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A5639 (DSC-CS)

X S72

July 5, 2006

**TRANSMITTED VIA ELECTRONIC MAIL -- NO HARD COPY TO FOLLOW**

Memorandum

**DSC GUIDELINE 2006-001**

To: All Employees, Denver Service Center

From: Director, Denver Service Center

Subject: Denver Service Center (DSC) Invoice Processing Guideline

**PURPOSE**

To develop an invoice routing process internal to the Denver Service
Center, in order to ensure processing and approval in the most
expeditious means possible.

**BACKGROUND**

Invoices come in different forms (including [construction]{.underline}
pay estimates) and are forwarded to the DSC in different ways. While
most are addressed to the Contracting services Division, numerous
invoices are still being addressed by the Architect/Engineer (A/E) and
construction companies directly to the Contracting Officer's
Representative (COR) or the Project Manager (PM) due to the company's
liaison with these personnel. Project management team members need to
ensure that invoice are NOT delivered to their personnel but to the
Contracting Services Division which is the contractually designated
receiving office, since undue delays could result in unnecessary
penalties being imposed on DSC payments.

**PROCESS**

> **[Contracting Services Routing Procedures.]{.underline}** All
> invoices -- regardless of which division receives them -- will be
> delivered to the Administrative Support Assistant (ASA) in the
> Contracting Services Office (Room 311).

-   The ASA logs the invoice in a mail log and date stamps the invoice,
    which starts the clock for the invoice's processing.

-   The invoices are delivered to the Procurement Database Administrator
    (PDA) maintaining the Contracting Services database, who enters them
    into the database and assigns them to a Procurement Technician (PT).

    -   THE PDA generates a routing slips and enters the names of the
        COR (and PM for information purposes only), the Contract
        Specialist (CS), the Contracting Officer (CO), and a due date
        for return of the invoice to Contracting. There are two types of
        routing slips: the pink routing slips as a 10-day return, and
        the blue routing slip for construction contracts has a 4-day
        return.

> The PT will use the division personnel lists provided by the
> Contracting Services Administration Specialist (AS) to route the
> invoices to the appropriate division. The PT will place the invoices
> in the appropriate division mail boxes located on the 2^nd^ and 3^rd^
> floors for further distribution by the applicable division
> administration specialists. **Invoices should never be placed on the
> chair of the ASA or any of the office assistants.**
>
> **[Routing Procedures within Divisions]{.underline}**

-   The Design & Construction (DC) mail box is located in the DC Admin
    Office (Room 330); the Transportation mail box is located in the
    Transportation mail room (Room 217); and the Planning mail box is
    located in the Planning Division (Room 203).

-   It is recommended that the ASA or a designated office assistant
    verify that the COR is present at the Denver Service Center using
    the Division's out list and/or by speaking with the appropriate ASA.

-   If the COR is not present, the invoice should be forwarded to the PM
    using the same procedure. The PM should communicate with the COR
    prior to approving the invoice.

-   If neither the COR nor the PM is available, the invoices should be
    routed to the PM's supervisor for approval. Again, the supervisor
    should communicate with the COR prior to approving the invoice and
    should annotate the routing slip accordingly.

-   Due to the time sensitivity of invoice processing, **invoices should
    never be placed on the chair or in the mailbox of a COR, PM, or PM
    supervisor.**

> **[Return of Invoices to Contracting Services Division]{.underline}**

-   Once the COR (or PM on behalf of the COR) signs the invoices, the
    invoice will be forwarded back to the Contracting Services ASA for
    processing. **Do not put on the chair or in the mailbox of the CS or
    CO.**

-   The ASA forwards the invoice to the PT for processing and further
    routing to the CS for review and CO for approval.

-   The CO signs the invoice and forwards it to the PT for final review
    and disposition.

> **[Additional Responsibilities]{.underline}**

-   Personnel lists will be maintained by each division's AS and
    forwarded to the Contracting Services AS when updates are necessary.

> The COR, PM, or Supervisor, as outlined above is the point of contact
> for invoice routing. The PTs will monitor due dates for invoice
> routing and may be required to communicate with the point of contact
> on invoices approaching their due dates. COR's or PM's who encounter
> unavoidable delays in processing invoices should promptly inform the
> PT listed on the routing slip.

**SUMMARY**

In conclusion, invoices will go through many hands before payment
occurs. Communication between all parties is essential to expedite the
routing and to accomplish timely invoice processing to protect the
project accounts and our customers from experiencing unnecessary late
fees. It is essential that personnel follow these guidelines and make no
assumptions in their distribution of invoices. Attention to all details
in the routing, reviewing, and approval processes can ensure significant
savings within DSC's project account budgets.

![](media/image2.png){width="2.2402777777777776in"
height="0.6333333333333333in"}

Daniel N. Wenk

cc:

DSC-IM-Central Procedural Library

Signature authenticated by Kathy Ziegenfus.

Distributed via electronic mail to all employees -- 07-05-2006.

Copy placed on N drive:N:DSC Info:SOP's:DSC 2006-001.