FDEP/BPSS Preapproval Invoice Checklist Single Event Template Format All invoices MUST BE processed and returned to the BPSS Accounting Section within FIVE (5) working days from the date of receipt. The information on the “Preapproval Services Change Order & Invoice” must be verified from the Work Order (W.O.), Original Template, separate Change Template(s) and Backup Spreadsheet (if applicable), as well as any necessary subcontractor invoices. NOTE: The invoice for this W.O. must be completed separately, it does not have an electronic link with the W.O. ٱ ٱ ٱ ٱ ٱ ٱ ٱ 1. Original Invoice: MUST have the FDEP or Local Program (LP) date stamped on the front of the original invoice (not on the cover letter) to show the actual date that it was received from the Contractor. 2. FDEP Contract No.: If applicable. (i.e. PUC–001 for the Handex of Florida Contract). 3. Invoice No.: Each invoice must have an invoice number from the Contractor. [Nine (9) maximum digits and no front zero’s (0) per FDEP F&A] 4. Work Order No.: 11 digits - example: 2001-01-0001-0 (if changes are made in the current invoice or were made in a previous invoice, the last digit must match the latest change order). 5. Contractor No.: Must match CID # (5 digits) on the W.O. 6. Invoice Date: This is supplied by the Contractor. 7. Period of Service: The beginning date cannot be prior to the last signature date on the W.O. The end date is located in the center of the W.O. as - “Period of Service: Contractor Representative Signature Date To ____________.” 8. Site Name, City, County: This information needs to match the W.O. 9. Facility ID No.: All 9 digits of the facility registration number need to match the Work Order and Template. 10. Vendor: Name and mailing address for FDEP F&A to send the check. 11. FEID No.: Must match the FEID No. on the W.O. 12. Telephone: Contractor’s area code and telephone number. 13. Agent: Contractor’s representative. (An alternate contact should be included for invoice specific questions.) 14. Original Amount: Column (2) - Use the “Invoice Schedule” shown on the W.O. Template to verify the amount. 15. Change Amount: Column (3) - Use the “Invoice Schedule” shown on the W.O. Template to verify the amount (for O&M or NAM W.O.’s, it may be necessary to assign change amounts to match the correct event). 16. New Total: Column (4) - Verify that the amounts in Column (2) plus Column (3) equal Column (4). 17. Previously Invoiced: Column (5) - Site Manager should verify that he/she has a copy of the previous invoice and all amounts are correct on the present invoice. 18. Due This Invoice: Column (6) - Amount invoiced must be the Full Amount (NO PARTIAL PAYMENTS) From the W.O. Template schedule for A, B, C, D and or E. Note for LP’s - All Final Invoices MUST be approved by FDEP (leave line 6 for FDEP signature).
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Invoice Checklist Single Event 11-14-02
FDEP/BPSS Preapproval Invoice Checklist Single Event Template ٱ ٱ 19. Balance: Column (7) - Any funds from the W.O. Total that remain to be invoiced. Note for LP’s.- if there is NOT a balance, do not fully process the invoice. Send it to FDEP for final approval on signature line 6. 20. Change in the period of service: “New Period of Service End Date extended to: ____________.” If any activity needs to be performed past the end of the period of service, an extension of the period of service is required. The new date must be listed on the invoice in the blank provided. The invoice must also be signed by the Site Manager and Contractor in the section below the date. The extension of the period of service date can be authorized through a Verbal Change Order (VCO), but the invoice must still reflect the date change and the signatures. 21. Requested by Contractor Representative: The Contractor MUST print their name, sign their name and date this request for change if any cost reduction and/or increase has occurred in the current amount that is being invoiced or in the period of service. 22. Approved by FDEP/LP Site Manager: The Site Manager MUST print their name, sign their name and date this request for change if any cost reduction and/or increase has occurred in the current amount that is being invoiced or in the period of service. 23. Fixed Price Section: The following items must match what is shown in the above listed columns. If any corrections were made in the columns, these items will also need to be corrected and initialed: ٱ ٱ ٱ ٱ ٱ Work Order Amount - must match cost from column (4) – “New Total” Previously Invoiced Amount - must match cost from column (5) – “Previously Invoiced” Invoice Total - must match cost from column (6) – “Due This Invoice” Balance Remaining - must match cost from column (7) – “Balance”
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24. FDEP Use Only (Blocked Area on Lower Right Side of Invoice Generated from Work Order):
For FY 1999-2000 and earlier 37450404555 4771 139900 087888-FY 99-00 UP For FY 2000-2001 37450404555 4771 139900 087888-FY 00-01 UP For FY 2001-2002 37450404555 4772 139900 087888-FY 01-02 UP
Cost Center # Module Object Category EO
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25. FDEP/LP Use Only: [Bottom Section of the Invoice]: ٱ ٱ Date Invoice Received - The date that the invoice was received by the Site Manager. Note for LP’s -The invoice MUST have a separate stamped date from the LP County. Date(s) Services Rendered - (3 choices for the time range) (1) The dates the actual field work or office activity was performed. (2) The date from the last signature on the W.O. to the date the invoice was submitted, but it CANNOT extend past the end of the “Period of Service.” (3) The date from the last signature on the W.O. to the date the acceptable deliverable was received. Date Services Approved – The date the Site Manager approves the invoice. Performance Certified Satisfactory - Signature of the Site Manager. Approval FDEP Manager Signature/Date - FDEP Manager’s (or LP Designee’s) approval of the invoice. Approval Cost Center Administrator Signature/Date - The FDEP Cost Center Administrator’s (or LP Designee’s) approval of the invoice. Note for LP’s - This does NOT apply to any LP PAC Invoices. These are signed at FDEP. Final Invoice - Circle NO if it is not a final invoice.
