Project Initiation - Invoicing Requirements Checklist

Project Initiation - Invoicing Requirements Checklist

This Checklist is structured to be a resource in obtaining the Client Invoicing Requirements in order to invoice the client correctly starting with the first invoice. Attach the completed Checklist in the ePA-WBS Application when the project is submitted. If your Region/Global Business Line is not yet utilizing this Application, it should be completed and submitted with the PA-WBS Excel Spreadsheet.

Input Project Code (after assigned) _____________________

Step 1

During Contract Negotiations obtain Client Contact Information for Invoicing Requirements (provide contact information in space below)

Client Invoicing Requirements Contact:

Name: __________________________________________________________ Title: _____________________________________________________________________ Telephone: _ _____________________________________________________ Email: _____________________________________________________________________

Step 2

A. Advise Client that representatives from Gannett Fleming will be contacting this individual after contract execution to schedule a meeting to review the Invoicing Requirements on the Project; (The PM, in conjunction with the PMA and/or Biller, should attend this meeting either in person or conference call. Meeting should occur within one to two weeks after contract execution.)

B. Use the questions on the following pages during the meeting with the client contact in order to establish the correct billing particulars for BST; which will enable invoicing the client correctly starting with the first invoice. Invoice Format (Mask) - Meet with Biller prior to the meeting to determine the appropriate Invoice Mask for the project and then take Sample Invoice to meeting.

Step 3

Completed Checklist is to be saved in Project Financial Folder. Attach to ePA-WBS Application or with PA-WBS Excel File when project is submitted for processing.

Print Form 1

Save Form

Project Initiation - Invoicing Requirements Checklist

Phase Structure for Invoicing

Are there multiple levels within the contract that the client wants to see invoiced separately?

Yes

No

If Yes, a separate phase will need established for each separate invoice. Separate Invoice

Group Numbers will need to be assigned for each separate invoice. Select From Invoice Group Codes 01 through 99.

Do you have levels of budget in the project that need to be invoiced as separate lines on the invoice?YesNo

If Yes, a separate phase will need established for each line item. Separate Sequence

Numbers will need to be assigned for each required line item on the invoice. Select from Sequence Codes 1 through 99.

Note: Multiple Phases can be added together for each individual Invoice Group/Sequence; however, Phase Names should reference a unique Identifier to link to each Invoice Group/Sequence; i.e., If Invoice Group 01, Sequence 1 is linked to Work Order 1, each Phase Name should start with WO1, followed by a unique name Identifier (ex. Phase 100 = WO1 Project Management; Phase 101 = WO1 Roadway, etc.).

Contract Fee Type(s)

Select Contract Fee Type (If applicable, select second Fee Type if Contract has more than one Fee Type)

Fee Type 1

Fee Type 2

Cost Plus

Lump Sum

Cost Plus

Cost Plus Fixed Fee

Monthly Retainer

Cost Plus Fixed Fee

Cost Plus Maximum

Percent of Construction

Cost Plus Maximum

Lump Sum Monthly Retainer Percent of Construction

Contract Effective Dates

Can costs incurred outside of the contract effective dates be invoiced?

Yes

No

Does the contract terms require a Notice to Proceed (NTP) prior to invoicing?

Yes

No

Invoicing Frequency/Billing Cycle/Submittal Schedule

Select Invoicing Frequency (If other is selected, input type in comment area on page 5.)

End of Project

Every Two Weeks

Milestones

Monthly

Other

Quarterly

Does the Client have specific Billing Periods or Submittal Schedule Requirements;

Yes

No

and, if so, must any Subs Billing Periods match GF's?

Yes

No

(Attach Client Billing Cycles/Submittal Schedule)

Client-Based Invoicing Program

Does the Client maintain their own Invoicing Program

Yes

No

If Yes, provide Client Program Name:

Does the Draft Invoice require approval by the Client PM prior to Finalizing?

Yes

No

2

Project Initiation - Invoicing Requirements Checklist

Distribution of Invoice

Is the Billing or Collection Client Name/Address different than the General Client Name/Address?

