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Self-size Certification - at time of award
FFATA
W-9
SAM - Final Review

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Subcontract administrator gets invoice

Forwards invoice to program for review/approval

If yes, moves forward

If no-returns to sub-contractors

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Unilateral
Bi-lateral

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(Note: Sub-recipient monitoring work can inform what we do here)

--GFP/CAP management
--performance
--cost

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Depends on Contract Type
Need to address Government property

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--Complete 1428 (if govn't property)--Claims of credits/rebates

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Forms Needed:
Contractors Assignment of Refunds,
Rebates and Credits,
General Provisions,
Animal Disposition,
Government Property,
Copyright-patent
Final invoice

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What guidance & support does Contracts give during proposal process?

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What guidance & support does Contracts give during proposal process?

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Determine appropriate subcontract type
Identify flow down requirements
Assess outsourcing to small businesses and preferred vendors

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Decide to proceed and begin to strategize

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Decide to proceed and begin to strategize

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Subcontractor pricing analysis - Program and Contracts

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Debarment Check
Reps and Certs

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Vendor sends to subcontractor invoice with ca copied and project director copied most times. If it doesn't happen Maria does it.

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Step 2: Preliminary review of the invoice

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Step 2: Preliminary review of the invoice

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Still within period of performance and within budget
Bad math or bad date as to what we know, Maria reaches back out to vendor to ask questions.

Most times things are resolved

If something is not

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Step 3: Create a coding sheet/ like a cover sheet

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Step 3: Create a coding sheet/ like a cover sheet

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Date of invoice
Name of subcontractor
Vendor number
Invoice number
Amount
Contract Number

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Step 4: Send it to Programs/Project team/ Project Director/ Practice

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Step 4: Send it to Programs/Project team/ Project Director/ Practice

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they need to code by placing project number to charge level
provide the category
project number
breakout of the invoice by project
Maria completes top of coding sheet

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Step 5: Programs/Project team returns coding sheet and invoice to Maria

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Step 5: Programs/Project team returns coding sheet and invoice to Maria

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with items listed in Step 4 populated
they add all of their information to the coding sheet
Maria populates the top portion
Programs populates the middle section and signs the doc

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Step 6: Review the header and totals on coding to ensure information hasn't changed

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Step 6: Review the header and totals on coding to ensure information hasn't changed

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Go back to Programs to resolve

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Step 7:  Print it to PDF the coding sheet

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Step 7:  Print it to PDF the coding sheet

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Invoice total
Header total
Coding sheet match

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Step 8: Drag coding to invoice as one pdf

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Step 8: Drag coding to invoice as one pdf

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Folder for each project

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Step 9: Put them all together in a folder and email all of the invoices in that folder to AP at EOD

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Step 9: Put them all together in a folder and email all of the invoices in that folder to AP at EOD

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send to accountspayable@westat.com

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Program leads this
Contracts administrators support

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Step 9: Stamp the pdf in Adobe as reviewed

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Step 9: Stamp the pdf in Adobe as reviewed

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annual??

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Unilateral
Bi-lateral

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Subcontract administrator gets invoice
Forwards to program for review/approval

If yes--moves forward
If no--returns to sub-contractors
(get from Maria)

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Do we have the internal capability to do the work

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Do we have the internal capability to do the work

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Maria does not receive W-9s
Contract Administrator receives W-9.
Only receives W-9 once in awhile
If AP asks, she directs to CA - tries not to make BAU in the event wrong document is sent but can do if it is absolutely necessary to be done.

It is the CAs job to push W-9
She cannot see subcontractor but she can see consultant
Decided a long time ago that it was not Maria responsibility

Told not to send zip send regular.  Is not aware of naming convention to send to AP.  If there is a naming convention, they need to know.  Used to be SWAP number, name, date of invoice.  Nancy planning to have a separate meeting for naming conventions.  Would like to know pretty soon.

Do not like...sometimes paperwork is completed but they don't work.  Sending W-9 with invoice because they know they are working.  Directed by AP...
Maybe challenges due to person who enters W-9 is not the same person who enters invoice.

Programs may be pulling an old sheet and it may make it past Maria's QC step. Maria would like a DocuSign check. that way they can only sign what she sends.