ATTACHMENT_I_Inv_Requirements.pdf

ATTACHMENT I - INVOICE REQUIREMENTS/REPORT OF EXPENDITURES

1. At a minimum, the following information must be contained in 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)

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 every 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 invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of Expenditures. For paper invoices, the Contractor will attach this report to the package. 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 number and value of transactions within an Expenditure Type incurred by each ship during the month. For invoices submitted through WAWF, the Contractor may attach file(s), such as the Report of Receipts. For paper invoices, the Contractor will attach this report to the package. This report shall provide the data below.

a. Vessel Name / Contract Number

b. Expenditure Type Number

c. Expenditure Type Description from Contract

d. Start of Service or Receipt of Good (MM/DD/YYYY)

e. End of Service (MM/DD/YYYY) (Not Required for Receipt of Good)

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

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

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 Representatives

X Justification/Rmks Required

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/Engineer 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