Invoice Processing Procedures And Prompt Pay Guidelines
Invoice Processing Proceduresand Prompt Pay GuidelinesAccounting Operations DivisionUpdated November 20, 2019
Outline Purpose Payment Process Flow Chart General Information Invoice Requirements Before Submission to Finance Office for Payment CD-406/OF-347 Invoice Submission Options Prompt Payment Act Properly Prepared Invoice Late Payment Interest Reasons How to Avoid Interest Useful Websites2
Purpose To share invoice processing guidelines To review Prompt Payment Act and offer helpfulsuggestions that can eliminate penalty charges3
Payment Process Flow ChartCustomerFinanceInvoice receivedin ServicingFinance OfficeEastern or WesternInvoice ArrivesDate Stamp InvoiceReceipt DateProperInvoiceVerify that invoice isproper – completecertification, signand dateImproperInvoiceReturn improperinvoice to vendorwithin 7 days afterreceiptSend to FinanceOfficeAll documentation isdate stamped andplaced in the workqueue for processingInvoice is reviewedand questions aresent to the CertifierCorrectInvoiceInvoice Processedfor payment4
General InformationThe Eastern and Western Finance Offices processCommercial payments for NOAA, BIS and EDA Contracts Purchase Orders Blanket PurchaseAgreements Telecommunications BankcardContract ObserversWeather ObserversWork OrdersForeign PaymentsUtilitiesLeasesNon-Federal TrainingUPS/FedExGas Card Foreign Student StipendsNWS FilesFedstripFleetcardFish Tag/Balloon Awards Additional responsibilities include processing year-end accruals and 1099’sfor NOAA, BIS and EDA; entering obligations and de-obligations for NOAA’slegacy (prior to FY 07) contracts and purchase orders; and enteringobligations for NOAA’s non-federal training and work orders.5
Invoice Requirements Before Submissionto the Finance Office for PaymentIt is very important for invoices to be complete prior to submittingthem to Eastern Operations Division–Commercial Payments Branchfor payment. Below is a checklist for invoice submission: Invoice Received Date: This is the date NOAA received the invoice from the vendor and should berecorded on the invoice and “Invoice Received Date” should be referenced next to the invoice date.(Please be consistent throughout the invoice with the receipt date). All invoices received in thecustomers office should be date stamped uponreceipt. Authorized Signature(s): The authorized signature(s) must be written on the invoice, OF-347(Receiving Report) or CD-406 (Invoice – Receipt Certification). Print the name above the signature. Submitting OF-347 (Receiving Report): If submitting an OF-347 (Receiving Report), the “datereceived” block on the OF-347 should be the date the good/services were received. The “signature”block should be signed by an authorized party and the “date” should be the date the receiving reportwas signed. CD-406 (Invoice-Receipt Certification: Form is self-explanatory. Accounting Breakdown: The Accounting (Project Code, Task Code, Organization Code andObject Class) must be recorded on the invoice or be included with supporting documentation. Check Funding: Check with your budget office to ensure funding is available. The funding mustbe available for the designated Accounting recorded on the invoice at the time of processing toensure timely payment. Proper Invoice: Must include Invoice Date, Invoice Number, Vendor Name and Address, ItemDescription, Invoice Amount, Contract or Purchase Order Number (Account Number for Utilities andTelephone), Authorized Signature and Date, Date Invoice was Received, Date Goods/Services wererendered.6
CD-4067
Optional Form 3478
Invoice Submission OptionsEmail toEasternOperations@noaa.govOREmail to:WOBinvoices@noaa.gov9
Prompt Payment ActA law enacted in order to ensure that companiestransacting business with the Government arepaid in a timely manner. With certain exceptions,the Act requires that the Government makepayment within 30 days from the date ofsubmission of a “properly prepared” invoice by acontractor. For amounts not paid within therequired period, the Government is obligated topay interest at a rate established by the Secretaryof the t/10
Properly Prepared Invoice Vendor Name and Address Taxpayer Identification Number (TIN) and/or DUNS Number help ensure the correctvendor is being paid Invoice Date and Invoice Amount Vendor Invoice Number or Account Number Obligating Document Number for Contract, Purchase Order, Work Order or SF-182authorizing purchase of goods or services Description (including, for example, contract line/sub line number), price, and quantity ofgoods and services rendered Shipping and Payment Terms (unless mutually agreed that this information is onlyrequired in the contract) Contact Name, Title and Telephone Number (if available) Other substantiating documentation or information required by the contractNote: AOD may return improper documentation to the Certifier for correction.Improper invoices should be returned to the vendor for correction within seven (7)days after receipt.11
