Attachment_5_Invoice_Prepartion_Instructions.pdf

INVOICE PREPARATION INSTRUCTIONS

SF 1034

The information which a contractor is required to submit in its Standard Form 1034 is set forth as follows:

(1) U.S. Department, Bureau, or establishment and location - insert the names and address of the servicing finance office unless the contract specifically provides otherwise.

(2) Date Voucher Prepared - insert date on which the public voucher is prepared and submitted.

(3) Contract/Delivery Order Number and Date - insert the number and date of the contract and delivery order, if applicable, under which reimbursement is claimed.

(4) Requisition Number and Date - leave blank.

(5) Voucher Number - insert the appropriate serial number of the voucher. A separate series of consecutive numbers, beginning with Number 1, shall be used by the contractor for each new contract. When an original voucher was submitted, but not paid in full because of suspended costs, resubmission vouchers should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" as the last character of the number. If there is more than one resubmission, use the appropriate suffix (R2, R3, etc.)

(6) Schedule Number; Paid By; Date Invoice Received - leave blank.

(7) Discount Terms - enter terms of discount, if applicable.

(8) Payee's Account Number - this space may be used by the contractor to record the account or job number(s) assigned to the contract or may be left blank

(9) Payee's Name and Address - show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

(10) Shipped From; To; Weight Government B/L Number - insert for supply contracts.

(11) Date of Delivery or Service - show the month, day and year, beginning and ending dates of incurrence of costs claimed for reimbursement. Adjustments to costs for prior periods should identify the period applicable to their incurrence, e.g., revised provisional or final indirect cost rates, award fee, etc.

(12) Articles and Services - insert the following: "For detail, see Standard Form 1035 total amount claimed transferred from Page of Standard Form 1035." Type "COST

REIMBURSABLE-PROVISIONAL PAYMENT" or "INDEFINITE

QUANTITY/INDEFINITE DELIVERY-PROVISIONAL PAYMENT" on the Interim public vouchers. Type "COST REIMBURSABLE-COMPLETION VOUCHER" or

"INDEFINITE QUANTITY/INDEFINITE DELIVERY-COMPLETION VOUCHER" on the Completion public voucher. Type "COST REIMBURSABLE-FINAL VOUCHER" or

"INDEFINITE QUANTITY/INDEFINITE DELIVERY-FINAL VOUCHER" on the Final public voucher. Type the following certification, signed by an authorized official, on the face of the Standard Form 1034.

"I certify that all payments requested are for appropriate purposes and in accordance with the agreements set forth in the contract."

(Name of Official), (Title)

(13) Quantity; Unit Price - insert for supply contracts.

(14) Amount - insert the amount claimed for the period indicated in (11) above.

INVOICE PREPARATION INSTRUCTIONS (Continuation of SF 1034)

SF 1035

The information which a contractor is required to submit in its Standard Form 1035 is set forth as

(1) U.S. Department, Bureau, or Establishment - insert the name and address of the servicing finance office.

(2) Voucher Number - insert the voucher number as shown on the Standard Form 1034.

(3) Schedule Number - leave blank.

(4) Sheet Number - insert the sheet number if more than one sheet is used in numerical sequence. Use as many sheets as necessary to show the information required.

(5) Number and Date of Order - insert payee's name and address as in the Standard Form

1034.

(6) Articles or Services - insert the contract number as in the Standard Form 1034.

(7) Amount - insert the latest estimated cost, fee (fixed, base, or award, as applicable), total contract value, and amount and type of fee payable (as applicable).

(8) A summary of claimed current and cumulative costs and fee by major cost element.

Include the rate(s) at which indirect costs are claimed and indicate the base of each by identifying the line of costs to which each is applied. The rates invoiced should be as specified in the contract or by a rate agreement negotiated by EPA's Cost Policy and Rate

Negotiation Branch.

(9) The fee shall be determined in accordance with instructions appearing in the contract.

NOTE: Amounts claimed on vouchers must be based on records maintained by the contractor to show by major cost element the amounts claimed for reimbursement for each applicable contract.

The records must be maintained based on the contractor's fiscal year and should include reconciliations of any differences between the costs incurred per books and amounts claimed for reimbursement. A memorandum record reconciling the total indirect cost(s) claimed should also be maintained.

SUPPORTING SCHEDULES FOR FIXED-RATE CONTRACTS

The following backup information is required as an attachment to the invoice as shown by category of cost:

Other Direct Costs -

Direct Labor - identify the number of hours (by contractor labor category and total) and the total direct labor hours billed for the period of the invoice.

Travel - identify by trip, the number of travelers, the duration of travel, the point of origin, destination, purpose of trip, transportation by unit price, per diem rates on daily basis and total dollars billed. Detailed reporting is not required for local travel.

NOTE: Any costs requiring advance consent by the Contracting Officer will be considered improper and will be suspended, if claimed prior to receipt of Contracting Officer consent. Include the total cost claimed for the current and cumulative-to-date periods. After the total amount claimed, provide summary dollar amounts of cumulative costs: (1) suspended as of the date of the invoice; and (2) disallowed on the contract as of the date of the invoice. The amount under (2) shall include costs originally suspended and later disallowed. Also include an explanation of the changes in cumulative costs suspended or disallowed by addressing each adjustment in terms of:

voucher number, date, dollar amount, source, and reason for the adjustment. Disallowed costs should be identified in unallowable accounts in the contractor's accounting system.

