Current through Register Vol. XLI, No. 50, December 13, 2024
Section 155-1-6 - Contract Invoice Requirements6.1. Itemization. -- All invoices submitted to the Auditor for payment against a contract shall contain the following: 6.1.1. All General Invoice Requirements as described in Section 155-1-3 above; and, 6.1.2. An item description matching to the contract, including, but not limited to, model number, quantity and unit price, indicating the type of materials, supplies or service. The materials, supplies or service shall be of the type covered under the contract and the description and prices of the materials, supplies or service on the invoice shall not conflict with the description and prices contained in the contract; 6.1.3. The change order number, contract page number and specific item number for each item appearing on the invoice, if requested by the Auditor; 6.1.4. A reference to a valid, unexpired centralized encumbrance, if required by West Virginia State Code; 6.1.5. For invoices paying against centralized master agreements, the centralized master agreement number in a location directed by the Auditor; 6.1.6. The date of record shall fall within the contract period and shall not be for prepayment of any commodities unless the contract contains terms and conditions to the contrary. At the discretion of the Auditor, certain monthly payments such as rental payments may be released two thirds (2/3) of the way through the month to allow time for processing and warrant disbursement;6.1.7. Invoices with aggregate totals shall reflect the sum of the previous payments on the invoice. 6.1.7.a. The sum of previous payments listed on the invoice must match the encumbrance's closed amount or referenced line amount in wvOASIS. 6.2. All contracts with notice-to-proceed clauses must have a corresponding and accurate notice-to-proceed letter on file with the Auditor, or notice that the date the Purchasing Division has certified the contract is the date the notice-to-proceed is active; and the appropriate certification or approval. 6.3 All documentation appearing on contract documents may, at the discretion of the Auditor, be required to be included within the payment request itself for recordkeeping purposes. 6.4. Any payment request that does not reconcile to its referenced contract or does not contain complete or accurate contract information may be rejected back to the agency. 6.5. For any agency-generated ACT, APO, or AMA document, the fully-executed contract must be attached to the header document within the wvOASIS system before an invoice will be paid against such contract.6.6. Vendor statements with multiple invoices require a memo from agency signed by the CFO, or other authorized agency representative, stating the following: "[AGENCY] acknowledges that a vendor's statement is being submitted for payment instead of separate invoices. [AGENCY] acknowledges the increased risk of duplicate payments and has instituted compensating controls, reviews, and procedures to mitigate risk that a duplicate payment may occur."