![]() Upon certification/rejection, an email is sent to the responsible Accounts Payable Technician informing them of the status of the invoice. The COR is able to log into the system, review the invoice and attachments and possibly approve or reject the invoice. The AP team and COR perform a thorough analysis of the invoice based on the contract clauses, federal invoicing rules and regulations. The AP team forwards the invoice files to the Contract Officer Representative (COR) for invoice certification (approval or rejection of invoice). ![]() Once the invoice has been successfully uploaded into the AP Financial system the EC team sends an email with the invoice and all attachments to the AP team. If errors are present such as wrong contract number, incorrect CLIN/SLIN/ACRN combination and/or duplicate invoice number, the system will automatically send a rejection email to the company's point of contact. The system will perform a number of validations to verify that the invoice is proper. The invoice is uploaded into the Accounts Payable (AP) Financial system twice a day. Upon hitting the Submit button, the invoice will be captured by the eCommerce system. You can also attach an Excel, Word, Adobe PDF, PowerPoint or Access file to accompany your invoice. Fill in the mandatory information at a minimum such as the contract number, invoice number, dates, line items (CLIN/SLIN/ACRN) and Final invoice (Yes/No) and then click the Submit button. You select the option to create an invoice from scratch or from templates. All you have to do is fill out all of the necessary fields on the invoice form. The EC office will download your public key and create and account for you to log in. Once you have received your certificate and loaded it into your web browser, please inform the EC Office. They should also include instructions on how to download the certificate to your computer. The company will send the certificate to you via email. You will have to fill out their application and mail it in. On the IdenTrust website, look for "Medium Assurance" certificate. You want the ECA, Medium Assurance Digital Signature Non Repudiation Certificate. When you go to any of these sites, ensure that you are choosing the correct certificate. The certificates range in cost from $100-$300, and they are good from one to three years. The type of Certificate that our site requires is the ECA, Medium Assurance Digital Signature Non Repudiation Certificate. EC complies with the DoD mandate that all private industry partners, contractors, allied partners, and other federal and DoD Agencies employ DoD certificates for all electronic communications. PKI certificates are used to identify web clients and to encrypt user sessions and emails so that private business stays private. Vendor RequirementsĪ Department of Defense (DoD) IECA PKI Certificate is required to access the website. Once the invoices have been approved by ONR, they can be faxed, mailed, or emailed to MPO. Note: All invoices requiring Office of Naval Research (ONR) approval must be submitted to ONR in hard copy form via mail. The MPO website has the capability of accepting the following documents: MPO approval is contingent upon review and concurrence of the compelling circumstances contained within the letter. Please be advised that the submission of a letter requesting approval to submit hardcopy invoices does not guarantee MPO approval. Hardcopy invoices will be authorized on a very limited basis and only when there are compelling circumstances which also must be substantiated within the initial proposal submission. MPO requests that any contractor/vendor who has compelling circumstances that necessitate continuation of hardcopy invoice submissions substantiate that need in a letter addressed to the cognizant contracting officer. MPO understands that there could be circumstances that prevent vendors from submitting invoices electronically. According to the DFAR for Electronic Submission and Processing of Payment Requests, fax, email and scanned documents are not acceptable electronic forms. The website is the only form of electronic submission of invoices. The MPO Electronic Commerce (EC) office has a secure website that allows vendors to submit invoices and attachments. All vendors are required to submit their invoices electronically through our MPO office, unless otherwise stated in the contract. Electronic invoicing with the Maryland Procurement Office (MPO) provides a fast and accurate method of submitting and tracking invoices.
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