17. Invoicing Instructions.pdf

Invoicing Instructions: The Contractor shall provide invoices in accordance with FAR 32.905(b).

Electronic invoice submissions must be created in black and white and in Adobe’s Portable Document

Format (PDF) and comply with the requirements specified within this contract. At a minimum, invoices shall be signed by an officer of the company or authorized delegate and include the following elements:

Name and address of the contractor (Note: Differences between the remittance address on the invoice and the data on record in the System for Award Management (SAM) can potentially cause delays in payment. Please verify these data agree exactly.)

Invoice date and unique invoice number

Entire Contract number, correct contract/sub line item number (CLIN/SLIN), the order number and modification number as applicable.

Description, quantity, unit of measure, unit price and extended price of the item delivered and/or services rendered. Item description must match those contained in the purchase order/contract description.

If travel is included, submit approved travel requests and supporting documentation. Also provide date range of travel.

Delivery tracking information to include tracking number, date delivered, and name/location of the person accepting delivery.

In cases where there is no physical delivery, please include all email correspondence to the electronic delivery POC (the customer) when the product becomes available for download or is renewed in accordance with the statement of work. Read receipts may help substantiate electronic delivery.

Name and address of official to whom payment will be sent

All invoices for this contract action shall be submitted via email with a subject line that includes the word

“invoice”, the short description of the requirement, the contract number, and the invoice number. All invoices shall be submitted ONLY to the following locations for processing:

ITS_CIS_INVOICES@usace.army.mil

CEHNC-CSS-CIS2@usace.army.mil

Earl.A.Freeman@usace.army.mil

Final invoices with respect to a specific contract/delivery order/task order shall be clearly marked

“FINAL” and submitted within 45 days after period of performance end date specified in contract. NOTE

– In some cases the first invoice may also be the final invoice.

The invoice shall meet all of the above requirements or it will be rejected in accordance with FAR

32.905(b)(3).

Payment Processing will begin: 1) after the Government accepts delivery of the supplies and/or services being billed, 2) receipt of invoice in accordance with these instructions and 3) a release of claims (with the final invoice).

NOTE - The acquisition PM is responsible for determining the acceptability of the invoice and annotating the Government’s official “received” date. The received date is used on occasions where interest must be calculated for late payment. Deficient invoice submissions will be rejected.

RFP – DoDEA – Bahrain: Uninterruptible Power Supply

I. INVOICING INSTRUCTIONS

mailto:ITS_CIS_INVOICES@usace.army.mil mailto:CEHNC-CSS-CIS2@usace.army.mil