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26. Final Invoice: A final invoice MUST include: a copy of the signed W.O.; W.O. Template Spreadsheet; all signed VCO’s issued during the Work Order; all copies of the Change Order Templates; any necessary subcontractor invoices; vendor invoices for capital equipment; copies of property reporting forms; a complete and notarized Contractor Affidavit/Release of Claim (ROC) with original signatures (both the Contractor representative and notary). Note to LP’s - FDEP will review the Final Invoice for approval and will sign on line 6 of the invoice 27. Pay For Performance: Write “PFP” in the upper right-hand corner of the invoice. 28. Cleanup Phase and Activity: In the lower left corner of the invoice write the Phase and Activity (i.e. RARAC). [See Table 2-1 of the Preapproval SOP Manual] 29. Changes: Any and all changes made to the original invoice MUST be initialed by the Site Manager. 30. Verbal Change Orders: Verify that the cost in each of the approved VCO’s matches the amount of the increase in the Change Order Template. The cost on the Template can be less than the VCO, but CANNOT exceed the approved cost in the VCO. 31. “$100 Rule”: Applies to errors made in the increase or decrease in a Change Order amount. When a Contractor submits an invoice with an incorrect Change Order amount, call them to discuss the issue. If they agree, it is acceptable to manually correct the invoice if the increase or decrease is $100.00 or less. When the error in the invoice is due to a transposition error (the amounts on the invoice do not match the amounts on the W.O.) it is acceptable to correct the invoice independently of the amount of the increase or decrease. Remember to indicate that the change was discussed with a consultant representative and initial the statement. 32. Contractor Affidavit/Release of Claim Form (ROC): An original, signed, and notarized “Contractor Affidavit/Release of Claim” must be submitted with the final invoice for every Work Order. The final invoice is not complete and payable until a correct and complete Release of Claim is received by the FDEP. The Release of Claim must be signed by a Contractor representative. It is entirely the Contractor’s decision as to who is allowed to sign the release of claim for their company. However, only those persons who DO NOT have an interest in the underlying financial transaction (i.e., the Work Order) are allowed to notarize the form, pursuant to Section 117.107(12).F.S. and Section 6.6.2. Preapproval SOP. The ROC can have the work order number [with or without the ending zero (0)] or the change order number. If it has the change order number, then the number must match exactly to the number of changes that have been invoiced, not the number of VCO's’ issued on the work order. If the Release of Claim is incorrect, but everything else on the invoice is correct, call the consultant to request a new ROC within one (1) week, stop the clock (mark through the date stamp) and explain the reason(s) why the clock has to stopped. When a correct ROC is received, stamp the invoice again to restart the clock and process the invoice. If you do not receive the correct Release of Claim within one week or if there are errors on the ROC, write “VOID” across the front of the Release of Claim and return the invoice package to the Contractor. ٱ 33. Capital Equipment/State Owned Property: If the invoice includes costs for capital equipment, write on the bottom of the invoice “Capital Equipment Invoice – Documentation Attached.” It is very important that the capital equipment costs be consistently documented between the W.O., the Property Reporting Form(s), the vendor invoice(s), and the Prepproval Invoice. Specifically, five different totals MUST match: ٱThe Total Remedial Systems Cost on the Preapproval Invoice (adjusted to account for markup and retainage only); ٱ The Total Remedial System Cost listed in the Preapproval Template (prior to adjustment for markup and retainage); ٱThe Total Treatment System Cost listed in Section I of the Property Reporting Form(s); ٱThe Sum of Individual Unit Costs listed in Section III of the Property Reporting Form; and ٱThe Total Cost listed on the equipment vendor’s invoice(s) (including taxes and shipping).
