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PART 1232 - CONTRACT FINANCING
SUBPART 1232.70--CONTRACT PAYMENTS
1232.7002 Invoice and voucher review and
approval.
(a) Under fixed-price contracts, the contracting officer
shall require the contractor to submit an invoice or voucher in order to
receive payment under the contract. The invoice or voucher may be on a form or
company letterhead as long as it meets the requirements of the Management and Budget (OMB) regulation at 5 CFR
Part 1315 as implemented by (FAR) 48 CFR
Subpart 32.9, and the contract.
(b) Under other than fixed-price contracts, the contracting
office shall require the contractor to submit the SF 1034, Public Voucher for
Purchases and Services Other Than Personal, and the SF 1035, Public Voucher for
Purchases and Services Other Than Personal (Continuation Sheet), to request
payments. The forms must be completed as required by Appendix A to this
part, Instructions for Completing the SF 1034, and Appendix B to this part, Instructions for Completing the SF 1035.
APPENDIX A TO PART 1232
INSTRUCTIONS FOR
COMPLETING THE SF 1034
The SF 1034, Public Voucher for Purchases and Services
Other Than Personal, shall be completed in accordance with the below
instructions. The numbered items correspond to the entries on the form.
Caption
on the SF 1034 |
Data
to be Inserted in the Block |
1. |
Name
and address of the contracting office which issued the contract. |
2. DATE
VOUCHER PREPARED |
Date
voucher submitted to the designated billing office cited under the contract
or order. |
3.
CONTRACT NO. AND DATE |
Contract
No. and, when applicable, the Order No. and date as shown on the award
document. |
4.
REQUISITION NO. AND DATE |
Leave
blank or fill-in in accordance with the instructions in the contract. |
5.
VOUCHER NO. |
Start
with "1" and number consecutively. A separate series of consecutive
numbers must be used beginning with "1" for each contract number or
order number (when applicable). Note: Insert the word "FINAL" if
this is the last voucher. |
6.
SCHEDULE NO.; PAID BY; |
Leave
all these blocks blank. |
7.
PAYEE'S NAME AND ADDRESS |
Name
and address of contractor as it appears on the contract. If the contract is
assigned to a bank, also show "CONTRACT ASSIGNED" below the name
and address of the contractor. |
8.
NUMBER AND DATE OF ORDER |
Leave
blank. (See #3 above.) |
9. DATE
OF DELIVERY OR SERVICE |
The
period for which the incurred costs are being claimed (e.g., month and year;
beginning and ending date of services, etc.). |
10.
ARTICLES OR SERVICES |
Insert
the following: "For detail, see the total amount of the claim transferred
from the attached SF 1035, page X of X." One space below this line,
insert the following: "COST REIMBURSABLE-PROVISIONAL PAYMENT." |
11.
QUANTITY; UNIT PRICE; (COST; PER) |
Leave
blank. |
12.
AMOUNT |
Insert
the total amount claimed from the last page of the SF 1035. |
Payee
must NOT use the space below. |
Do NOT
write or type below this line. |
APPENDIX B TO PART 1232
INSTRUCTIONS FOR
COMPLETING THE SF 1035
The SF
1035, Public Voucher for Purchases and Services Other Than Personal
(Continuation Sheet), shall be completed in accordance with the below
instructions.
1. Use the same basic instructions for the SF 1035 as used
for the SF 1034. Ensure that the contract and, if applicable, order number, are
shown on each continuation sheet. Use as many sheets as necessary to show the
information required by the contract, contracting officer, or responsible audit agency; however, if more than one sheet of
SF 1035 is used, each sheet shall be in numerical sequence.
2. The following items are generally entered below the line
with Number and Date of Order; Date of Delivery or Service; Articles or
Services; Quantity; Unit Price; and Amount (but do not necessarily tie to these
captions).
3. Description of data to be inserted as it applies to the
contract or order number.
a. Show, as applicable, the target or estimated costs,
target or fixed-fee, and total contract value, as adjusted by any modifications
to the contract or order. The FAR permits the contracting officer to withhold a
percentage of fixed fee until a reserve is set aside
in an amount that is considered necessary to protect the Government's interest.
b. Show the following costs and supporting data (as
applicable) to the contract or order:
(1) Direct Labor. List each labor category, rate per
labor hour, hours worked, and extended total labor dollars per labor category.
(2) Premium Pay/Overtime. List
each labor category, rate per labor hour, hours worked, and the extended total
labor dollars per labor category. Note: Advance written authorization
must be received from the contracting officer to work overtime or to pay
premium rates; therefore, identify the contracting officer's written
authorization to the contractor.
(3) Fringe Benefits. If fringe benefits are included
in the overhead pool, no entry is required. If the contract allows for a
separate fringe benefit pool, cite the formula (rate and base) in effect during
the time the costs were incurred. If the contract allows for billing fringe
benefits as a direct expense, show the actual fringe benefit costs.
(4) Materials, Supplies, Equipment. Show those items
normally treated as direct costs. Expendable items need not be itemized and may
be grouped into major classifications such as office supplies. However, items
valued at $5,000 or more must be itemized. See (FAR) 48 CFR Part
45, Government Property, for reporting of property.
(5) Travel. List the name and title of traveler,
place of travel, and travel dates. If the travel claim is based on the actual
costs expended, show the amount for the mode of travel (i.e., airline, private
auto, taxi, etc.), lodging, meals, and other incidental expenses separately, on
a daily basis. These actual costs must be supported with receipts to
substantiate the costs paid. Travel costs for consultants must be shown
separately and also supported.
(6) Other Direct Costs. Itemize those costs that
cannot be placed in categories (1) through (5) above. Categorize these costs to
the extent possible.
(7) Total Direct Costs. Cite the sum of categories
(1) through (6) above.
(8) Overhead. Cite the rate, base, and extended
amount.
(9) G&A Expense. Cite
the rate, base, and extended amount.
(10) Total Costs. Cite the sum of categories (7)
through (9) above.
(11) Fee. Cite the rate, base, and extended amount.
(12) Total Cost and Fee Claimed. Enter this amount
on the SF 1034.
Completion Voucher
The completion (final) voucher is the last voucher to be submitted for incurred, allocable, and allowable costs expended to perform the contract or order. This voucher should include all contract reserves, allowable cost withholdings, balance of fixed fee, etc. However, the amount of the completion voucher when added to the total amount previously paid cannot exceed the total amount of the contract.