Attachment_H_-_Invoice_Requirements.doc

ATTACHMENT H

INVOICE REQUIREMENTS/REPORT OF EXPENDITURES/REPORT OF RECEIPTS

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)

3. For budgeted reimbursables, the Contractor will submit a Report of Receipts on the twentieth day of each month. This report will estimate the value of goods and services received within each budgeted reimbursable Expenditure Type incurred by each ship during each month. This report shall provide the data below.

a. Vessel Name / Contract Number

b. Expenditure Type Number

c. Expenditure Type Description from Contract

d. Reporting Month

e. Estimated Amount in Dollars of Goods/Services Received for the Month

f. Total of Estimated Amount in Dollars reported Fiscal Year-to-Date

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

ADDITIONAL DATA REQUIRED

Fixed Ship Per Diem

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

Port Charges and Expenses

Justification/Rmks Required

Docking/Dockage

Agent Fees

X

Maritime Security Guards

Line Handling

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

Sponsor Telephone Charges

X

Justification/Rmks Required

Justification/Rmks Required

Communications

INMARSAT (Minutes)

X

Ship Maintenance and Repair

Justification/Rmks Required

Ship Overhaul

X

Shipyard Drydocking

X

Justification/Rmks Required

Underwater Hull Maintenance

X

Justification/Rmks Required

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 Representatives

X

Justification/Rmks Required

Unit of Issue/APL/Part #/NSn/Manuf.

Replacement of Installed Equipment

X

Chemical Cleaning of Cargo Holds

X

Industrial Assistance for Guarantee Work Items

X

Item Number

Ship Engineering Support Services

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

Supplies and Material

Medical Supplies

Vendor Name/Part # NSN/AMAL

Contractor Travel

From Where to Where

Other Government Agency Fees

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

Justification/Rmks Required

Other Contractor Provided Services

Embarkations/Public Affairs Activities

Justification/Rmks Required

Integrated Logistics Support

X

Award Fee

X

Other Contractor Provided Services

X

Justification/Rmks Required