Att_H_-_Invoice_Reqs_-_amend_03.pdf

ATTACHMENT H

INVOICE REQUIREMENTS/REPORT OF EXPENDITURES

1. At a minimum, the following information must appear on the face of each invoice:

a. Invoice Number (No more than 18 alphanumeric characters)

b. Invoice date (MM/DD/YYYY)

c. Contract Number

d. CLIN

e. Vessel Name

f. Port (if applicable)

g. Vessel Status (FOS, RAV, ROS)

h. Contracting Officer Consent Letter Serial Number(s) (if applicable)

i. Vessel Project Number

j. Vessel Task Number

k. Expenditure Type

l. Invoice Type: Port Services, Maintenance & Repair, or Overtime

2. A Report of Expenditures is required for each invoice submitted under this contract and must be submitted with the invoice for payment. The Report of Expenditures is the supporting documentation for invoices. Any invoice received without this report will be returned to the Contractor. A separate

Report of Expenditures is required for each invoice and should only contain information specific to that invoice. The Report of Expenditures shall identify when goods and services are received, not when a

PO is written or an invoice is received. For each Expenditure Type billed under an invoice, the following information will be required. The Tables found on following pages of this attachment provide additional information/instructions.

a. Operating Contractor’s Purchase Order Number

b. Vendor Invoice Number

c. Contracting Officer Consent Letter Serial Number

d. Expenditure Type Number

e. Expenditure Type Description from Contract

f. Start of Service (MM/DD/YYYY)

g. End of Service (MM/DD/YYYY)

h. Amount in Dollars

i. Foreign Currency (if paid in foreign currency)

j. Amount in Foreign Currency (if paid in foreign currency)

k. Description Breakdown (if required by Expenditures Table)

l. Quantity (hours, days, events) (if required by Expenditures Table)

m. Premium Paid (if required by Expenditures Table)

n. Remarks/Justification (if required by the Expenditures Table)

Expenditures Table (to be used with the Report of Expenditures)

CLIN/EXPENDITURE

DESCRIPTION

DESCRIPTION

BREAKDOWN

QUANTIY PREMIUM

ADDITIONAL DATA

REQUIRED

Fixed Ship Per Diem

Per Diem Rates FOS/ROS/RAV X Justification/Rmks Required

Reimbursable Operating Costs

ROS Direct Expenses X Justification/Rmks Required

War Risk Bonuses and Extra Wages

X Justification/Rmks Required

Additional P&I Insurance X Justification/Rmks Required

Legal Expenses for Claims X Justification/Rmks Required

Merchant Marine Cadet Wages/Travel

Stevedore Damage X

Crew Overtime to Support Sponsor Operations

X Justification/Rmks Required

Additional Crew Wages X Justification/Rmks Required

Food Service (Sponsor Personnel) Log From Vessel X

Port Charges and Expenses

Canal Tolls Suez/ Panama X Justification/Rmks Required

Docking/Dockage X X

Agent Fees X

Pilot Fees Inbound/Outbound X X Justification/Rmks Required

Tug Services Inbound/Outbound X X Justification/Rmks Required/#hours

Maritime Security Guards X X Justification/Rmks Required

Taxes/Duties/Customs Taxes/Duties/Customs X X

Line Handling X X

Launch Services X

Hazardous Material Disposal X Justification/Rmks Required

Oil Spill Response X Justification/Rmks Required

Trash Disposal X

Boom Vessel X Justification/Rmks Required

Load/Discharge Sponsor Material X X Justification/Rmks Required

Sponsor Telephone Charges X Justification/Rmks Required

Other Port Charges/Expenses Postage/Petties/Shore Service X Justification/Rmks Required

Communications

INMARSAT (Minutes) X

Ship Maintenance and Repair

ABS Classification Costs Inspection/Travel X Justification/Rmks Required

Ship Overhaul X

Shipyard Drydocking X Justification/Rmks Required

Underwater Hull Maintenance X Justification/Rmks Required

Industrial Assistance Assistance/Travel X Justification/Rmks Required

Salvage Assistance X

Propeller Polishing X Justification/Rmks Required

Government Approved Alterations X Justification/Rmks Required/Alt #

Alteration Development X Justification/Rmks Required/Alt #

Service and Technical X Justification/Rmks Required

Representatives

Repair Parts Ship/Lighterage X Unit of Issue/APL/Part #/NSn/Manuf.

Replacement of Installed Equipment

X

Calibration of Test Equipment Gauges/Meters/Test Equipment

X

Chemical Cleaning of Cargo Holds X

Industrial Assistance for Guarantee Work Items

X Item Number

Ship Engineering Support Services

Lube Oils, Chemicals, Testing, Firefighting Foam Analysis

Lube Oils, Chemicals, Testing, Firefighting Foam Analysis

X Justification/Rmks Required

Ship Equipment and Spare Parts

Ship Spare Parts X Unit of Issue/APL/Part #/NSn/Manuf.

Non-ADP Controlled Equipment X Unit of Issue/APL/Part #/NSn/Manuf.

Equipment & Purchases

COSAL Allowance Changes X Unit of Issue/APL/Part #/NSn/Manuf.

Fuel

Propulsion Fuel - DFM (Barrels) X

Propulsion Fuel – Bunker MGO X

Oils and Chemicals

Hydraulic Oil and Lubricants Lube Oil/Hydraulic Oil/Lubricants

X

Supplies and Material

Medical Supplies Vendor Name/Part #

NSN/AMAL

Contractor Travel

Crew/Port Captain/Engineeer Travel

Crew/Port Capt/Port Eng. X From Where to Where

Other Government Agency Fees

USCG Travel Fee/Travel Justification/Rmks Required

Training

Additional Government Required Training

X Justification/Rmks Required

Force Protection Training

Force Protection Officer Training X Justification/Rmks Required

Freight Charges

Shipment of Repair Parts, Equipment, Furnishing, Equipage

Ship Justification/Rmks Required

Other Contractor Provided

Embarkations/Public Affairs Activities

Justification/Rmks Required

Integrated Logistics Support X

Award Fee X

Other Contractor Provided

X Justification/Rmks Required