ML18318A401

Instructions Ipp Billing Instructions for Cost - Reimbursement Type Contracts

ML18318A401
Person / Time
Issue date:	09/20/2018
From:	Office of Administration
To:
References
OEDO-18-00479, OIG-18-A-17
Download: ML18318A401 (8)

Text

Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

General: During performance and through final payment of this contract, the contractor is responsible for the accuracy and completeness of data within the System for Award Management (SAM) database and the Invoice Processing Platform (IPP) system and for any liability resulting from the Governments reliance on inaccurate or incomplete SAM and/or IPP data.

The contractor shall prepare invoices/vouchers for payment of deliverables identified in the contract, in the manner described herein. FAILURE TO SUBMIT INVOICES/VOUCHERS IN ACCORDANCE WITH THESE INSTRUCTIONS MAY RESULT IN REJECTION OF THE INVOICE/VOUCHER AS IMPROPER.

Electronic Invoice/Voucher Submissions: Invoices/vouchers shall be submitted electronically to the U.S. Nuclear Regulatory Commission (NRC) is through the Invoice Processing Platform (IPP) at www.ipp.gov.

Purchase of Capital Property: ($50,000 or more with life of one year or longer)

Contractors must report to the Contracting Officer, electronically, any capital property acquired with contract funds having an initial cost of $50,000 or more, in accordance with procedures set forth in NRC Management Directive (MD) 11.1, NRC Acquisition of Supplies and Services.

Agency Payment Office: Payment will continue to be made by the office designated in the contract in Block 12 of the Standard Form 26, or Block 25 of the Standard Form 33, whichever is applicable.

Frequency: The contractor shall submit requests for reimbursement once each month, unless otherwise authorized by the Contracting Officer.

Supporting Documentation: Any supporting documentation required to substantiate the amount billed shall be included as an attachment to the invoice created in IPP. If the necessary supporting documentation is not included, the invoice will be rejected.

Task Order Contracts: The contractor must submit a separate invoice/voucher for each individual task order with detailed cost information included as Supporting Documentation. This includes all applicable cost elements and other items discussed in paragraphs (a) through (k) of the attached instructions.

Billing of Costs after Expiration of Contract: If costs are incurred during the contract period and invoiced after the contract has expired, you must cite the period during which these costs were incurred. To be considered a proper expiration invoice/voucher, the contractor shall clearly mark it "EXPIRATION INVOICE" or EXPIRATION VOUCHER".

Final invoices/vouchers shall be marked "FINAL INVOICE" or "FINAL VOUCHER".

Currency: Invoices/Vouchers must be expressed in U.S. Dollars.

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Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

Supersession: These instructions supersede previous Billing Instructions for Cost-Reimbursement Type Contracts (SEPT 2017).

Does my company need to register in IPP?

If your company is currently registered in IPP and doing business with other Federal Agencies in IPP, you will not be required to re-register.

If your company is not currently registered in IPP, please note the following:

• You will be receiving an invitation to register for IPP from IPP Customer Support, STLS.IPPHELPDESK@stls.frb.org.

• IPP Customer Support will send you two emails: the first email will contain the initial administrative IPP User ID and the second email, sent within 24 hours2.777778e-4 days <br />0.00667 hours <br />3.968254e-5 weeks <br />9.132e-6 months <br /> of receipt of the first email, will contain a temporary password.

• Please add the Customer Support email address (STLS.IPPHELPDESK@stls.frb.org) to your address book so you do not disregard these emails or mistake them for spam.

• During registration, one initial administrative user account will be created for your company and this user will be responsible for setting up all other user accounts including other administrators.

• Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided by Treasury and accepts the rules of behavior.

What type of training is provided?

Vendor training materials, including a first time login tutorial, user guides, a quick reference guide, and frequently asked questions are available on Treasurys IPP website. Individuals within your company responsible for submitting invoices should review these materials before work begins on the contract.

How do I receive assistance with IPP?

Treasurys IPP Customer Support team provides vendor assistance related to the IPP application, and is also available to assist IPP users and to answer any questions related to accessing IPP or completing the registration process. IPP application support is also available via phone at (866) 973-3131, Monday through Friday from 8:00 am to 6:00 pm ET, and via email at IPPCustomerSupport@fiscal.treasury.gov.