Late Payment Interest Reasons Late Reasons– Generally the delay of payments are due to : Delay in Finance’s receipt of the invoice Delay in Finance’s receipt of the receiving report Delay in Finance’s receipt of the PO/Contract Mod Delay due to invalid Accounting/Funds Availability– Specifically the delay of payments are due to: No mail date stamp on the invoice Goods being inspected/sitting at the receiving location Certifier not available (on leave, training class etc.) Not able to obtain signatures12
How to Avoid Interest Submit invoices to Finance in a timely manner. Depending on existing workload,Staffing, and holiday or month-end processing restrictions, the turnaround time forprocessing an invoice can vary from two-days to two-weeks. To ensure payment ismade in a timely manner, please submit your invoices as soon as possible. Provide complete invoices, by ensuring accounting information is identified andsignatures are documented. If additional information is requested from Finance in order to process the invoice,promptly provide a response. This will ensure timely payment of invoice and reducepossibility of NOAA paying a late interest penalty. Do not ask vendors to mail invoices directly to the Finance Office. This causes adelay in processing since additional time is taken to obtain an authorized signatureand other required information. Invoices should be sent directly to the office thatreceived the goods or services or directly to authorizing officials. Ensure all invoices are date stamped when received in your office. This helpsestablish an accurate invoice receipt date. It is especially important when the invoiceis received much later than the goods/services were received. To determine the amount of interest that will be paid, use Treasury’s simple interestcalculator: t.html#simple15
Useful Websites You may find these Finance Office Links useful: end.html .html http://www.corporateservices.noaa.gov/finance/FO Home.html D Home.html s.html16
Nov 20, 2019 · be available for the designated Accounting recorded on the invoice at the time of processing to ensure timely payment. Proper Invoice: Must include Invoice Date, Invoice Number, Vendor Name and Address, Item Description, Invoice Amount, Contract o
PPA Interim Invoice, Invoice Items, and Documentation An Invoice consists of an Invoice record, line item records called Invoice Items, and attached receipts, invoices, or other documentation. Amount fields on Invoice Items roll up to the Invoice record. Create
Enter the PO# in PO Field and click submit Invoice Status - Invoice on hold Click on invoice# to check the hold reason Click on Invoice life Cycle for exact hold reason Hold name and hold reason are below Invoice Status - Invoice Paid If Invoice status is "PAID" Click on Payment# to find complete payment information
Invoice: ge note invoice is specifically ol customers. Includes bait station box. L-5310 Large Note Blue/Grass Invoice L-5309 ellow/Grass Invoice L-5308 Large Note Red Service Call L-5312 een Service Call L-5305 een/Blue Invoice L-5306 een Invoice L-5307 een/Blue Invoice L-5311 een Invoice
Invoice number: enter the invoice number if clearly labeled on the invoice. Enter the number exactly as it appears on invoice including number, letters special characters, spaces etc. Enter NA if no invoice number is available. Invoice date: This field will default to the current date. If you have an invoice
Upload the CSV Invoice 1. Navigate to the home page and click on the CSV Invoice option. 2. Click the Browse button to select the newly created CSV Invoice file and click on the Import CSV Invoice button to upload you invoice. 3. Once you have uploaded the invoice you will see the following message, “CSV
The system can interpret the invoice if a structure extraction template has been made for the specific invoice format. If the system can interpret the invoice with a template, a result is presented to the user where the invoice head and invoice lines are presented in tables. The user has options to save the interpreted invoice to a database.
Download Invoice. Click Yes to change the Invoice number again. Click No if Invoice number is changed correctly or channel wishes to continue with Bank’s allotted invoice number. Invoice gets downloaded and the invoice file appe
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