RESUBMISSIONS

When an original voucher was submitted, but not paid in full because of suspended costs and after receipt of a letter of removal of suspension, resubmissions of any previously claimed amounts which were suspended should be submitted in a separate invoice showing the original voucher number and designated with the letter "R" with the copy of the removal of suspension notice. The amounts should be shown under the appropriate cost category and include all appropriate supplemental schedules. NOTE: All disallowances must be identified as such in the accounting system through journal entries.

Voucher re-submittals: Such claims should be submitted in a separate invoice or request for contractor financing payment number. They should include supplemental schedules showing the previously adjusted amounts by contract period. If the resubmission is based on a new rate agreement, a copy of the agreement should be attached.

COMPLETION VOUCHERS

Submit a completion voucher when all performance provisions of the contract are physically complete, when the final report (if required) is accepted, and when all direct costs have been incurred and booked. Contractors must identify these vouchers by typing "Completion Voucher" next to the voucher number. For contracts separately invoiced by task order, provide a schedule showing total costs claimed and in total for the contract.

FINAL VOUCHER AND RELEASE

In addition to the completion voucher, the contractor must submit an original and two copies of

EPA Form 1900-10, Contractor's Cumulative Claim and Reconciliation showing the total cumulative costs claimed under the contract.

The information which a contractor is required to submit in its EPA Form 1900-10 is set forth as

(1) Contractor's Name and Address - show the name of the contractor exactly as it appears in the contract and its correct address, except when an assignment has been made by the contractor, or the right to receive payment has been restricted, as in the case of an advance account. When the right to receive payment is restricted, the type of information to be shown in this space shall be furnished by the Contracting Officer.

(2) Contract Number - insert the number of the contract under which reimbursement is claimed.

(3) First voucher number and completion voucher number.

(4) Total amount of cost claimed for each cost element category through the completion voucher.

(5) Signature.

(6) Official title.

(7) Date.

FINAL VOUCHER AND CLOSING DOCUMENTS

The contractor shall prepare a final voucher including any adjustments to vouchered costs necessitated by the final settlement of the contract price. Contractors must identify these vouchers by typing "Final Voucher" next to the voucher number. The contractor shall also provide an original and two copies of an updated EPA Form 1900-10, Contractors Cumulative Claim and

Reconciliation, showing the total negotiated, cumulative costs for the contract.

In addition to the final voucher, the contractor must submit an original and two copies of the

Contractor's Release; Assignee's Release, if applicable; the Contractor's Assignment of Refunds, Rebates, Credits and other Amounts; the Assignee's Assignment of Refunds, Rebates, Credits and other Amounts, if applicable; and the Contractor's Affidavit of Waiver of Lien, when required by the contract.

US EPA Agreement For Email Submission of Contract Invoices

The Environmental Protection Agency‘s (EPA) Research Triangle Park Finance Office (RTP-FC) has developed a program that will allow contractors to submit their contract invoices to the

Environmental Protection Agency [—EPA“ or —Agency“] Finance Center via email. In order for a contractor to submit their invoices via email, the following release agreement must be signed by a duly authorized representative of the contractor and returned to RTP-FC, and/or the contract terms currently in force must allow for electronic invoicing in the award or modifications. As a part of the release and/or award terms, the contractor agrees to submit invoices subject to the invoicing procedures attached. The contractor should ensure that contract terms are fulfilled concerning submission of invoice copies to the project officer and contracting officer since the email submitted to RTP-FC will not be forwarded to them. This agreement remains in force until it is terminated or rescinded, or applicable sections are modified by EPA.

Release of Liability:

I certify that I, __________________________ (Name) am the ___________________________

(Official Title) of the contractor, _____________________________ (Company Name) and that I have full and complete authority to sign the following Release Agreement and to bind the contractor, _________________________________ (Company Name), to its terms and conditions. The contractor understands that there are risks inherent with the electronic email submission of invoices, including, but not limited to, the release of confidential business information. The contractor hereby releases the Environmental Protection Agency of any liability with regard to such risks and will make no claims against the Agency if the contractor is harmed as a result of submitting an electronic invoice. The contractor understands that the Agency will not intentionally forward email submissions to potential competitors of the contractor and will be used solely for invoice payment processing purposes. The contractor understands that it is not required to submit invoices electronically via email and this release only applies to those invoices submitted electronically via email.

The contractor therefore understands and accepts the inherent risks of electronically transmitting sensitive data. The contractor further agrees that it will follow the invoicing procedures (copy attached) for any invoices that it chooses to submit electronically. This release applies to all invoices submitted as designated in the procedures below. Further, this release applies to ALL contracts (both current and future) for the contractor listed above.

Please reference current active contract numbers and

DUNS number: _____________

Signature Date

**Click this link to find email billing information and an electronic copy of the agreement then follow the instructions and email a PDF completed agreement with signature to:

ContractPaymentInfo@epa.gov (phone: (919) 541-1148).

http://www2.epa.gov/financial/contracts#Contract_invoices mailto:ContractPaymentInfo@epa.gov