Important!

All Contracts Invoices and Pay Applications must strictly adhere to the terms and conditions of the contract documents.

 

Basic Invoicing Instructions

Please Send all Contract Invoices to the attention of your contracts Coordinator at:

 

Portland State Univeristy - FAP
PO BOX 751
Portland, OR 97207

 

Be Sure to include the following information on all contract related invoices:

1) PSU Contract Number
2) PSU Project Manager's name
3) Work Request Number (If known)

 

If submitting a partial billing, please provide a DETAILED ITEMIZATION on the invoice.

If submitting a final billing for a contract, please mark “FINAL INVOICE” on the invoice.

Progress Payments

For large contracts, PSU can make progress payments monthly over the span of the contract. All progress payments require a Schedule of Values and monthly Applications for Payment.

Schedule of Values

On any project over $25,000, the contractor is required to submit, at least ten days prior to submission of its first application for progress payment, a schedule of values for the contracted work. This schedule will provide a breakdown will demonstrate reasonable, identifiable and measurable components of the work. The Schedule of Values must be approved by the Project Manager.  Upon approval, the Schedule of Values will be used as the basis for reviewing contractor’s applications for payment. 

Applications for Payment ("Pay App")

If Application for Payment is filled out incorrectly it will be rejected and we will ask the contractor to resubmit it. Some easy steps you can take to make sure your Application for Payment is processed smoothly are:

• Never charge for work that has not, in actuality been completed or for goods that have not been installed (unless previously authorized and subject to special terms and conditions.)
• Make sure every party has signed off on the Pay App before it is sent to us. This includes the Architect for construction contracts.
• Make sure the numbers match. The front page of a Pay App should always accurately reflect schedule of values.
• Provide backup receipts for all materials, labor and reimbursables.
• Never round off. If your accounting software automatically rounds, then run a spread sheet with precise numbers.
• DO NOT add Change Orders to the schedule of values until the change order is fully approved and executed as a Change Order to the Contract.
• Make sure Change Order Markups use correct Mark Up Percentages. The general contractor is responsible for ensuring that the mark ups of their sub contractors as well as their own are correct and do not exceed allowable limits. All receipts must be attached.
• A Pay App may not include requests for payment for portions of the Work for which the Contractor does not intend to pay to a Subcontractor or material supplier.

Retainage

Portland State University Facilities and Planning reserves the right to hold retainage on any project at our own discretion. Generally all contracts above $50,000 will have a retainage. Be sure to read pre-bid documents and the contract for full details.

Additional Information

Please contact FAP Accounting department for additional information or for any non-contract related invoicing questions.