Common use of Billing and Invoices Clause in Contracts

Billing and Invoices. 7.1 Contractor shall submit itemized invoices to Library, indicating therein the services performed for which payment is requested. Payment of all invoices shall be subject to review and approval of Library management, which shall not be unreasonably withheld. 7.2 To ensure that services provided are measured against the services detailed in this Agreement, the Controller of the City of Los Angeles has developed a policy requiring that specific supporting documentation be submitted with invoices. Contractor is required to submit invoices that conform to City Standards and include, at a minimum, the following information: a) Name and address of Contractor b) Name and address of City Department being billed (Library Department) c) Date of invoice and period covered d) Agreement Number or Authority Number e) Description of completed task and amount due for task f) Remittance address g) Library portion of E-Rate amount to be paid. h) USAC portion of E-Rate amount to be paid. Contractor must submit a separate invoice to USAC for payment. 7.3 All invoices shall be submitted on Contractor’s letterhead and contain Contractor’s official logo, or other unique and identifying information such as the name and address of Contractor. Invoices shall be submitted to the Library by Contractor within 30 days of service or monthly, whichever is sooner. Invoices are considered completed when appropriate documentation or services provided are signed off as satisfactory by the Library Representative listed in Section 10.0 (“Contract Representatives”) of this Agreement. If invoice is insufficient or unsatisfactory, the Library’s Representative shall inform Contractor of any defect within 10 business days of receipt of the invoice from Contractor, and Contractor shall have five business days to provide a corrected invoice to the Library. Satisfactory invoices shall be paid by the Library no later than 60 days after receipt by the Library. 7.4 Invoices and supporting documentation shall be prepared at the sole expense and responsibility of Contractor. The Library will not compensate Contractor for costs incurred in invoice preparation. The Library may make written requests for changes to the content and format of the invoice and supporting documentation at any time. The Library reserves the right to request additional supporting documentation to substantiate costs at any time. Invoices shall be submitted via electronic mail to the Library Representative listed in Section 10.0 (“Contract Representatives”) of this Agreement, or via hard copy to: 7.5 Failure to adhere to these procedures may result in nonpayment or non- approval of demands, pursuant to Charter Section 262(a), which requires the Controller to inspect the quality, quantity, and condition of services, labor, materials, supplies, and equipment received by any City office or department. The Controller must approve demands before they are drawn on the Treasury.

Billing and Invoices. 7.1 Contractor shall submit itemized invoices to Library, indicating therein the services performed for which payment is requested. Payment of all invoices shall be subject to review and approval of Library management, which shall not be unreasonably withheld. 7.2 To ensure that services provided are measured against the services detailed in this Agreement, the Controller of the City of Los Angeles has developed a policy requiring that specific supporting documentation be submitted with invoices. Contractor is required to submit invoices that conform to City Standards and include, at a minimum, the following information: a) a. Name and address of Contractor b) b. Name and address of City Department being billed (Library Department) c) Date ▇. ▇▇▇▇ of invoice and period covered d) d. Agreement Number or Authority Number e) e. Description of completed task and amount due for task f) f. Remittance address g) Library portion of E-Rate amount to be paid. h) USAC portion of E-Rate amount to be paid. Contractor must submit a separate invoice to USAC for payment. 7.3 All invoices shall be submitted on Contractor’s letterhead and contain Contractor’s official logo, or other unique and identifying information such as the name and address of Contractor. Invoices shall be submitted to the Library by Contractor within 30 days of service or monthly, whichever is sooner. Invoices are considered completed when appropriate documentation or services provided are signed off as satisfactory by the Library Representative listed in Section 10.0 11.0 (“Contract Representatives”) of this Agreement. If invoice is insufficient or unsatisfactory, the Library’s Representative shall inform Contractor of any defect within 10 business days of receipt of the invoice from Contractor, and Contractor shall have five business days to provide a corrected invoice to the Library. Satisfactory invoices shall be paid by the Library no later than 60 days after receipt by the Library. 7.4 Invoices and supporting documentation shall be prepared at the sole expense and responsibility of Contractor. The Library will not compensate Contractor for costs incurred in invoice preparation. The Library may make written requests for changes to the content and format of the invoice and supporting documentation at any time. The Library reserves the right to request additional supporting documentation to substantiate costs at any time. Invoices shall be submitted via electronic mail to the Library Representative listed in Section 10.0 (“Contract Representatives”) of this Agreement, or via hard copy to:make 7.5 Failure to adhere to these procedures may result in nonpayment or non- approval of demands, pursuant to Charter Section 262(a), which requires the Controller to inspect the quality, quantity, and condition of services, labor, materials, supplies, and equipment received by any City office or department. The Controller must approve demands before they are drawn on the Treasury.