2_MM-3_Att_2_-_Invoicing_and_Payment_DRAFT_20Sep.pdf

Attachment 2, Invoicing and Payment

HTC711-19-R-W002

September 20, 2018

Invoicing and Payment

A. General Information

A.1. Invoices shall be on prime contractor company letterhead and 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. There are three distinct invoicing categories for this contract as follows:

1) Invoices for Services Ordered via IBS or Services Ordered via Contracting Action

2) Invoices for Services Not Ordered

3) Invoices associated with Requests for Equitable Adjustments

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.3. 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 Integrated Booking System (IBS) booking (Driver Wait Time) will require COR review and certification via the SDDC Pipeline Asset Tool Invoice Processing Portal (PAT IPP) tool and REA invoices will require review and approval by the Contracting Officer.

A.4. Invoices for IBS Booked Services will be created via the Treasury Invoice Processing Portal (T-IPP) using the online purchase order flip capability. TFMS will pass purchase order data to Treasury IPP for use in the invoice creation process. Once invoice data is successfully input to Treasury IPP, it will pass from Treasury IPP to TFMS for entitlement processing. TFMS will match obligation data from the booking, manifest data provided by GATES and invoice data provided from Treasury IPP and create a payable record. TFMS will also return invoice status data to Treasury IPP to include invoice payment notification.

A.5. The provisions of cash management will not apply to this contract. A pay immediate payment term will be applied to all invoices processed in conjunction with this contract. Once a payable invoice is received by the government, entitlement action will be completed and funds will be disbursed to the contractor. The standard entitlement processing cycle for these invoices will include disbursement of funds to the carrier financial institution within two business days of payable transaction certification within the Transportation Financial Management System (TFMS). The provisions of prompt payment will apply to this contract and any invoice not paid within 30 days will incur interest penalty. The provisions of prompt payment 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.

A.6. Interim financing payment in the amount of 25% of the booked costs based on the booked 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 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.7. All final invoices must be accompanied by documented cargo weights. The final invoice presented should bear the same invoice number as the interim financing payment invoice for that shipment with the first three positions of the invoice number being “FIN”. Final invoices shall not be submitted prior to delivery of cargo to consignee.

A.8. All first and final or final invoices must be presented for the complete door to door shipment cost. The certified air weigh ticket, Airway Bill and signed delivery receipts are required to pay the entire shipment and must be attached to the invoice transaction in Treasury IPP. .

B. Invoicing Procedures for Services Ordered via IBS or Services Ordered via Contracting Action:

B.1 The following procedures applicable to invoicing and payment for services ordered or modified thereafter within the SDDC Integrated Booking System (IBS) or for services ordered or modified thereafter within USTRANSCOM contracting.

B.2 All invoices for these charges shall be submitted electronically via the Treasury IPP. Invoices along with any required supporting documentation will be submitted via this portal. Once invoices are successfully uploaded to the portal, they will be interfaced into the Transportation Financial Management System (TFMS) for entitlement processing.

B.3 A Treasury IPP invoice will contain the following information:

Header:

Contractor Name and Address(*) Invoice Date and Invoice Number Invoice Total Amount(*) Contract Number(*) TFMS PO Number (*) (Combination of contract number + Port Call File Number (PCFN) + PCFN fiscal year + sequence number) – no more than one (1) per invoice.

Sail Date

Line Item Detail:

Line Item Description(*) Quantity Unit of Measure(*) Unit Price(*) Extended price of services performed(*) TFMS PO Line Number(*) TFMS PO Schedule Number(*) Transportation Control Number (TCN) (*)

B.4 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 weigh 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.5 Weigh tickets and joint certified documents must include, at minimum, the following information:

– TCN

– Weight (stated in Pounds or with Pound conversion when kilograms are used)

– Cargo dimensions (length x width x height)

– Date/time of weigh

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

C. Invoicing Procedures for Services Not Ordered:

C.1. These procedures are applicable to invoicing and payment for priced charges or Contracting Officer pre-approved charges that are not ordered 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 payment on the invoice

D. Invoicing Procedures for Request for Equitable Adjustment (REA)

D.1. The amount of any request for equitable adjustment (REA) to contract terms shall accurately reflect the contract adjustment for which the Contractor believes the Government is liable. The request shall include only costs for performing the change, and shall not include any costs that already have been reimbursed or that have been separately claimed.

D.2. REA's shall be submitted in accordance with DFARS clause 252.243-7002 and must be accompanied with an invoice. Invoices for equitable adjustment requests may be submitted through the REA portal within IPP or emailed electronically to transcom.scott.tcaq.mbx.i-reas-and-invoices@mail.mil.