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		    <title class="- topic/title ">
			      <ph props="autonumber" class="- topic/ph ">513.370-3</ph> Invoices.</title>
		    <conbody id="i1889355" class="- topic/body  concept/conbody ">
			      <ol id="d234e13" class="- topic/ol ">
				        <li class="- topic/li ">
					          <p id="d231e17" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(a)</ph>
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
						             If the contracting officer uses these procedures, s/he must require the suppliers to immediately submit properly prepared itemized invoices.</p>
				        </li>
				        <li class="- topic/li ">
					          <p id="d231e26" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(b)</ph>
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
						             Upon receipt of the invoice, the receiving office must take all the following actions:</p>
					          <ol id="d234e32" class="- topic/ol ">
						            <li class="- topic/li ">
							              <p id="d231e36" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
								                 Time-stamp the invoice to indicate the date the invoice is received.</p>
						            </li>
						            <li class="- topic/li ">
							              <p id="d231e45" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
								                 Verify the accuracy of the invoiced amount.</p>
						            </li>
						            <li id="i1889360" class="- topic/li ">
							              <p id="d231e54" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(3)</ph>
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
								                 Verify that the supplies or services have been received and accepted. Whenever possible, require that inspection and acceptance or rejection occur within 7 calendar days of delivery or completion.</p>
						            </li>
					          </ol>
				        </li>
				        <li class="- topic/li ">
					          <p id="d231e65" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(c)</ph>
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
						             Before certifying the invoice and forwarding it to the appropriate office, the contracting officer or a designated representative must obtain a certification of receipt and acceptance from the individual who actually inspected and accepted the supplies or services.</p>
				        </li>
				        <li class="- topic/li ">
					          <p id="d231e74" class="- topic/p ">
                  <ph props="autonumber" class="- topic/ph ">(d)</ph>
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
                  
						             Within 5workdays after receipt of the invoice or acceptance of the supplies or services, whichever is later, forward the invoice stamped with the Certified Invoice Stamp.</p>
					          <ol id="d234e80" class="- topic/ol ">
						            <li class="- topic/li ">
							              <p id="d231e84" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(1)</ph>
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
								                 Complete the accounting information, received and accepted dates, taxpayer identification number (TIN), type of business (corporation, sole proprietorship/partnership, or other), and certification, and PEGASYS Document Number (PDN) .</p>
						            </li>
						            <li id="i1889365" class="- topic/li ">
							              <p id="d231e93" class="- topic/p ">
                        <ph props="autonumber" class="- topic/ph ">(2)</ph>
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
                        
								                 If a Certified Invoice Stamp is not available, place the following statement on the invoice along with the PDN number, accounting information, TIN, and the type of business. (<b class="+ topic/ph hi-d/b ">Note</b>: In some organizations, the PDN number is determined by a budget or executive office within the service or staff office.)</p>
							              <table frame="none" colsep="1" rowsep="1" class="- topic/table ">
								                <tgroup cols="3"
                                colsep="1"
                                rowsep="1"
                                outputclass="Signature"
                                class="- topic/tgroup ">
									                  <colspec colnum="1"
                                    colname="1"
                                    colwidth="51*"
                                    class="- topic/colspec "
                                    rowheader="headers"/>
									                  <colspec colnum="2"
                                    colname="2"
                                    colwidth="8*"
                                    class="- topic/colspec "
                                    rowheader="headers"/>
									                  <colspec colnum="3"
                                    colname="3"
                                    colwidth="41*"
                                    class="- topic/colspec "
                                    rowheader="headers"/>
									                  <tbody class="- topic/tbody ">
										                    <row rowsep="1" class="- topic/row ">
											                      <entry namest="1" nameend="3" class="- topic/entry ">
												                        <p class="- topic/p ">“I certify that these goods and/or services were received on [Date] and accepted on [Date]. An oral purchase was authorized and no confirming order has been issued.”</p>
											                      </entry>
										                    </row>
										                    <row rowsep="1" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry "/>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry "/>
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										                    <row rowsep="1" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry "/>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry "/>
										                    </row>
										                    <row rowsep="1" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry ">
												                        <p class="- topic/p ">Signature of Contracting/Ordering Officer</p>
											                      </entry>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry "/>
										                    </row>
										                    <row rowsep="1" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry "/>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry "/>
										                    </row>
										                    <row rowsep="1" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry "/>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry "/>
										                    </row>
										                    <row rowsep="0" class="- topic/row ">
											                      <entry colname="1" colsep="0" class="- topic/entry ">
												                        <p class="- topic/p ">Print name and telephone no.</p>
											                      </entry>
											                      <entry colname="2" colsep="0" class="- topic/entry "/>
											                      <entry colname="3" class="- topic/entry ">
												                        <p class="- topic/p ">Date invoice received</p>
											                      </entry>
										                    </row>
									                  </tbody>
								                </tgroup>
							              </table>
						            </li>
					          </ol>
				        </li>
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