Specific questions regarding your contract or task order should be directed to the appropriate NRC Contracting Officer.

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Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

INVOICE/VOUCHER FOR PURCHASES AND SERVICES OTHER THAN PERSONAL (SAMPLE FORMAT - INVOICE ATTACHMENT)

a. Billing Period. Insert the beginning and ending dates (day, month, year) of the period during which costs were incurred and for which reimbursement is requested.

b. Description of Deliverables. Provide a brief description of supplies or services, quantity, unit cost, and total cost.

c. Work Completed. Provide a general summary description of the services performed or products submitted for the invoice period and specify the section or Contract Line Item Number (CLIN) or SubCLIN in the contract pertaining to the required deliverable(s).

d. Shipping. Insert weight and zone of shipment, if shipped by parcel post.

e. Charges for freight or express shipments. Attach prepaid bill if shipped by freight or express.

f. Instructions. Include instructions to consignee to notify the Contracting Officer of receipt of shipment.

g. Direct Costs. Insert the amount billed for the following cost elements, adjustments, suspensions, and total amounts, for both the current billing period and for the cumulative period (from contract inception to end date of this billing period). The contractor shall not bill at rates that have not been incorporated into the contract by formal modification.

1. Direct Labor. This consists of salaries and wages paid (or accrued) for direct performance of the contract itemized as follows:

Labor Staff Hours Cumulative Category Assigned Billed Rate Total Hours Billed

2. Fringe Benefits. This represents fringe benefits applicable to direct labor and billed as a direct cost. Where a rate is used indicate the rate. Fringe benefits included in direct labor or in other indirect cost pools should not be identified here.

3. Contractor-acquired property ($50,000 or more). List each item costing $50,000 or more and having a life expectancy of more than one year. List only those items of equipment for which reimbursement is requested. For each such item, list the following (as applicable): (a) an item description, (b) manufacturer, (c) model number, (d) serial number, (e) acquisition cost, (f) date of purchase, and (g) a copy of the purchasing document.

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Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

4. Contractor-acquired property (under $50,000), Materials, and Supplies. These are equipment other than that described in (3) above, plus consumable materials and supplies. List by category. List items valued at $1,000 or more separately. Provide the item number for each piece of equipment valued at $1,000 or more.

5. Premium Pay. This enumeration in excess of the basic hourly rate. (Requires written approval of the Contracting Officer.)

6. Consultant Fee. The supporting information must include the name, hourly or daily rate of the consultant, and reference the NRC approval (if not specifically approved in the original contract).

7. Travel. Total costs associated with each trip must be shown in the following format:

Start Date Destination Costs From To From To $

(Must include separate detailed costs for airfare, per diem, and other transportation expenses. All costs must be adequately supported by copies of receipts or other documentation.) To include a copy of the airfare receipt to include airline itinerary (boarding pass), lodging receipt(s), and car rental receipt(s), regardless of the dollar amount. Receipts are also required for any other items over $75. All foreign travel must be approved in advance by the NRC on NRC Form 445, Request for Approval of Official Foreign Travel, and must be in compliance with FAR 52.247-63, Preference for U.S.

Flag Air Carriers.

Per Diem allowances covers lodging, meals, and incidental expenses. The rates for U.S. lodging must be in accordance with the rates on GSA website:

https://www.gsa.gov/travel/plan-book/per-diem-rates. International travel rates must be in accordance the rates found on the Department of States website:

https://aoprals.state.gov/web920/per_diem.asp.

8. Subcontracts. Include separate detailed breakdown of all costs paid to approved subcontractors during the billing period.

9. Other Costs. List all other direct costs by cost element and dollar amount separately.

h. Indirect Costs (Overhead and General and Administrative Expense). Cite the formula (rate and base) in effect in accordance with the terms of the contract, during the time the costs were incurred and for which reimbursement is requested.

i. Total Amount Billed. Insert columns for total amounts for the current and cumulative periods.

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Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

j. Adjustments. Insert columns for any adjustments, including outstanding suspensions for deficient or defective products or nonconforming services, for the current and cumulative periods.

k. Grand Totals.

