T2658 - Appendix C Electronic Invoices~1.docx

T2658 - NJDEP-SITE REMEDIATION & EMERGENCY MANAGEMENT PROGRAMS

Electronic Submission of Invoice and Backup Documentation (Appendix C)

Contractors for the Site Remediation Program and Emergency Management Program are required to submit all invoices and the backup documentation to an NJDEP-SRP electronic mailbox.

Please follow the requirements noted below. Any changes to these requirements will be conveyed to all Contractors in writing only by the Site Remediation Program, Contracting & Financial Services Element. No other group is authorized to issue changes to these requirements.

Overall General Requirements

1. The Contractor has the sole responsibility to ensure that the information submitted to the NJDEP for approval has the following information correctly indicated: purchase order number (blanket order number), Vendor ID Number, Vendor Name and Address and Bill To Address, Vendor Invoice Number and Date, Items/Services and Quantities and the Total Amount being Invoiced.

2. The Contractor cannot send the invoice set to a NJDEP employee for submittal to the SRP electronic mail box.

3. The Contractor shall not cross out purchase order numbers (blanket order numbers), fund numbers or account numbers and handwrite alternate information. Modification of this information by the Contractor will result in automatic rejection of an invoice set.

4. NJDEP will not correct any information submitted by the Contractor. All corrections must be completed by the Contractor.

5. Cross outs by Contractor staff, other than those not allowed in item #3 above, must be dated and initialed by the Contractor’s staff prior to generation of the pdf file.

6. For each purchase order (blanket order number) the Contractor may submit multiple invoice sets to the State.

7. A copy of the purchase order (blanket order number) shall be considered part of the invoice set and shall accompany the pdf submittal. The quantity and total amount of each line item being invoiced shall be indicated on the purchase order (blanket order).

8. The amount being invoiced shall be indicated on the first page of the purchase order (blanket order) directly underneath the order number. This amount shall be the total minus the retainage withheld.

General Electronic Requirements

1. The electronic copy shall be created in adobe acrobat pdf format in the read only format.

2. The maximum number of characters in the pdf invoice name is 30 characters.

3. Only one invoice set per pdf file. Submittal of multiple invoice sets in a pdf file will result in rejection of the submittal.

The file name shall consist of the following: State purchase order (blanket order) number and Contractor’s invoice number (with variations as provided below):

example: 16-ENVIR-00011-9_000001.pdf

IMPORTANT – Our system does not recognize colons (:) which are automatically assigned by NJSTART as part of the Purchase Order Name. When sending the PO name, please use a dash (-) in place of the colon on the PO.

4. The Contractor shall send the electronic version of the invoice set to the following State email address: SRP_CFS_Invoices@dep.nj.gov. (Note there is an underline space between SRP_CFS and CFS_Invoices.)

5. In the subject section of the invoice email, the Contractor must include the job number and the purchase order (blanket order) number. If the Contractor has the site name it is also to be included in the subject section of the invoice email.

example: big hill sanitary landfill, job number: C330BD90, po#16-ENVIR-00011-9

6. Failure of the Contractor to submit acceptable and complete invoice sets and or revisions (if required), shall affect the prompt payment time frame on that invoice set. If the invoice is rejected, prompt payment time frame is stopped. Upon receipt of the revised invoice set, a new prompt payment time frame will be initiated.

7. The New Jersey Office of Information Technology (OIT) has established an email message size limit of 25mb. This 25mb message size limitation includes both the message and all attachments on the email being sent to email addresses within the New Jersey State government system. Any email messages sent to NJDEP email addresses will be delivered only if they do not exceed the total 25mb message size (including the actual message and any attachments of 25mb). If your documentation is greater than the limitation specified here, you will have to separate this submittal into two or more invoice sets with the correct documentation with each invoice and submit as different requests for payment in separate pdf files.

Retainage Invoices

When required by the contract, Contractors are required to submit all requests for retainage payments on a separate invoice.

For retainage invoices, the invoice’s name must include the lettering “ret” for the word “retainage” in order to indicate it is a retainage invoice, in addition to the invoice number.

Upon completion of the engagement, the Contractor is required to submit the “certification for release of claims”.

For any purchase order (blanket order) that includes subcontractor activity and retainage has been withheld, upon completion of the subcontractor’s’ task, the Contractor must submit a separate invoice requesting payment of the retainage withheld for that particular subcontractor’s work. The Contractor must list the subcontractor’ s name and the retainage payment being requested. The Contractor is also required to submit the “affidavit for subcontractor payments”.

An electronic copy of the required certification and affidavit, if applicable must be included in the appropriate invoice submittal.

In addition to the electronic copy, the certification and affidavit, if applicable, with original signatures and a cover letter must be sent to:

Frank DeFeo, Acting Assistant Director NJDEP-SRWMP, Contracting & Financial Services P.O. Box 420, Mail Code 06I Trenton, NJ 08625-0420 For delivery by courier service the physical location is 401 East State Street 6th floor.

Laboratory Services Contract Requirements

The laboratory services contracts require the submittal of 80% and 20% invoices. Separate pdf files for the 20% and the 80% invoices are required. These files will require a slightly different file name with the numbers “80%” and “20%” added to the end of the Contractors invoice number.

80% invoice: 16-ENVIR-00011-9_000001_80%.pdf 20% invoice: 16-ENVIR-00011-9_000001_20%.pdf

Emergency Management Program Contract Requirements

The Emergency Response contract retainage of 10% is required for all purchase orders over $30,000 unless an NJDEP approved letter of credit exists. The retainage invoice must be submitted at the same time as the final invoice that is submitted for payment. Any additional paperwork for retainage payment required by Emergency Response must be included with the electronic invoice. The Contractor must submit both the 90% (or the remaining invoices for the 90% invoice) and 10% invoices at the same time. Separate pdf files for the 10% and the 90% invoices are required. These files will require a slightly different file name with the numbers “90%” and “10%” added to the end of the Contractors invoice number.

90% invoice: 16-ENVIR-00011-9_000001fin_90%.pdf 10% invoice: 16-ENVIR-00011-9_000001fin_10%.pdf

Audit Invoices

If the invoice is being submitted in response to audit findings as determined by the SRP financial auditing services Contractor, the lettering “AUD” for the words “audits findings” must be included in the invoice name.

example: 16-ENVIR-00011-9_000001aud.pdf

Rejection of an Electronic Invoice Set

If the invoice set is rejected by the State, the Contractor must resubmit the electronic copy of the invoice and supporting documentation in the same manner as the first submittal. The original file name must be revised with the addition of “rev” to the Contractor’s invoice number. If the is first revision of the invoice set, the revision is listed as rev1, if it is a sequence revision it must be labeled as rev2, rev3 etc.

example: 16-ENVIR-00011-9_000001rev1.pdf

When any NJDEP staff person who is responsible for approval of an invoice, at any step of the process, detects an error in the invoice, is required to notify the engagement manager. The engagement manager must contact the Contractor in writing (email is acceptable) and inform the Contractor of the problem with the invoice and determine the resolution of the problem.

Questions/Assistance

If you have questions or need assistance in this process, please contact the following staff person:

Wendi Higgins Supervisor, Contract Administration 609 633-2349 or wendi.higgins@dep.nj.gov Effective November 2018 NJDEP-SRP Electronic Invoice Requirements