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CC in Voice Checklist

The checklist provides guidance to ensure invoices are processed promptly by validating that services were performed during the contract dates, rates match approved sheets, costs are allowable, math is correct, and backup documentation is complete. It instructs the recipient to send invoices to the correct address and contact the city if a duplicate is needed to avoid delays in payment processing.

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Bonaventure Nzeyimana
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23 views

CC in Voice Checklist

The checklist provides guidance to ensure invoices are processed promptly by validating that services were performed during the contract dates, rates match approved sheets, costs are allowable, math is correct, and backup documentation is complete. It instructs the recipient to send invoices to the correct address and contact the city if a duplicate is needed to avoid delays in payment processing.

Uploaded by

Bonaventure Nzeyimana
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Invoice Review Checklist

The City intends to pay you promptly. Below is a checklist to ensure your payment will be processed
quickly. Provide this to the best person in your company for ensuring invoice quality control.

Send the invoices to the correct address:

City Department Address/Invoice Recipient:

Validate that the time period for services performed is within the Contract Begin Date and
Contract End Date.

Ensure invoice items have not been previously billed or paid, given the time period for which
services were performed.

Ensure enough money remains on the contract (including amendments), to pay the invoice.

Ensure the Labor Rates match the most current approved rate sheet.

Ensure the Overhead Rate and Fee used in calculating personnel costs match the most current
approved rate sheet.

Ensure the Direct Charges on the invoice are allowable by contract.

Eliminate unallowable costs (e.g. Traveling Business or First Class, Alcoholic Beverages, etc)

Verify that personnel named are explicitly allowed for within the contract or most current
approved rate sheet.

Ensure WMBE utilization is provided to the City and/or entered into the City on-line system.

Check the math.

Ensure back-up documentation is adequate and complete.

Verify invoice number and make sure it is not a duplicate or previously submitted. Duplicate
invoices will confuse and delay your payment. Contact the City if you think a duplicate invoice is
needed, before you send one.

Definitions
 Services: Deliverables or work performed by the consultant including analysis, advice,
recommendations, report preparation, design development, and other specialized services.
 Direct Charges: Non‐Salary expenses that are necessary and directly applicable to the work required
by the contract, for example, Travel & Per Diem, Reproduction Expenses, Office Supplies, and Sub-
consultants, and other reimbursables.
 Contract End Date: The date the contract expires. Consultants may not work after this date.

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