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Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

3. Sample Invoice/Voucher Information (to be included as an attachment)

Sample Invoice/Voucher Information (Supporting Documentation must be attached)

This invoice/voucher represents reimbursable costs for the billing period from _ through _ .

Amount Billed Current Period Cumulative (a) Direct Costs (1) Direct labor $_________ $_________

(2) Fringe benefits (% of direct labor) $_________ $_________

(3) Government property ($50,000 or more) $_________ $_________

(4) Government property, Materials, and Supplies (under $50,000 per item) $_________ $_________

(5) Premium pay (NRC approved overtime) $_________ $_________

(6) Consultants Fee $_________ $_________

(7) Travel $_________ $_________

(8) Subcontracts $_________ $_________

(9) Other costs $_________ $_________

Total Direct Costs: $_________ $_________

(b) Indirect Costs (provide the rate information applicable to your firm)

(10) Overhead  % of (Indicate Base) $_________ $_________

(11) General and Administrative (G&A)  %

of (Indicate Base) $_________ $_________

Total Indirect Costs: $_________ $_________

(c) Total Amount Billed $_________ $_________

(d) Adjustments (+/-) $_________ $_________

(e) Grand Total $_________ $_________

(The invoice/voucher format provided above must include information similar to that included below in the following to ensure accuracy and completeness.)

SAMPLE SUPPORTING INFORMATION 6

Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

The budget information provided below is for format purposes only and is illustrative.

Cost Elements:

1) Direct Labor - $2,400 Labor Staff Hours Cumulative Category Assigned Billed Rate Total Hours Billed Senior Engineer I Pete Smith 100 $14.00 $1,400 975 Engineer Rob Johnson 50 $10.00 $ 500 465 Computer Analyst John Roberts 100 $ 5.00 $ 500 320

$2,400 1,760 hrs

2) Fringe Benefits - $480 Fringe @ 20% of Direct Salaries Labor Fringe Category Salaries Amount Senior Engineer I $1,400 $280 Engineer $ 500 $100 Computer Analyst $ 500 $100

$2,400 $480

3) Government-furnished and contractor-acquired property ($50,000 or more) - $60,000 Prototype Spectrometer - item number 1000-01 = $60,000

4) Government-furnished and contractor-acquired property (under $50,000), Materials, and Supplies - $2,000 10 Radon tubes @ $110.00 = $1,100 6 Pairs Electrostatic gloves @ $150.00 = $ 900

$2,000

5) Premium Pay - $150 Walter Murphy - 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br /> @ $10.00 Per Hour (Reg. Pay) = $100 x 1.5 OT rate = $150 (EX: Premium pay for this individual was approved and authorized under this contract by the NRC Contracting Officer by letter dated 6/1/2011.)

6) Consultants' Fee - $100 7

Version Control Date: September 20, 2018 BILLING INSTRUCTIONS FOR COST-REIMBURSEMENT TYPE CONTRACTS (SEPTEMBER 2018)

Dr. Carney - 1 hour1.157407e-5 days <br />2.777778e-4 hours <br />1.653439e-6 weeks <br />3.805e-7 months <br /> fully-burdened @ $100 = $100

7) Travel - $2,640 (i) Airfare: (2 Roundtrip trips for 1 person @ $300 per r/t ticket)

Start Date End Date Days From To Cost 4/1/2011 4/7/2011 7 Philadelphia, PA Wash, D.C. $300 7/1/2011 7/8/2011 8 Philadelphia, PA Wash, D.C. $300 (ii) Per Diem: $136/day x 15 days = $2,040

8) Subcontracting - $30,000 Company A = $10,000 Company B = $20,000

$30,000 (EX: Subcontracts for Companies A & B were consented to by the Contracting Officer by letter dated 6/15/2011.)

9) Other Costs - $5,100 Honorarium for speaker at American Nuclear Society conference = $5,000 Nuclear Planet Journal subscription fee = $100

10) Overhead Expense - $41,148 Overhead @ 40% of Total Direct Costs

11) General and Administrative (G&A) Expense - $22,784 G&A @ 20% of Total Costs, excluding subcontracts and consultants

12) Total Amount Billed $175,020 Adjustments (+/-) - $ 0 Grand Total $175,020 8