Yes

No

If Yes, Supply the following:

Billing Client Name/Address

Collections Contact Name/Address

Client Name:

Client Name:

Client Address:

Client Address:

Contact Name: Contact Title: Client Telephone: Email Address:

Contact Name: Contact Title: Client Telephone: Email Address:

May we email the invoice?YesNo If Yes, to whom should we email and copy? Provide email address(es):

If emailed, do we also need to send an original? (Distribution of Invoice will be done by the Biller unless otherwise indicated.)

If No, (invoice cannot be emailed), indicate the number of hard copies required by the client: (List any exceptions under the Notes/Comments section on page 5.)

Yes

No

_________ Quantity

Invoice Formatting Requirements

Is there another Project that has the same Invoicing Format?

Yes

No

If Yes, provide Project Code: _____________________

Is there a Client-provided Sample Invoice? If Yes, Attach Client-provided Invoice SampleYesNo

Does the Client have Specific Invoicing Requirements?

Yes

No

If Yes, provide and attach any Invoicing Requirements Documents

Will invoices from Subs also be required to follow a specific invoicing format?

Yes

No

Invoice Presentation

Please answer the following questions to determine the appropriate Invoice Mask. (See Page 6 for Invoice Masks and Descriptions) (Check all appropriate boxes) If there is an Invoice Mask Preference, please indicate under Notes/Comments on Page 5.

Invoice requires detailed presentation of the charges

Signatures are required on the invoice

Invoice requires only a summary of total charges

Consecutive invoice numbering is required

Invoice needs to include historical values: Billed to Date, Budget, Etc.

The contract requires special forms to be submitted with the invoice (If checked, provide form names and attach editable forms:)

3

Project Initiation - Invoicing Requirements Checklist

Progress Report

Does a progress report need to accompany the invoice?

Yes

No

If Yes, check appropriate box

Can it be included as text on the invoice?

Must it be a separate document?

Are there any other Forms to be Completed and Sent with the Invoices?

Yes

No

If Yes, Provide Form Name(s) and attach editable form(s)

Labor and Expenses

Labor

Complete the following appropriate area for either invoicing using a Multiplier or invoicing using a Percentage.

Multiplier (Input Office and/or Field Multiplier, as appropriate.)

Provide Labor Multiplier (include all decimal places) This is the multiplier actually applied to either the Payroll Cost (Direct Salary plus Fringes) or Direct Salary.

_________________ Office ________________ Field

Percentage (Input Office and/or Field Multiplier, as appropriate.)

Overhead Percentage (include all decimal places)

_________________ Office ________________ Field

Profit/Fixed Fee Percentage (include all decimal places)

_________________ Office ________________ Field

Max or Lump Sum Profit/Fixed Fee

_________________ Office ________________ Field

Profit/Fixed Fee Applied to: (Check appropriate box)

Direct Salary Only

Direct Salary plus all Overhead

Direct Salary + OH + Expense

Show Rates on Invoices?YesNo

Equivalent Labor Multiplier

_________________

Facilities Capital Cost of Money (FCCM)

_________________

Expense Percentage (expenses are invoiced as % of Labor)

_________________

Overtime - Premium Portion (Check appropriate box)

Is the Premium portion of overtime allowed to be marked up?; or Is the Premium portion of overtime to be billed as an expense?

Project Rate Schedule Template

To determine if the project requires a schedule to invoice labor, answer the questions on the Project Rate Schedule Template. Attached Project Rate Schedule Template.

4

Project Initiation - Invoicing Requirements Checklist

Retainage Percentage: _____________Taxes

Select Appropriate Retainage method, if applicable

Select Appropriate Tax, if applicable

Withheld from Direct Labor

Canada

Withheld from Fixed Fee/Profit

Hawaii

Withheld from Payroll-Related Costs Only

New Mexico

Withheld from Total

Withheld from Total (excl subconsultants)

Labor Invoice Backup Requirements (Check appropriate box)

Certified Payroll Timesheets

Expenses

Are expenses billable if recorded in BST outside the period already invoiced

Yes

No

(i.e. eExpense filed late)

Per diem - Does the client require invoicing at per diem rates?

Yes

No

If Yes, please instruct all individuals working on the project to submit expenses

as per diem rates and not actual expense incurred

Expenses billed at Company Rates?YesNo If No, complete the Project Expense Group Template

Expense Invoice Backup Requirements

Expenses - Is backup required for all expenses?

