoice documents shall be provided to the designated COR or COR designee via email submission for certification purposes. The following data elements shall 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)

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

Required for dock week invoices only mailto:usarmy.scott.sddc.mbx.porthandling-invoices@mail.mil

• 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.

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

Required for Out of Pocket invoices only

Frequency of Invoice File Submission