513.370-3 Invoices.
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(a) If the contracting officer uses these procedures, s/he must require the suppliers to immediately submit properly prepared itemized invoices.
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(b) Upon receipt of the invoice, the receiving office must take all the following actions:
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(1) Time-stamp the invoice to indicate the date the invoice is received.
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(2) Verify the accuracy of the invoiced amount.
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(3) Verify that the supplies or services have been received and accepted. Whenever possible, require that inspection and acceptance or rejection occur within 7 calendar days of delivery or completion.
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(c) Before certifying the invoice and forwarding it to the appropriate office, the contracting officer or a designated representative must obtain a certification of receipt and acceptance from the individual who actually inspected and accepted the supplies or services.
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(d) Within 5workdays after receipt of the invoice or acceptance of the supplies or services, whichever is later, forward the invoice stamped with the Certified Invoice Stamp.
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(1) Complete the accounting information, received and accepted dates, taxpayer identification number (TIN), type of business (corporation, sole proprietorship/partnership, or other), and certification, and PEGASYS Document Number (PDN) .
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(2) If a Certified Invoice Stamp is not available, place the following statement on the invoice along with the PDN number, accounting information, TIN, and the type of business. (Note: In some organizations, the PDN number is determined by a budget or executive office within the service or staff office.)
“I certify that these goods and/or services were received on [Date] and accepted on [Date]. An oral purchase was authorized and no confirming order has been issued.”
Signature of Contracting/Ordering Officer
Print name and telephone no.
Date invoice received
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