6. Managing Requirements and Expectations (Invoices)

Management System: Non-Management and Operating (Non-M&O) Contracting

Subject Area: A-76 Contracting

Procedure 6. Managing Requirements and Expectations (Invoices)

Subject Matter Expert: BEVERLY HARNESS
Management System Owner: SUSAN BORTHWICK
Secondary Management System Owner: DENNIS WILSON
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Issue Date:  10/01/2012
SCMS Revision:  2.1

1.0  Applicability

This procedure applies to Contract Specialists (CS), Contracting Officers (COs), Contracting Officer’s Representatives (CORs), and is applicable to Private Sector Awards only.

2.0  Required Procedure

Agency Tender Awards do not submit Invoices for A‑76 Contracting. Agency Tender refers to Federal government facilities and staff.

Step 1 When an invoice is submitted by the contractor, the CS receives an electronic notification of invoice from the U.S. Department of Energy (DOE) Vendor Invoice Approval System (VIAS).
Step 2

The CS and COR review the invoice for consistency with contract terms, rates, and for accuracy.

The COR submits electronically to the CS a recommendation for payment or non‑payment.

  1. If the invoice is not consistent with the contract, the CS rejects the invoice within 7 working days of submittal. This procedure concludes.

  2. If invoice is consistent with the contract, the CS continues to Step 3.
Step 3 The CS creates a PDF file of all documentation and uploads as supporting documentation to the base award file in the Strategic Integrated Procurement Enterprise System (STRIPES).
Step 4 The CS makes final approval of the invoice electronically in VIAS.
Step 5 The CS proceeds to Procedure 7, Facilitating Performance.

3.0  References

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 03/15/2011