ML20196C535

Request for OMB Review & Supporting Statement Re NRC Forms 418 & 418A, Billing Instructions for NRC Cost Type Contracts. Estimated Respondent Burden Is 1,800 H

ML20196C535
Person / Time
Issue date:	02/05/1988
From:	Mcdonald W NRC
To:
References
OMB-3150-0109, OMB-3150-109, NUDOCS 8802160142
Download: ML20196C535 (15)

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Billing Instructions for NRC Cost Type Contracts, NRC 418 and 418A  :

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PART lli.-Complete This Part Only if the R2 quest is fsr Approvalef a Collection af Information Under the Peptrw:rk Reductisn Act and 5 CFR 1320. "CoRtCAc.t d dminlitratinn a is est a:taew.t. een o s ee a"ected ne c in te ac es o :ns The NRC Division of Contracts, in administering its contracts to ensure that contractor costs billed for payment are proper, provides Billing Instructions for its contractors to follow in preparation of invoices. These instructions stipulate the level of detail in which supporting cost data must be submitted ,

for NRC review of costs billed.

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OMB SUPPORTING STATEMENT FOR NRC FORM 418 AND 418A, BILLING INSTRUCTIONS FOR NRC COST TYPE CONTRACTS Description of the Information Collection The NRC Division of Contracts, in administering its contracts to ensure that contractor costs billed for payment are proper, provides Billing Instructions for its contractors to follow in their preparation of invoices. These instructions stipulate the level of detail in which supporting cost data must be submitted for NRC review of costs billed. The inforination is submitted to NRC on NRC Forms 418 and 418A.

A. JUSTIFICATION

1. Need for the Collection of Infonnation. The cost information is needed to perform the necessary contract administration required to

' assure that costs incurred are allowable and allocable and that the amount requested is proper for payment.

2. Agency Use of Information. Vouchers and supporting documentation are reviewed by the Division of Accounting and Finance, the Division of Contracts and the Project Officer. Taken together, the review ensures that costs are billed per the contract rates and the costs incurred are commensurate with work performance. The instructions provide Contractors with a clear idea of the level of detail required to support their voucher submissions. Receipt of properly prepared vouchers expedites the review process and pennits prompt payment.

3. Reduction of Rurden Through Infomation Technolocy. There are no legal obstacles to reducing the burden associated with this infomation collection assuming that sensitive information can be protected from improper disclosure. NRC encourages its use.

4 Effort to Identify Duplication. Collection of inforration to support contractor recuests for payment under Federal Contracts was cleared by GSA under OMB Control No. 9000-0070. The Billing Instructions for NRC Cost Type Contracts and use of Fom 418 for collection of infonnation is unique to NRC.

5. Effort to Use Similar Information. Costs incurred are unique to the contract and the billing period for which payment is requested.

Information in the cost detail required by the NRC form is not otherwise available.

6. _ Effort to Reduce Small Business Burden. The collection represents the minimum information required for submission of a proper voucher and supporting detail required for review to assure that costs billed are proper for payment. The burden cannot be reduced.

7. Consequences of Less Frequent Collection. Contractors are required to complete and submit invoices in original and two copies once each month unless otherwise authorized by the Contracting Officer. The consequence of less frequent collection would be withholding of reimbursement to the contractor of costs incurred as the work L progresses counter te the provisions of FAR Clause 52.216-7, which '

requires that payment be made upon request but (except for small business concerns) not more often than once every two weeks.

8. Circumstances Which Justifv Variation From OMR Guidelines. The requirement is inconsistent with the guideline in 5 CFR 1320.6(a).

The justification for more frequent submission is as set forth in 7 above.

9. Consultations Outside the NRC. None.

10. Confidentiality of Information. NRC provides no pledge of confidentiality for this collection of information. To the extent information is business confidential, procedures are in place to protect the information from improper disclosure.

11. Justification for Sensitive Questions. No sensitive information normally considered private or personal is required or requested.

1?. Estimated Annualized Cost to _the Federal Government. The cost to the Agency attributable to the Billing Instructions Form for NRC cost type contracts is $36,000. The cost to the Agency for these Billing Instructions was derived from experience as to the approximate number ,

of hours contract specialists, program and paying office personnel expend in ensuring that contractors comply with the instructions.

The hours were then multiplied by the standard of $60/hcur to arrive at the approximate cost to the Agency (600 hrs x $60/hr = $36,000).

