Contractors can perform work, submit invoices and be paid only for work that has been authorized by a task order. To do so, the customer agency first must have signed the Reimbursement Agreement, Form DOJ-216, prepared by the ITSS-3 COTR. This permits the ITSS-3 COTR to request obligation of funds in the amount of the successful Offeror's proposed total cost and submit a Requisition/Order for Supplies or Services, Form DOJ-551 to the CO.

Reimbursement Agreements with Customers

The Reimbursement Agreement represents a financial obligation for the customer agency. For the Contracts Management Service (CMS), it serves as the funding authority for the task order by authorizing CMS to charge the customer agency for approved contractor invoices and the DOJ administrative fee.

The COTR prepares a Reimbursement Agreement, Form DOJ-216, between the Contracts Management Service and the customer agency, and requests the customer agency to approve the Reimbursement Agreement and furnish the appropriate fund citation (billing information).

The Reimbursement Agreement, Form DOJ-216, contains all the data necessary to collect funds from the customer agency, including especially the data necessary to ensure that collections are posted to the customer's account payable record properly. Therefore, it is very important for customers to ensure that this form is completed accurately.

Obligating Funds

Funds for services to be obtained under a task order are obligated separately for each individual task order.

The COTR prepares a Requisition/Order for Supplies or Services, Form DOJ-551, to obligate CMS Working Capital Funds for the task, and forwards it to the CO for issuance of a task order.

Paying Contractor Invoices

The COTR reviews monthly invoices submitted by contractors, and certifies them for payment after receiving approval from customer agencies that the work was performed as reported and the expenditures as reported by contractors in their monthly progress reports were accurate.

Collecting Funds from Customer Agencies

The ITSS-3 administrative fee and contractor costs will be collected from the customer agency according to the applicable intraagency or interagency procedure. Collections from DOJ components that share the same accounting system will be conducted by the JMD Finance Staff. Transactions with other civilian agencies will be conducted over the Department of Treasury's Intragovernmental Payment and Collection (IPAC) system. Transactions with agencies not participating in IPAC will be conducted in accordance with the agency's instructions. All financial transactions are conducted by the JMD Finance Staff at the direction of the Contracts Management Service.

Customers will be billed for the total DOJ administrative fee soon after the task order is issued. Reimbursements for contractor costs are requested from customer agencies after CMS makes payments for contractors' monthly invoices from the DOJ Working Capital Fund.