Management System: Non-Management and Operating (Non-M&O) Contracting
Subject Area: Service Contracting
Procedure 6. Managing Requirements and Expectations (Invoices)
Subject Matter Expert: | BEVERLY HARNESS |
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Management System Owner: | SUSAN BORTHWICK |
Secondary Management System Owner: | DENNIS WILSON |
Issue Date: 09/28/2012
SCMS Revision: 2.1
1.0 Applicability
This procedure applies to Contract Specialists (CSs), Contracting Officers (COs), and Contracting Officer’s Representatives (CORs). The CS and COR jointly share responsibility to ensure contractor is paid in a timely manner.
2.0 Required Procedure
Step 1 | When an invoice is submitted by the contractor, the CS receives an electronic notification of invoice from the DOE Vendor Invoice Approval System (VIAS). |
Step 2 | The CS and COR review the invoice for consistency with contract terms, rates, and for accuracy.
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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 invoice electronically in VIAS. |
Step 5 | The CS proceeds to Procedure 7, Facilitating Performance. |
3.0 References
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FAR 4.8, Government Contract Files [4.803(c)]
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Procedure 7, Facilitating Performance
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Strategic Integrated Procurement Enterprise System (STRIPES)
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U.S. Department of Energy (DOE) HQ Office of Management's Procurement and Acquisition Web page
This is not the online OFFICIAL SCMS COPY of this file. Before using this 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.
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: 03/11/2011