Common use of Invoice Certification Clause in Contracts

Invoice Certification. Submittal of an invoice constitutes the SUBCONTRACTOR’s certification that materials, work and/or services have been delivered as specified on the invoice in accordance with the Subcontract. This invoice certification additionally represents that all invoiced hours and materials are true, accurate and correctly represent the invoiced costs to accomplish this Work on the Subcontract. Falsely invoicing costs may result in civil or criminal penalties as a violation of the Federal False Claims Act (31 USC 37296). Minimum Invoice Re quire ments. The invoice shall identify the following information: • Each Invoice must have a unique invoice number • The SUBCONTRACTOR’s name, invoice number, and Subcontract number, and Release number must be in the subject line of the e-mail message use to submit the electronic invoice. • The SUBCONTRACTOR’s name and telephone number of a representative available to respond to invoice questions. • The total amount due for the billing period (this amount shall be separate from cumulative amounts or subtotals included on the invoice). • Each invoice must include a separate line item for sales tax unless an exemption from sales tax is specifically cited in the body of the Subcontract. Invoices that do not include a separate line item for sales tax will not be paid and will be returned to the Subcontractor. • The Subcontractor must provide itemized receipts, unless justification is provided explaining why itemized receipts cannot be provided. Credit card statements are not acceptable as invoice supporting documentation. • A synopsis with sufficient details to describe the work performed within the Period of Performance of the invoice. • A corresponding description of each item billed and the associated amount. Rejection of Invoices. Any invoice submitted, which fails to comply with the terms of this Subcontract, including the requirements of form and documentation, may be rejected and returned to the SUBCONTRACTOR. BUYER will not incur and/or pay for any late charges associated with a rejected invoice. The BUYER shall not reimburse any costs associated with the resubmission of an invoice to meet these requirements.

Invoice Certification. Submittal of an invoice constitutes the SUBCONTRACTOR’s certification that materials, work and/or services have been delivered as specified on the invoice in accordance with the Subcontract. This invoice certification additionally represents that all invoiced hours and materials are true, accurate and correctly represent the invoiced costs to accomplish this Work on the Subcontract. Falsely invoicing costs may result in civil or criminal penalties as a violation of the Federal False Claims Act (31 USC 37296). Minimum Invoice Re quire ments. The invoice shall identify the following information: • Each Invoice must have a unique invoice number • The SUBCONTRACTORSubcontractor’s name, invoice number, and Subcontract number, and Release number must be in the subject line of the e-mail message use to submit the electronic invoice. • The SUBCONTRACTORSubcontractor’s name and telephone number of a representative available to respond to invoice questions. • The total amount due for the billing period (this amount shall be separate from cumulative amounts or subtotals included on the invoice). • A cost summary identifying all cost elements being invoiced. Cumulative values (i.e., invoiced to date values) for each item being invoiced are requested to be included as part of the invoice submission. • Each invoice must include a separate line item for sales tax unless an exemption from sales tax is specifically cited in the body of the Subcontract. Invoices that do not include a separate line item for sales tax will not be paid and will be returned to the Subcontractor. • The Subcontractor must provide itemized receipts, unless justification is provided explaining why itemized receipts cannot be provided. Credit card statements are not acceptable as invoice supporting documentation. • A synopsis with sufficient details to describe the work performed within the Period of Performance of the invoice. • Timekeeping Records shall be provided with each invoice submittal. Timekeeping records submitted may be a system generated document, or equivalent, that identifies the project (job) number, employee name, dates worked and all associated daily hours and totals. These records shall be attached to the invoice and be included as part of the Invoice Certification requirement Identified within this document. Timekeeping records shall be in accordance with “Subcontractor Timekeeping Records Signature Requirements” outlined in the section below. • A corresponding description of each item billed and the associated amount. Subcontractor Timekeeping Records Signature Re quire me nt. The Subcontractor shall submit timecards for hourly employees for non-fixed-price and cost reimbursable subcontracts and non-fixed-price and cost reimbursable sub tiers. Cost reimbursable type subcontracts are defined by FAR 16.301 and non-fixed-price subcontracts are set forth in FAR 16.600 and includes Time-and-Materials and Labor-hour subcontracts. The subcontract and lower-tier timecards for these subcontract types must be obtained by HMIS prior to the Subcontractor’s payment of the costs. The timecards must reflect actual hours worked. The Subcontractor timecards must be signed by the Subcontractor employee and certified by the Subcontractor employee’s supervisor. The Subcontractors and lower-tiers performing work under cost- reimbursable and non-fixed-price subcontracts shall maintain adequate timekeeping procedures, controls, and processes for billing Government work. The Subcontractor shall, at least once every three (3) years, conduct a labor audit of cost reimbursable Subcontractors and lower-tiers. The audit shall be conducted to either Institute of Internal Auditors standards (if conducted internally) or GAGAS (if conducted externally), unmodified Fully Xxxxx ne d Hourly Rate. Unless specified otherwise, the invoiced amount shall be computed by multiplying the appropriate hourly rate prescribed in the Subcontract’s Rate Schedule by the number of direct billable labor hours. The rates shall include wages, indirect costs, general and administrative expense, and profit. Provisional Indire ct Billing Rates. Until final annual indirect cost rates are established for any period, the Buyer shall reimburse the Subcontractor at provisional billing rates established by the Buyer’s authorized contract specialist, or Administrative Contracting Officer, or by an authorized representative (the cognizant auditor), subject to adjustment when the final indirect rates are established. These provisional indirect billing rates: • Shall be the anticipated final rates; and • May be prospectively or retroactively revised by mutual agreement, at either party's request, to prevent substantial overpayment or underpayment. Reimburse me nt of Costs. Reimbursable costs will be determined allowable by the BUYER’s authorized contract specialist in accordance with Federal Acquisition Regulation (FAR) Subpart 31.2 in effect on the date of this Subcontract and the terms of this Subcontract. Rejection of Invoices. Any invoice submitted, which fails to comply with the terms of this Subcontract, including the requirements of form and documentation, may be rejected and returned to the SUBCONTRACTORSubcontractor. BUYER Buyer will not incur and/or pay for any late charges associated with a rejected invoice. The BUYER Buyer shall not reimburse any costs associated with the resubmission of an invoice to meet these requirements.