Common use of Payment and Reporting Requirements Clause in Contracts

Payment and Reporting Requirements. A. Monthly Invoicing i. BCDHHS shall provide Contractor with a monthly invoice template. ii. Contractor shall complete and submit monthly invoices and supporting documentation that supports the amount invoiced on/or before the fifteenth (15th) calendar day following the reporting period, regardless of the level of activity or amount of expenditure(s) in the preceding report period. a. Any invoices submitted 90 days after due date will not be accepted by BCDHHS. iii. Monthly invoiced expenses shall be for actual expenditures incurred by the Contractor. iv. BCDHHS shall not pay for vacant positions funded through this Funding Agreement. v. Monthly invoiced expenses may not be reimbursable by any other funding source. vi. Monthly invoices shall only include expenditures for the prior billing period. Any adjustments to a previously billed period need to be billed as an amendment to a previous invoice. vii. The invoice shall contain the name and title of the person authorized, or his or her designee, to submit claims for payment. viii. All invoices, supporting documentation, and applicable reports shall be submitted electronically to BCDHHS via email to: ▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ and ▇▇▇▇▇▇▇@▇▇▇▇▇▇▇▇▇▇▇▇▇.▇▇▇ B. Supporting Documentation i. Monthly invoices shall be supported by a general ledger and/or sub-ledger detail generated from the Contractor’s accounting system to include payee, description, date, and amount. a. For participant services, participant name and purpose must be included (for those participants who have signed an authorization to release information). b. For personnel requests, an excerpt of the payroll register from the paying system is appropriate. The payroll register should include staff name(s) or initials, period paid, salary and itemized employer-paid taxes and benefits. ii. Supporting documentation submitted with monthly invoices must meet or exceed the amount being invoiced. iii. Contractor shall keep on site for BCDHHS review, for the Contract term plus eight years, the following supporting documentation for each invoice: a. Non-personnel reimbursements must be supported by general ledger or sub-ledger detail generated from Contractor’s accounting system. 1. The ledger detail should include payee, description, date and amount. 2. For participant services, participant name and purpose must be maintained on file (for those participants who have signed an authorization to release information). 3. The documentation should include all receipts and/or other original support. Receipts are required for purchases from a single vendor more than $100. 4. Travel expenditures should include travel expense reports. 5. Mileage will be reimbursed at a rate equal to or less than the IRS standard mileage rate. b. For personnel requests, an excerpt of the payroll register from the paying system is appropriate. The payroll register should include staff name(s) or initials, period paid, salary and itemized employer-paid taxes and benefits. 1. Staff working less than 100% on Contracted work may be required via a written amendment to maintain an accurate daily record of hours worked and correct charge codes. These records shall be made available to BCDHHS during financial review visits or upon request. iv. If Contractor does not produce sufficient documentation as described above at financial review visits, BCDHHS has the right to recapture any unsupported payments.