13. Estimate of Buroen. The annual contractor burden for the Billing Instructions form for NRC cost type contracts is estimated to be 1,800 hours0.00926 days <br />0.222 hours <br />0.00132 weeks <br />3.044e-4 months <br />. The burden estimate was derived from experience as to the approximate number of contractors affected by the Billing Instructions #or cost type contracts and the approximate number of hours each centractor would have to expend to comply with the NRC requirements of the form (300 respondents x 6 hrs per respondent).

14 Reasons for Chance in Burden. There is no change in the estimated a

burden.

15. Publication for Statistical Use. Results will not be tabulated or published.

4 B. COLLEClIONS OF INFORMATION EMPLOYING STATISTICAL METHODS '

l This collection of information does not employ statistical methods.

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INSTRUCTIONS FOR PREPARING NRC FORMS 418 AND 418A, COST TYPE CONTRACT VOUCHER FOR PURCHASE AND SERVICES OTHER THAN PERSONAL PREPARATION AND ITEM 12ATION OF THE VOUCHER. The con- bl The Contracting Officer's approvalletter if equipment s not tractor shall complete and submit an ongeal and four copies of NRC covered by the propertv schedule; or Form 418 for claims of reimbrusement once each month unless otherwise authonted by the Contracting Off<er.

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,pp, oval levet Further iteminton of vouchers shall only be requwed PA40R'S NAME AND ADDRESS. Submrt the origmat and four for stems banng specif>c hmetatens set forth in the contract.

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al MAftmlALS. $UPPLits. AND OTHER t*PENDABLE ITEMS These e O , = Commercial A_ . C : - fapeEdg Q are consumable mater $s and supples, and equipment other than M. heel Operaton Branch that descreed in 31 above.

ee u a n 5) PREMlUM PAY. Thrs is remuneraton in excess of the basrc hour 9y U.S. Nuclear Regulatory Comm,5 son rate frequires wntten approvas of Contractmg Officert. Complete sup Washegton, DC 20%5 portmg inforfraton on NRC Form 418A.

1. VOUCHER NUMBER AND DATE PREPARED. Insert the appropriate 61 CONSULTANTS- Fit. Complete the supportmg informaton v senal number of the voucher beginnmg with 001 for thrs contract. Con. NRC Form 418A and reference the NRC approval (if not spectfe#y tractors may also include ind+idual internal accountog numbers in addi. approved a the original contractL tion to the three dqt number. Insert the date prepared.

71 TRAVEL. Domestic travel is travel within the United $tates, its

2. CONTRACT NUMBER AND DATE. Insert the NRC contract number terntores, possessons, and Canada: it should be billed separately and date. from fore gn tra el. Travel costs billed will provide for individual Per Diem. and all supportmg informaton for each trip taken, on NRC 3 PAYEE'S NAME AND ADDRESS. Show the name of the contrctor as Form #18A.

it appears in the contract and its correct address; except when an ap-proved assignment has been made by the contractor, or a different paye, All costs associated with each trip must appear on NRC Form 418A or addressee has been des,gnated, then insert the name and address of or a separate sheet of paper providing the same informaton as that the payee. requested on the NRC Form 418A unless the organinton's travel

4. CONTRACT AMOUNT. Insert the total estimated cost of the contract.

esclus<ve of faed fee. Si$UBCONTRACTS inch.de all costs paid to approved subcontractors durmg the belbng pered This includes the detads cf

5. FIXED FEE. tesert total faed fee Where apphcabet the subcontract ierms li e., cost-plus f aed fee, direct labor ind. rect

$. filLLING PERIOD. Insert the oeg'on.ng and ending dates of the period costs, travel, prof >t. etc.). If the informaton cannot be prov.ded on in which costs were incurred and for eh.ch reimbursement is claimed NRC Form 418A. use a separate sheet of paper,

7. TITLE OF PROJECT. Provide the fuit trtie of the prosect teeg ti OTHER DIRECT COST List att other derect cost on NRC Form 418A periormed under this contract. and carry the total forward to the NRC Form 418

8. PAYEE'S CONTACT AND TELEPHONE NUMBER. The name and MIRECT COSTS telephone numter of the mdedvai responsible for ansnenng questons is oygRHEAD. Cite the formula trate and basel in eMeet during tre NRC may ha,e regard,ng the invo ce.

time the cost was incurred and for which reimbursement is c'a me:

