Attachment 8: Invoice Requirements

ATTACHMENT 8- 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 (NUC-1, NUC-2, NUC-3, FOS, RAV, ROS)
h. Contracting Officer Consent Letter Serial Number(s)
i. Vessel Project Number (WBS or NWA)
j. Expenditure Type
k. 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