Yes

No

Expenses - Is backup required for just some of the expenses?

Yes

No

Expenses - Are itemized receipts (not credit card slips only) required for all meals, regardless of amount, and lodging?YesNo

If yes, please make sure employees are supplying itemized receipts as well as credit card slips for ALL meals since this is outside the Gannett Fleming Travel & Expense Policy.

If any Answers above are Yes, Provide information on Project Expense Group Template

* It is advisable to always set up an unbilled phase on every project (at the contract multiplier)

Order of Backup

Order of Backup - Is there a specific order in which the backup must accompany the invoice?YesNo

If Yes, please provide Order Listing as attachment

Notes/Comments

5

Project Initiation - Invoicing Requirements Checklist

Invoice Mask Reference Sheet

Samples of the Invoice Masks located on the GF Intranet at:

Code INCPNQ INCPDETL INCPEDER INCPCHRQ INCPNCHRQ INSLMULTC INSP INSUMFORM

INUNITBLGF INMANUAL

Name Preferred CP-Sequence, History, Unit Price Bill

Summary, No History, Timesheet & Expense Comments

Summary, One Page, No History, Showing Labor & Expense Sequence, No History, Labor Class Only, Expenses

Sequence, No History, Labor Class & Name, Expenses

Preferred LS-Sequence, History, Optional Detail Page

Schedule Payment/ Monthly Retainer Preferred-CPFF- One (1) Sequence, History & Budget by Revenue Type

Summary of Effort Shown as Defined Unit of Measure

Manual Invoice Prepared outside of BST

Description

This invoice mask handles not only CP(M) fee types but also LS. It can be used for multiple fee types within one invoice group. It can also handle multiple types of labor (i.e.: bill rate and percentages) as long as they are separate sequences. It shows sequence historical, budget, and percent complete information.

This invoice mask will show daily charges with/without timesheet comments, multiplier (regardless if using percentages or multiplier), and subtotals labor by employee separated by phase. The only historical information that is available on this mask is the summary table.

This invoice mask will combine phases by invoice group and show a breakdown by classification, hours, rate, schedule rate and amount. The only historical information that is available on this mask is the summary table.

This invoice shows Classifications only (no employee names). It uses the sequence numbers set up to show charges in a Parts layout (A to Z as needed) vs sequence numbering. It will show actual rates, overhead, and profit, or actual rates and multiplier, or bill rate schedule. The only historical information that is available on this mask is the summary table.

This invoice shows classifications and employee names. It uses the sequence numbers set up to show charges in a Parts layout (A to Z as needed) vs sequence numbering. It will show actual rates, overhead, and profit, or actual rates and multiplier, or bill rate schedule. The only historical information that is available on this mask is the summary table.

The invoice mask handles LS fee types as well as CP(M). It can be used for multiple fee types within one invoice group. Invoice is grouped at the sequence level. Sequence budgets, percentages billed, previous and to date columns show on the front page. Back pages can be restricted to show labor and/or labor and expenses. Labor will only be shown as loaded, regardless of type.

This invoice mask handles monthly retainer fee types. Shows scheduled amount due and any additional charges.

This invoice mask handles both CP(M) and CPFF fee types. It shows charges, previous and to date figures by line item (direct labor ? field and office separately, overhead, profit, or labor costs, if using bill rate or multiplier, premium OT, ODCs, and subconsultants/ subcontractors) along with the option of showing line item budgets and balance remaining (enter in the line item budgets under budget accumulate codes and the budget remaining column will automatically be added). The labor breakdown will show on the second page and expense breakdown will show on the third, if applicable. Subconsultants/subcontractors can have their own line item on the front page or be grouped with expenses.

This invoice mask will handle unit billings based on the unit billing set up on the Terms tab of the phase. Multiple phases/units can be billed on same invoice. Bill by units box must be checked, Unit Name, Unit Rate, and Maximum No of Units must be filled out on the Terms Tab. Max Number of Units and Number of Units billed To Date columns can be hidden.

This invoice mask should not be sent to the client. This mask is available to post manual invoice amounts to BST AR. Select this invoice mask for unbillable phases.

6

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download