9 DESCRIPTION OF SERVICES PROVIDED. 21 GENERAL AND ADMINISTRATivt. Crte the appbcable rate and e a DIRECT COSit insert the maio cost elements. d.cate the cost eleinents to wNeh the rate rs apphed i

e. Fixto Fat E ARNEO. If the Contract proodes for a faed fee, it  ;

il DIRECT LABOR. The satares and

• ages paid (or accrundi for must be cla,med as proeded for by the contract Cite the formula or

d. rect performance of the contract. Complete the Worksheet prouded. NRC Form 418A. Cost. Type Contract Voucher for Pur.

method of computaton.

chases and Serv ces Other Than eersonal. Worksheet. 10. AMOUNT BILLED s

h FRINGt BENEFITS. This represents fnnge tenef:ts appbcable to e FOR CURRENT PERIOD insert the amount billed for the maior cost direct labor and bAed as a dvect cost. Where a rate is used, indicate elements, adNstments. and adNsted amounts for the pered.

the rate. Fnnge benefits ecluded e direct labor should not be ident.f ed he,e tt FROM INCEPTION TO DATE OF THis BILLING. Insert the cumulatrve amounts b4ed for the major cost elements and adNsted U DIRECT EQUIPMENT. Complete NRC Form 418A Educatena' '*

amounts claened dveing the contract.

statutions. kst each item costing 5500 or rnore. and having a 14e es.

pectancy of rnore than one year. Contractors other than educatenal gg y and cumulative perods.

institutons hst each item costing $200 or more, and having a hfe en-pectancy of more than one year. Lst only those items of equ pment for which re.mbursement is requested A reterence shaft be made to the fonoeng ias applicablet 12. GR AND TOTAL. insert the total ctaimed for the current and cumulatrve penods.

a) the nem number for the specifec piece of equipment bsted in the procerty schedule of the contract. and the nomenclature or BILLING OF COSTS AFTER EXPIRATION OF CONTRACT. Cato the pered desenet.on of the rtem. the ocauston date, the acquisiten cost, the wtien costs were ecurred when costs are meu red r during the contract pered and manufacturer, model and sertal numbers, quant ty. NRC tag number claimed after contract experaten.

and the property locaton.

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s 06ECT COSTS 1 11 DIRECT 0m LABOR /Comrwere 9 af f cm rae a rac^ed %4C Fc<m 4184. au to se,d total 4 et 21 FRINGE BENEFITS a  % r4 comied as a reecearages 3\ O\ RECT EOUIPVl%T Comrere 9 a 3 on rac form args am twssed parars here

4) VATERLALS. $UPPluts. ANO OTHER EkPENDABLE LOvePME%T iconsamsbe succes anc ewpment etw ,

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(REVISED 4/87) l BILLING INSTRUCTIONS FOR NRC COST-TYPE CONTRACTS 4

! General. The contractor shall submit vouchers for cost-reimbursement in the manner and forwet described herein and as illustrated in the sample voucher.

, Number of Copies.. An original and two copies should be railed to the NRC office identified below.

Frequency.

The contractor shall submit claims for reimbursement once each month unless otherwise authorized by the Contracting Officer.

Form. Claims shall be submitted on the Form DC-3 "Voucher for Purchases and Serytces Other Than Personal." These forss are available from the Contracting Officer. (The instructions for preparation and itemization of the voucher are shown on the form.)

Billing of Costs Afte'r Expiration of Contract. If costs are incurred during the contract period and claimed after the contract has expired, the period during which these costs were incurred must be cited.

Currency. Billings rey be expressed in the currency norwelly used by the contractor in reintaining his accounting records; payments will be '

{ made in that currency. However, the U. S. dollar equivalent for all invoices paid under the contract may not exceed the total U. S. dollars authorized in the contract.

I Supersession. These instructions supersede all previous billing l instructions. .

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INSTRUCTIONS FOR PREPARING COST INFORMATION FOR NRC CONTRACTS Preparation and Itemiration of the Voucher. The contractor shall furnish the infor1 nation set forth in the explanatory notes below. These notes are keyed to the entries on the sample voucher.

Payor's Name and Address. (1) Address the original voucher (with 2 copies) to: U.S. Nuclear Regulatory Commission, Division of Accounting and Finance, ATnh 00V/CD4 Acccunts Section, hhington, DC 20555 ,

Any questions regarding vouchers yet to be paid by the NRC should be addressed to Division of Accounting (301-492-R010). Any questions regarding vouchers for which payment has been received (either in full or partially with suspensions or disallowances) should be ad-  ;

dressed to the Contracting Officer.

