General Instructions for Invoice Submittal Clause Samples
General Instructions for Invoice Submittal. Grantee invoices shall include actual expenditures for eligible activities incurred during the month.
General Instructions for Invoice Submittal. Contractor invoices shall include actual expenditures for eligible activities incurred during the month.
General Instructions for Invoice Submittal. Grantee invoices shall include actual detailed expenditures for eligible activities incurred during the month and paid by the Grantee.
A. Grantee shall submit all invoices and any related required documentation in the format specified below, after costs have been incurred and paid by the Grantee, and within 15 days after the month the service has occurred.
B. Expenditures must be paid by the Grantee prior to invoicing HSH for grant expenditures.
C. Grantee shall ensure all final invoices are submitted 15 days after the close of the fiscal year or project period. HSH does not allow supplemental invoicing for expenses that have not been billed after the close of the fiscal year or project period.
D. Failure to consistently invoice within the required timelines shall result in a Corrective Action Plan issued by HSH which may impact Grantee’s ability to apply for future funding or requests for additional funding.
E. Invoicing System:
1. Grantee shall submit invoices, and all required supporting documentation demonstrating evidence of the expenditure through the Department of Homelessness and Supportive Housing (HSH)’s web-based Contracts Administration, Reporting, and Billing Online (CARBON) System at: ▇▇▇▇▇://▇▇▇▇▇▇▇▇▇.▇▇▇▇▇.▇▇▇.
2. ▇▇▇▇▇▇▇’s Executive Director or Chief Financial Officer shall submit a letter of authorization designating specific users, including their names, emails and phone numbers, who will have access to CARBON to electronically submit and sign for invoices, submit program reports, and view other information that is in CARBON.
3. Grantee acknowledges that submittal of the invoice by Grantee’s designated authorized personnel with proper login credentials constitutes Grantee’s electronic signature and certification of the invoice.
4. Grantee’s authorized personnel with CARBON login credentials shall not share or internally reassign logins.
5. ▇▇▇▇▇▇▇’s Executive Director or Chief Financial Officer shall immediately notify the assigned HSH Contract Manager, as listed in CARBON, via email or letter regarding any need for the restriction or termination of previously authorized CARBON users and include the name(s), email(s) and phone number(s) of those previously authorized CARBON users.
6. Grantee may invoice and submit related documentation in the format specified by HSH via paper or email only upon special, written approval from the HSH Contracts Manager.