Oregon Department of Education / Office of Student Learning & Partnerships
255 Capitol Street NE / September 11, 2008
Salem, OR 97310
TO: / LTCT and Hospital Education Program Business Managers and Contract Administrators
FROM: / Steven W. Smith, Director of Interagency Educational Services & IDEA Data
RE: / Invoicing for 2008-2009 Client Services Contracts

We are beginning the second year of your 2007-2009 biennial contracts. In an effort to clarify the expectations for invoicing, budgets, and expenditure reports, we have prepared the following guidance. This document outlines elements of ODE Procurement policy and specific contract reporting dates to help ensure timely processing of all paperwork and payments.

All contractors must have an ODE approved indirect cost rate prior to approval of any payment on this contract. Indirect Costs are established at an approved rate as determined by ODE. For information on the process to identify the district’s approved indirect cost rate with the Department, or for contact information for verification of the district’s approved indirect rate, go to , Office of Finance and Administration and click on Accounting Services. If your district does not have an approved indirect cost rate, see the instructions for “Procedures for Indirect Rate Certification” at .

As per contract, the contractor shall not enter into any subcontracts for any of the Work required by the contract without the prior written consent of ODE. (See contract for details). If the district has an approved subcontractor providing services, a copy of the interagency agreement and/or other contractual arrangement documents must be submitted with the 2008-2009 Service Plan, due October 15, 2008.

INVOICING FOR 2008-2009
OREGON DEPARTMENT OF EDUCATION CONTRACTS

Maximum Compensation information is located in Exhibit C on the respective contracts; Exhibit C includes information on the compensation and expense reimbursement process and a list of the reports due with the quarterly invoices.

Identified below is information needed to appropriately invoice for payment. The identified “Deliverables” must be submitted in order for ODE to process payment.

On payment dates identified in the contract, send required invoices and deliverables to ODE, to the attention of the Contract Administrator (see chart on page 3):

Due Date / Maximum Compensation / Deliverables
Contract Effective Date / As specified in the contract /
  1. Revised Budget for remaining contract period
  2. Letter of explanation of any changes to budget
  3. 08-09 Indirect Cost Rate Certification

October 2008 / As specified in the contract /
  1. October 2008Invoice
  2. 5th Quarter Expenditure Report (July 2008 – September 2008)
  3. 2008-2009 Service Plan
  4. Enrollment report

January 2009 / As specified in the contract /
  1. January 2009Invoice
  2. 6th Quarter Expenditure Report (October 2008 – December 2008)
  3. Enrollment report

April 2009 / As specified in the contract /
  1. April 2009 Invoice
  2. 7th Quarter Expenditure Report (January 2009 – March 2009)
  3. Enrollment report

July 2009 / As specified in the contract /
  1. July 2009 Invoice
  2. Final Expenditure Report (April 2009 – June 2009)
  3. Enrollment report

Contact information for CONTRACT ADMINISTRATORS

  • If you have any questions you can contact Beth Blumenstein, 503-947-5617 or . She will direct your question to the appropriate specialist.
  • Invoicing: Pam Williams. Phone 503-947-5681or e-mail
  • Payment status on submitted invoices: Pam Williams. Phone 503-947-5681 or .

INVOICING ODE CONTRACTS:

Submittedinvoices must:

  1. Clearly state the word “INVOICE”
  2. Include contractor/agency name, address and phone number
  3. Identify the contract number
  4. Identify payment schedule invoice due date from contract. NOTE: Payment schedule due date is the same as the quarterly expenditure reports (e.g. use “October 2008 Payment” not “1st Quarter Invoice”)
  5. Delineate specific work or deliverable being billed as per the terms of the contract
  6. Identify
  7. total contract amount (maximum compensation identified in the contract)
  8. amount previously billed
  9. amount of current billing
  10. contract balance
  11. Be an original document
  12. Include all necessary LEA signatures (original signatures only, no faxes or e-mails)
  13. Include contact name and number of person handling billing
  14. Be submitted by mail, not by e-mail

Please note: Expenditure Reports and Budgets must have the signature of the authorized LEA/ESD official and contact phone number.

Contract deliverables need to be attached to the original invoice document:

ATTN: [insert Contract Administrator name]

Oregon Department of Education

255 Capitol Street NE

Salem, OR 97310-0203

SAMPLE INVOICE

[Your Company Name]
[Street Address]
[City, ST ZIP Code]
Phone [(509) 555-0190] Fax [(509) 555-0191] /

INVOICE

Invoice #[100]
Date: October 6, 2018

To:

Hospital, Contract Administrator
Oregon Department of Education
Office of Student Learning & Partnerships
255 Capitol St, NE
Salem, OR97310-0203
503-947-5776 /

For: HOSPITAL program

Contract # 9999
Payment Period: October 2008 Invoice
DESCRIPTION / AMOUNT
Contract Amount: $ …………… (or amended contract amount)
Amount Previously Billed: $......
October 2008 Payment: $ XYZ (based on contract payment schedule) / $ XYZ
Contract Balance: $......
Attachments: July 1 – September 30, 2008 Expenditure Report
2008-2009 Service Plan (additional copy submitted
Electronically to ODE)
BALANCE DUE / $ XYZ
Make all checks payable to(Your Agency Name and address)
If you have any questions concerning this invoice, contact [Name, phone number, e-mail]