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<br />Docusign Envelope ID: 6DA6840A-CBC0-4053-80F1-F219D97CE273 <br />Invoice Submittal Instructions <br />This checklist shows the required documents that must be included when submitting an invoice. <br />Data input is required in all tabs. <br />NOTE: CBO can only claim costs incurred to date. <br />Invoice Attachments Cost Reimbursement <br />Cost Reimbursement Summary <br />Progress Report - CBO <br />(A) <br />(B) <br />(C) <br />(D) <br />(E) <br />(F) <br />Line-Item Billing - CBO <br />Timesheet Template - CBO <br />ODC Summary - CBO <br />Proof of Payments (no separate tab) <br />In Process(A) The Cost Reimbursement Summary summarizes the charges at the task level. <br />(B) The Progress Report shall describe the percentage and status of work completed at the task and overall level. The Progress Report should <br />include the overall progress narrative including the work completed by the consultants. The Progress Report can be submitted in Word or PDF <br />format, if desired. <br />(C) Enter all charges on the Line-Item Billing tab (other direct costs and technical assistant consultants). The CBO can only claim costs incurred to <br />date. Reference all supporting documentation to the Line-Item Billing (in Column A). <br />(D) If no payroll report is available, fill out the Timesheet Template for each CBO employee and Contract employee. <br />(E) Enter all Other Direct Costs (ODCs), itemized by category, on the ODC Summary. <br />(F) Submit proof of payments for all charges included in the Line-Item Billing. <br />1. Acceptable proof of payments are in the form of copy of checks or ACH payment confirmations and receipts for ODCs. Include a copy of <br />paid invoices or receipts for any ODC charges, and payroll reports/journals for all CBO's direct labor charges. <br />a) Include a copy of paid invoices and/or receipts to support consultant charges and ODC charges. <br />b) Provide a Payroll/labor Report to support CBO's direct labor charges. The Payroll Report must include employee's name and title, <br />hours, and actual pay rate by project. If Payroll Report is not available, provide timesheets segregating hours by project and payroll <br />registers to substantiate the billed hours and actual pay rates. <br />2. Include a summary report from your financial accounting system showing total costs incurred to date (if available). <br />3. If the CBO's Billing Indirect/Overhead Rate and/or Fringe Rate changed from the original approved rates, submit supporting documentation <br />for review and approval with the invoice. <br />4. Reference all supporting documentation to the Line-Item Billing. Submit proof of payments/supporting documentation in PDF file. <br />Must submit electronic Excel file and signed PDF file to accountspayable@scag.ca.gov and cc: SCAG Project Manager. PDF file must be in <br />Agency's letterhead. <br />Note: Sub-recipient is responsible for reviewing in detail all CBO's charges and verifying those charges are in compliance with the award and have <br />been rendered in compliance with the Scope of Work. CBO's shall retain all source documentation that account for CBO's costs and payments made <br />to consultants, contractors, vendors and subcontractors, including but not limited to, purchase orders, receipts, progress payments, subcontractor's <br />invoices, timesheets, logs, travel requests, proof of payment, and financial reports. While some of these documents are not required to be submitted as <br />part of the payment request, SCAG may request access to these documents at any time. CBO must retain these records as per Section 18 of the MOU <br />and must ensure that only allowable costs are claimed.