Interim Vouchers
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Electronic Submission of Interim Vouchers[1]
a. DFARS Clause 252.232-7003, Electronic Submission of Payment Requests, require contractors to submit payment requests electronically unless certain exceptions apply. DFARS requires the use of WAWF as the only acceptable system for submission and processing of payment requests. All vouchers should be submitted through WAWF unless contract terms require hard copy vouchers to be submitted.
b. For further information regarding electronic submission of payment requests contact the cognizant CO or DFAS, Headquarters, Electronic Commerce Program Office, or visit the DFAS electronic commerce home page at http://www.dfas.mil/dfas/contractorsvendors.html.
c. Cost reimbursement type contracts provide that the contractor may submit periodic claims for reimbursement of costs and fee on Government public voucher forms SF 1034 and SF 1035 or their equivalent. For contractors utilizing WAWF for the submission of interim payment requests on cost-type, T&M and labor hour contracts, the “Cost Voucher” is the equivalent of the SF 1034. Data equivalent to the SF 1035 must be included in a separate electronic file and attached to the cost voucher in WAWF, unless the contractor has been authorized to submit interim vouchers directly to the payment office under the direct bill program. Guidance and training for completing a cost voucher invoice can be obtained from the WAWF website at https://wawf.eb.mil. As discussed in 5-201a., contractors should also ensure vouchers are prepared and submitted in accordance with the terms of the contract, including any special billing or payment instructions, such as a requirement to bill by contract line item (CLIN) or accounting classification reference number (ACRN). SF 1034 and 1035 information will be periodically reviewed by COs and auditors as part of their continued oversight of contractors’ billings including audits of billing systems, contractor preparation of interim vouchers, and status of Government contract funding.
Guidance for Preparing Interim Public Vouchers (SF 1034)[2]
a. All vouchers should be submitted through WAWF unless contract terms require hard copy vouchers. The information required on interim public vouchers is provided in the various fields contained in WAWF when creating a voucher for electronic submission. If contract terms require hard copy vouchers, the contractor must use SF 1034 (original) and 1034A (copies), "Public Voucher for Purchases and Services Other Than Personal,” to show the amount claimed for reimbursement. Contractor submittal of a public voucher through WAWF provides data equivalent to the SF 1034. The information required on interim public vouchers is explained below. The lettered items correspond to entries on Figure 6.
Table 2 - Information Required on Interim Vouchers
| Figure Reference | SF 1034 Caption | Description of Data to Be Inserted |
|---|---|---|
| (a) | U.S. Department, Bureau, or Establishment and Location | The name and address of the military department or agency that negotiated the contract. |
| (b) | Date Voucher Prepared | The date that the public voucher is submitted |
| (c) | Contract Number and Date | The number and date of the contract and task order (when applicable) |
| (d) | Requisition Number and Date | Requisition number if available; otherwise leave blank |
| (e) | Voucher No. | Serial number of the voucher. Use a separate series of consecutive numbers beginning with 1 for each new contract or task order (when applicable) for which separate public vouchers are required. |
| (f) | Schedule No.; Paid By; Date Invoice Received; Discount Terms | Leave Blank. The payer will complete these fields. |
| (g) | Payee's Account Number | Enter the number (if known) or leave blank. |
| (h) | Payee's Name and Address | Firm's name as it appears in the contract and its address, except when another party (e.g. bank) has been given the right to receive payment (assignment) or the right to receive payment has been restricted, as in the case of an advance account. |
| (i) | Shipped From;TO: Weight; Government B/L Number | Leave Blank |
| (j) | Number and Date of Order | Leave Blank |
| (k) | Date of Delivery or Service | the month and year or beginning and ending dates of incurred costs claimed for reimbursement (e.g., 4/1/2012-4/30/2012) |
| (l) | Articles or Services | Insert the following: "For detail, see SF1035--total amount of claim transferred from page xx of xx SF 1035." [The xx represents the appropriate page number(s).] One space below this line insert "COST REIMBURSABLE -- PROVISIONAL PAYMENT" |
| (m) | Quantity: Unit Price | Leave blank |
| (n) | Amount | The total amount claimed for the time period indicated under "Date of Delivery or Services." This should be the amount transferred from the SF 1035 -- Continuation Sheet. |
