Attachment_03_ElectronicTransferExpensesInstructions-Format.pdf

ATTACHMENT 3

Electronic Transfer of Contractor Expenses Instructions and Format

1.0 Instructions for the electronic submission of contractor expense data are as follows:

a. Submit only one line of current expenditures and one line of cumulative expenditures per record.

b. Maximum line length is 91 characters. Try to stay around 80.

c. Categories are separated by a space.

d. File must not contain page breaks or blank lines.

e. Each line of current expenditures must contain at least nine columns and each line of cumulative expenditures must contain nine columns. If there is no expenditure data for the first nine columns, zeros must be placed in those columns.

f. If no expenditures exist for the CLIN and category put a zero in the column.

g. Submit all add records for a reporting period at the beginning of the file. After the reporting period, you may submit changes and deletion entries. Specify the period for the entry you wish to change or delete.

h. Valid transaction codes: (A) for adding or changing a record and (D) is for deletion of a record.

Do not send a cumulative line when deleting a record.

i. All fields may be submitted to include up to the second decimal place.

1.1 The following information must be contained in each file and must be in the following order. There are some categories that are not used on all task orders but are required for others. You must report a zero for categories the task order or the contractor’s reporting system does not require. If no expenditures exist for a particular category, put a zero in the column for the current expenditures. Following are the headers and columns available to enter expenditures:

Contractor Status Report

Task Order Number:

Week Ending Date: MM/DD/YYYY

CODE, WBSN/TO_NO, CLIN, HOURS, LABOR$, HOURS_OT, LABOR$_OT,

MATERIAL, TRAVEL, OTHER, CUM_HOURS, CUM_LABOR$,

CUM_HOURS_OT, CUM_LABOR$_OT, CUM_MATERIAL, CUM_TRAVEL,

CUM_OTHER

a. The task order number needs to be specified only once for the reporting period.

b. The week ending date needs to be specified only once for a given period and will be applied to all entries following the date. Dates should reflect the following format: MM/DD/YYYY.

1.2 Descriptions of expenditure category (column) titles are as follows:

CODE - Transaction Code. Should be an (A) when expenses for the specified CLIN are for a new period ending date, or a (D) if the transaction is a deletion of a previously transmitted expense entry. This entry should be placed in the first position of the line.

WBSN/TO_NO - Work Breakdown Structure Number (WBSN). This entry may consist of up to17 characters. WBSN shall be in the following format:

05 = Last two digits of the Fiscal Year in which the task began (ex.

2005)

A = Task Order Option Year - an alphabetic indicator assigned to each option year (ex. A for Base Year, B for Option I, C for Option II, etc.). WBSN will correspond to the task order's deliverable CDRL for that option year.

5733/ = Task Order Number - last four digits of the task order number and a forward slash (/) at the end (ex. N00421-02-C-5733)

090-01 = WBSN - up to nine characters total (ex. 090, 090-01, 1111- A01)

Examples: 05A5733/090 05A5733/090-01 05A5733/1111-A01

- Task Order format shall be in accordance with the Government issued number shown on Block 2 of Form DD1155. Number format can be alphabetic, numeric, or alphanumeric.

CLIN - Task Order Line Item Number. This entry may consist of up to 6 characters

(ex. 0001, 0101, 0001aa, 0001ab).

HOURS - Total Workhours. Total labor hours expended for the reporting period to include subcontractor hours. Overtime hours worked may be included if other categories are not feasible to utilize with contractor’s reporting system.

LABOR$ - Labor Dollars. Total fully burdened labor dollars expended for the reporting period. May include overtime labor and subcontractor labor dollars, if other categories are not feasible to utilize with the contractor’s reporting system.

HOURS_OT - Overtime Hours. Total overtime labor hours expended for the reporting period, if the contractor’s reporting system provides this total separately from standard time workhours.

LABOR$_OT - Overtime Labor Dollars. Total fully burdened overtime labor dollars expended for the reporting period, if the contractor’s reporting system provides this total separately from standard labor dollars.

MATERIAL - Material Dollars. Total fully burdened material expenditures including outstanding commitments for the reporting period. This may include subcontractor material expenditures, if other categories are not feasible to utilize with the contractor’s reporting system.

TRAVEL - Travel Dollars. Total fully burdened travel expenditures including outstanding commitments for the reporting period. This may include subcontractor travel expenditures, if other categories are not feasible to utilize with the contractor’s reporting system.

OTHER - Other Dollars. All other miscellaneous expenses not applicable to the above categories broken down by CLIN (labor, travel, and material), if the contractor’s reporting system provides a category of cost other than those provided above.

CUM - Cumulative Hours or Cost. Indicates the cumulative total of the category.

1.3 The following reflects how each expenditure category is rolled together to show CLIN Level expenses:

a. HOURS + HOURS_OT = HOURS

b. LABOR$ + LABOR$_OT = LABOR

c. MATERIAL = MATERIAL

d. TRAVEL = TRAVEL

e. OTHER = OTHER

f. CUM_HOURS + CUM_HOURS_OT = CUM_HOURS

g. CUM_LABOR$ + CUM_LABOR$_OT = CUM_LABOR

h. CUM_MATERIAL = CUM_MATERIAL

i. CUM_TRAVEL = CUM_TRAVEL

j. CUM_OTHER = CUM_OTHER