---
kind: "section"
citation: "5 C.F.R. § 1315.9"
title: "5"
number: "1315.9"
heading: "Required documentation."
url: "https://uscodex.org/cfr/5/1315.9"
---

# §1315.9. Required documentation.


Agencies are required to ensure the following payment documentation is established to support payment of invoices and interest penalties:

- (a) **The following information from the contract is required as payment documentation—**
  - (1) Payment due date(s) as defined in [§ 1315.4(g)](/cfr/5/1315.4.md?p=g);
  - (2) A notation in the contract that partial payments are prohibited, if applicable;
  - (3) For construction contracts, specific payment due dates for approved progress payments or milestone payments for completed phases, increments, or segments of the project;
  - (4) If applicable, a statement that the special payment provisions of the Packers and Stockyard Act of 1921 ([7 U.S.C. 182(3)](/usc/7/182.md?p=3)), or the Perishable Agricultural Commodities Act of 1930 ([7 U.S.C. 499a(4)](/usc/7/499a.md?p=4)), or Fish and Seafood Promotion Act of 1986 ([16 U.S.C. 4003(3)](/usc/16/4003.md?p=3)) shall apply;
  - (5) Where considered appropriate by the agency head, the specified acceptance period following delivery to inspect and/or test goods furnished or to evaluate services performed is stated;
  - (6) Name (where practicable), title, telephone number, and complete mailing address of officials of the Government's designated agency office, and of the vendor receiving the payments;
  - (7) Reference to requirements under the Prompt Payment Act, including the payment of interest penalties on late invoice payments (including progress payments under construction contracts);
  - (8) **Reference to requirements under the Debt Collection Improvement Act (Pub.** L. 104-134, 110 Stat. 1321), including the requirement that payments must be made electronically except in situations where the EFT requirement is waived under [31 CFR 208.4](/cfr/31/208.4.md). Where electronic payment is required, the contract will stipulate that banking information must be submitted no later than the first request for payment;
  - (9) If using Fast Payment, the proper FAR clause stipulating Fast Payment is required.
- (b)
  - (1) Except for interim payment requests under cost-reimbursement service contracts, which are covered by [paragraph (b)(2)](#b-2) of this section, the following correct information constitutes a proper invoice and is required as payment documentation:
    - (i) Name of vendor;
    - (ii) Invoice date;
    - (iii) Government contract number, or other authorization for delivery of goods or services;
    - (iv) Vendor invoice number, account number, and/or any other identifying number agreed to by contract;
    - (v) Description (including, for example, contract line/subline number), price, and quantity of goods and services rendered;
    - (vi) Shipping and payment terms (unless mutually agreed that this information is only required in the contract);
    - (vii) Taxpayer Identifying Number (TIN), unless agency procedures provide otherwise;
    - (viii) Banking information, unless agency procedures provide otherwise, or except in situations where the EFT requirement is waived under [31 CFR 208.4](/cfr/31/208.4.md);
    - (ix) Contact name (where practicable), title and telephone number;
    - (x) **Other substantiating documentation or information required by the contract.**
  - (2) An interim payment request under a cost-reimbursement service contract constitutes a proper invoice for purposes of this part if it correctly includes all the information required by the contract or by agency procedures.
- (c) Except for interim payment requests under cost-reimbursement service contracts, the following information from receiving reports, delivery tickets, and evaluated receipts is required as payment documentation:
  - (1) Name of vendor;
  - (2) Contract or other authorization number;
  - (3) Description of goods or services;
  - (4) Quantities received, if applicable;
  - (5) Date(s) goods were delivered or services were provided;
  - (6) Date(s) goods or services were accepted;
  - (7) Signature (or electronic alternative when supported by appropriate internal controls), printed name, telephone number, mailing address of the receiving official, and any additional information required by the agency.
- (d) When a delivery ticket is used as an invoice, it must contain information required by agency procedures. The requirements in [paragraph (b)](#b) of this section do not apply except as provided by agency procedures.

## Notes

### Amendments

[64 FR 52586, Sept. 29, 1999, as amended at 65 FR 78405, Dec. 15, 2000]

### Authority

Authority: 31 U.S.C. chapter 39; Section 1010 of Public Law 106-398, 114 Stat. 1654; Section 1007 of Public Law 107-107, 115 Stat. 1012.

### Source

Source: 64 FR 52586, Sept. 29, 1999, unless otherwise noted.

### Amendments

[64 FR 52586, Sept. 29, 1999, as amended at 65 FR 78405, Dec. 15, 2000]