ACCRUAL SAMPLE LETTER TO VENDORS WITH CONTRACTS OR PURCHASE - DOC by vow15418

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									ENCLOSURE 4


  ACCRUAL SAMPLE LETTER TO VENDORS WITH CONTRACTS OR PURCHASE
                                      ORDERS
 (For awards exceeding $25,000 awarded after April 1, 2003 or awards exceeding $250,000
                            awarded prior to April 1, 2003)

Contractor POC
Contractor Name
Street Address
City, State, Zip

Dear (Contractor POC),

As a contractor with the USDA, Forest Service, this letter requests that you provide information
regarding work under the referenced contract/purchase order. The information includes a
breakdown of the work you have completed but for which you have yet to invoice. The data you
provide plays an integral role in ensuring the Forest Service maintains accurate and complete
financial statements. The information is not required under Paperwork Reduction Act.

Please provide the following statement, completed with the requested information, to the
designated Contracting Officer Representative identified in your contract no later than the 20th of
the last month of each fiscal year quarter – December, March, June and September. The
information can be provided via hard copy, fax or e-mail:

       “Under contract number ________________________ (insert contract number),
       at the close of the quarter ending _________________________ (insert last day
       of quarter), the firm _________________________ (insert company name)
       anticipates incurring the following total cumulative value of work on the project:
       $_________________.

       Of this amount, $________________ has been invoiced and $______________
       has not been invoiced.”

       Note: the cumulative value of work on the project includes the total of all payments
       previously paid, payments that are pending, and work not yet invoiced.

We appreciate your cooperation with this request, and value your continued business
relationship. If you have any questions, or need additional information, please contact the
undersigned at (***) ***-****.

Sincerely,


Contracting Officer

Cc: COR, Paying Office

								
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