Payee's Name and Address. Show the name of the contractor as it appears in the contract and its correct address; except when an approved assign-pent has been made by the contractor, or a different payee or adFressee has been designated, then insert the name and address of the payee.

Indicate the individual responsible for answering any questions NRC may have regarding the invoice (name and phone number).

(a) Contract Number - Insert the NRC contract number.

(b) Title of Project - List the full title of the project being perforred under this contract.

(c) Voucher Number - Insert the appropriate serial number of the voucher beginning with 001 for this contract. Contractors may also include individual internal accounting numbers in addition to the three digit number.

(d) Date of Voucher - Insert the date the voucher is prepared.

(e) Contract Amount - Insert the total estimated cost of the contract, exclusive of fixed-fee.

(f) Fixed Fee - Insert total fixed-fee (where applicable).

(g) Billing Period - Insert the beginning and ending dates (day, month. ,

and year) of the period in which costs were incurred and for which  ;

reintursement is clained. )

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(h) Direct Costs - Insert the major cost elements.

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

{

Labor Labor Hours \

_Ca tegory Negotiated Cumula tive I Hours Billed _Ra te 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. Frin ',

not be identified here. ge benefits included in direct labor should (3) Direct Equi > ment '

tions list each ' tem costin - For educational institu-ancy of more than one year.g 5500 or more, and having a life expect-For contractors other than educational institutions Itst each item costin expectancy of more than one year. g $200 or more, and having a life List only those items of equipment for which reimbursement is re A reference shall be made to the fo11cwing (as applicable)  : quested.(1) the item number for the s piece of equipment listed in the property schedule of the contract; (2) the Contracting Officer's approval letter if the equipment is not covered by the property schedule; or (3) be preceded by an ast-erisk (*) if the equipment is below the approval level. Further itemizution of vouchers shall only be required for items having specific limitations set forth in the contract.

(4) Materials, supplies, and Other Expendable Items - These are consumable materials and supplies and equipment other than that described in (3) above.

(5) Premium Pay - shis is remuneration in excess of the basic hourly rate.

(Requires written approval of Contracting Officer.)

(6) Consultants' Fee - The supporting infomation must include the name, hourly or daily rate of the consultrat and reference the NRC approval (if not specifically approved in the original contract).

(7) Travel - Domestic travel is travel within the United States, its territories, possessions, and Canada; it should be billed separately from foreign travel. Travel costs billed will provide for individual Per Diem, and all supporting infomation for each trip taken.

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All costs associated with each trip must be shown in the following format: (Unless the organization's travel policy has been negotiated and approved by NRC)

Da te Traveler Destination Purpose Cost From g From T,o,

1. Airfare

2. Rental Car

3. Local Travel 4 Per Diem Days 9 =

5. Meals:

• Date Breakfast lunch Dinner If not included in Per Diem.

6. Tips, Misc.

(Itemize if more than 510,00)

(8) Subcontracts - Include all costs paid to approved subcontractors during billing period. This includes the dotails of the subcontract terms (i.e.,

cost-plus. fixed-fee, direct labor, indirect costs, travel, profit, etc.)

(9) Other - List all other direct costs by cost elements and dollar amount se pa ra tely.

(1) Indirect Costs--Overhead - Cite the formula (rate and base) in effect during the time the cost was incurred and for which reimbursement is claimed.

(j) Fixed-Fee - If the contract provides for a fixed-fee, it must be claimed as provided for by the contract. Cite the formula or method of computation.

Contractor may bill for fixed fee only up to 85% of total fee.

(k) Amount Billed for Current Period - Insert the amount billed for the major \

l cost elements, adjustment, and adjusted amounts for the period.

(1) Cumulative Amount from Inception to Date of this Billing - Insert the cumulative amounts billed for the major cost elements and adjusted amounts claimed during this contract.

(m) Total Amounts Claimed - Insert the total amounts claimed for the current and cumulative periods.

(n) Adjustments - This includes amo:ints conceded by the contractor, outstand-Ing suspensions, and disapprova'.s subject to appeal.