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FDEP/BPSS Preapproval Invoice Checklist Single Event Template Format If these costs can not be verified or do not agree, the invoice will not be paid by the Bureau of Finance & Accounting and will be returned to the Site Manager for correction. Any deviation, such as the exclusion of expendable items from the vendors invoice total, should be clearly explained on the vendor invoice. Do NOT send an invoice package to F&A if these totals do not agree or discrepancies can not be clearly explained. Also, see the new BPSS Equipment Management Web Site at www.depeq.com and the Preapproval SOP for property reporting forms and special requirements for capital equipment invoice packages. ٱ 34. SUBCONTRACTOR INVOICES FOR VERBAL CHANGE ORDERS (VCO’s): One (1) quote is always needed when the Contractor is submitting a VCO on an item(s) less than $1000.00. Three (3) quotes are required when a Contractor is submitting a VCO on an item(s) that is $1000.00 or more. When changes have occurred in the original W.O., Subcontractor Invoices DO need to be included in the invoice package if: 1. An item costs $1,000.00 or more and the unit cost for the item was not included in the quote for the original W.O. 2. Like items are purchased in multiple units that have a total cost of $1,000 or more and the unit costs for the items were not included in quotes for the original W.O. When changes have occurred in the original W.O., Subcontractor Invoices DO NOT need to be included in the invoice package if: 1. An item costs less than $1,000 and the unit cost for the item was either included in the quote for the original W.O. or in a separate quote prior to the change order. 2. An item costs more than $1,000, the unit cost for that item was included in the quote for the original W.O., the item is not considered “capital equipment” and the cost breakdown is not complicated. Note an EXCEPTION to the guidance above if the cost of the subcontracted item is complicated (i.e. multiple types of lab samples on additional wells), the Site Manager may ask for the invoices prior to approval. Therefore the Contractor should include these subcontractor invoices in the invoice package. ٱ 35. INVOICE PACKAGE CONTENTS: Original Invoice: (signed by all parties, if necessary) “Preapproval Services Change Order & Invoice” Work Order: Front page signed by all parties, legal language page can be removed. Original Template: This copy must match the original W.O. amount. Backup Spreadsheet: If it was used in the original W.O. Change Order Template: A separate template copy may need to be included for each of the Change Orders that were issued in the present and/or on previous invoice(s). Remember that the invoice is actually the Change Order and invoice. ٱVerbal Authorizations (VCOs): Copy of signed VCO’s for all increases and time extensions. ٱ Other Items: An explanation for reductions; backup spreadsheets; subcontractor invoices, if necessary. ٱCapital Equipment: If the Contractor’s invoice is for Capital Equipment, then the package must include the copy of the vendor’s invoice(s) for the equipment and a complete FDEP Property Reporting Form. ٱ 36. INVOICE PACKAGE SUBMITTAL: Contractors should submit one complete copy of the Invoice Package listed above to: Bureau of Petroleum Storage Systems Accounting Section, Mail Station 4575 Florida Department of Environmental Protection 2600 Blair Stone Road, Tallahassee, Florida 32399-2400 ٱ ٱ ٱ ٱ ٱ
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FDEP/BPSS Preapproval Invoice Checklist Single Event Template Format ٱ 37. BPSS INTERNAL COPY REQUIREMENTS FOR INVOICE PROCESSING: ٱFirst Billing a. Original Invoice & Work Order b. 1 Copy of Invoice & Work Order c. 2 Extra Copies of Invoice Only d. 1 Copy of Invoice Only a. Original Invoice b. 1 Copies of Invoice Only c. 2 Extra Copies of Invoice Only d. 1 Copy of Invoice Only a. Original Invoice & Template Spreadsheet & VCO Form b. 1 Copy of Invoice & Template Spreadsheet & VCO Form c. 2 Extra Copies of Invoice Only d. 1 Copy of Invoice Only (F&A) (F&A) (F&A) (Judy & Scanning) (F&A) (F&A) (F&A) (Judy & Scanning) (F&A) (F&A) (F&A) (Judy & Scanning)
ٱSubsequent Billing (No Changes)
ٱSubsequent Billing (With Changes)
ٱCapital Equipment Billing
a. Original Invoice & Equipment Vendor Invoice (F&A) & Property Reporting Form b. 1 Copy of Invoice & Equipment Vendor Invoice (F&A) & Property Reporting Form c. 2 Extra Copies of Invoice Only (F&A) d. 1 Copy of Invoice Only (Judy & Scanning) a. Original Invoice & Original Release of Claim (F&A) Affidavit b. 1 Copy of Invoice & Release of Claim Affidavit (F&A) c. 2 Extra Copies of Invoice Only (F&A) d. 1 Copy of Invoice & Release of Claim Affidavit (Judy & Scanning)
ٱFinal Billing
Note, the matrix listed above represents the categories of: a. one complete set of “original” documents for F&A; b. one complete set of “copies” of documents for F&A; c. two “extra” copies of the invoice only for F&A; and d. one copy of the invoice only for Judy and Scanning (except for final billings which should also include one copy of the Release of Claim Affidavit). If an invoice involves more than one of the billing scenarios listed above, then all of the applicable documents (original or copies as specified) should be combined for each category (i.e. for a subsequent billing that also includes capital equipment, category b. documents would include a copy of the invoice, template spreadsheet, VCO form, equipment vendor invoice and property reporting form). Note, until further notice, the only documents that will be forwarded to scanning by the BPSS Accounting Section are those that are physically attached to the Invoice Copy designated for Judy and Scanning. Site Managers or Teams are responsible for sending copies of all other documents to scanning independently.
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