(o) Grand Totals l

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\WCHER$ r0R PURCilASLS AND SLRylCES OTHER lilAN PERSONAL SAMPLE VOUCHER Payor's Name and Address (a) Contract Nun 6er NRC-10-81-ti24 The U.S. Nuclear Regu'atory Coenission Division of Accounting and Finance (b) Title of Project *$tudy of Nuclear Weste Attenticin: GCN/EH Acets Mm DMC'N5 washincton, DC 20555 Payee's Name and Address (c) Voucher Number 003 AUG GQRFORATION The National Bank (d) Date Voucher Pr'epared 10/18/82 100 Main Street or Anywhere, U.S. A. ,

' Anywhere, U.S. A. Assignee for ABC CORP. (e) Total Estimated Cost of Contract Anywhere, U.S. A. $350.000.00 (WhenPaymentsAssigned)

Indiividual to Contract (f) Total Fixed-Fee Regarding This Voucher: $17.5M.M

,Name: Harry Murphy

'Tel. No.: 215-321-8654 l(g) This voucher represents reimburseable costs from 3/1/82 thru 3/30/82 Amount Billed l(h) Direct Costs .

(1) Direct Labor * $2.400 56.800 ~

(2) Fringe Benefits 916.5 '..

l (if computed as percentage) 600 1.200 -

(3) i)et q pment

• 5.000 8.000 (4) itaterials. Supplies and i Uther Expendable items

• 2.000 4.000

(5) Fremium Pay 100 15F

! (6) Consultants

• 100 103

. (7) 'T ra v el - Dome s t i c

• 200 200 ~~

l Foreien * - ~

! (8) aubcontract * '200 200 '

l (9) Other Costs

• 3.000 0 000 1

(i) IHDIRECT COSTS - '

A) Overhead 100 0 of Total Direct Costs (Indicate Base) $13.600 $29.650 Subtotal $27.200 $59.300 I B) General A Administrative Expense 3.264

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6.4 !,0 12 L of Cost Elements Nos.1-9. A Total Costs $30.464 $65.7! o )

(j) FIIED-FEE EARNED (Formula) 1.523 3.400 (m) Total Ancunts Claimed $31.987 $69.150 (n) Adjustments Outstanding Suspensions

• 1.700 1.700  !

(o) Grand intals $30. N $ 67 .4 !'d l

• (RIWIRE5 5Urr0R11NG INforJtA110N.)

(SEE A1TACHED.)

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i SAMPLE  :

SUPPORTING INFORMATION l

1) Direct Labor - $2400 l'

Labor Labor Hours Hours Cumulative '

Category Negotiated Billed Rate Total _ Hours Billed Senior Engineer 1 2400 100 $14.00 $1400 975 Engineer 1500 50 $10.00 $500 465 Computer Analyst 700 100 $5.00 g 320

3) Direct Equipment .

Spectrometer - General Electric (as approved in Property Schedule) $5,000

4) Materials, Supplies & Other Excendable Items -

10 Radon Tubes 9 $110.00 = $1100.00 6 Pairs Electrostatic Gloves 9* $150.00 = $900.00

, 52000.00

5) Premium Pay Walter Murphy - 10 hours1.157407e-4 days <br />0.00278 hours <br />1.653439e-5 weeks <br />3.805e-6 months <br />,9 $10.00 Per Hour = $100 (This was approved by NRC in letter dated 3/6/82.)

6) Consultants' Fee Dr. Carney - 1 hour1.157407e-5 days <br />2.777778e-4 hours <br />1.653439e-6 weeks <br />3.805e-7 months <br /> 9 $100 = $100 1

7) Travel l

. Date Traveler Destination Purpose Costs From loo From To 3/1/82 3/6/82 Wilitam King Chicago. Wash., Meeting with 1 Airfare $80.00 Il DC Project 2 Rental Car 515.03 Officer 4 Per Diem - 2 Days 9 $50.00 = $100.00

6) Tips, Misc. $5,00 i

TOTAL

$200 a

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, 8) Subcontracts j XYZ CORP. (CPFF)  !

Direct i. abor: - 80 hours9.259259e-4 days <br />0.0222 hours <br />1.322751e-4 weeks <br />3.044e-5 months <br /> 9 $20.00 per hour = $1600.00 0/H 9 50% = $800.00 Travel - 2 Trips - Wash., DC 9 $200 = $400.00 to Boston, MA Profit 9 71 = $200.00 TOTAL: 33000.00 (j) Fixed-Fee (Formula)

, (5%)

$350,000 X 5% = $17,500 Tctal Fixed Fee for this Contract ~  :

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$27,200 X 5% = $1360 het 8111ed for this Period l I

l (n) Adjustments '

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$1700 - Indicates amount withheld from voucher f001, now approved by Contracting Officer letter 3/10/82.

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