2BDoD 7000.14-R Financial Management Regulation Volume 10, Chapter 7
* November 2022
7-5
documentation is retained in accordance with Volume 1, Chapter 9 and is readily available to
support future audit efforts. Original payment documentation, and associated supporting
documentation, must also be retained in accordance with Chapter 8, paragraph 4.1.
2.3.1. Contract. The contract is an enforceable agreement between the agency and the
contractor or vendor that provides the necessary information to support payment of invoices and
interest penalties. Contracts must contain the data elements required under 5 CFR 1315.9(a) as
part of the payment documentation. If errors exist in a contractual document that affect payment
processing, the entitlement office must notify the contracting office to request corrective action.
The payment office must not change contract terms. Contract terms may only be changed through
a formal modification to the contract.
2.3.2. Proper Invoice. DoD payments must be based on the receipt of a proper invoice,
unless an invoice is not required by the contract (e.g., monthly rental payments), and satisfactory
contract performance. FAR 32.905(b) provides details on the information required for a proper
invoice. As stated in FAR 32.905.b.2, an interim payment request under a cost-reimbursement
contract for services constitutes a proper invoice if it includes all of the information required by
the contract. Note that payment requests under cost-reimbursement service contracts are deemed
proper when they conform to the contract. The office designated by the purchase order, agreement,
or contract first to receive and review invoices, hereafter referred to as the designated activity,
must immediately annotate the receipt date and review invoices within 7 days after receipt. If an
invoice is improper, then the designated activity must return the invoice to the vendor/contractor.
2.3.2.1. Notice of an Improper Invoice. When the designated activity returns an
invoice as improper, they must provide details on why the invoice is being returned and why it is
improper. The designated activity’s request to the vendor/contractor for a corrected invoice must
be clearly marked as such. Notification must be within 7 days of receipt of the invoice (5 days for
perishable agricultural commodities, dairy products, edible fats or oils, and food products prepared
from edible fats and oils; and 3 days for meat, meat food, fish, and seafood products). If a DoD
Component fails to provide notification of an improper invoice within the prescribed timeframes,
the computation of the payment due date will be affected, in that the number of days allowed for
payment of the corrected proper invoice will be reduced by the number of days delayed beyond
the allowable invoice return notification requirement. For example, a typical invoice payable in
30 days is returned as improper on the 11th day after receipt, minus 7 days allowed, equaling a 4-
day delay and reducing the payment due date of the corrected/resubmitted invoice by 4 days. As
a result of the 4-day delay, the corrected invoice is now payable in 26 days upon receipt before
interest begins to accrue. In accordance with FAR 32.906(b)(4), if a designated activity
erroneously rejects a proper invoice, then the original invoice receipt date will be used to compute
the payment due date and any interest penalties due.
2.3.2.2. Delivery Ticket as an Invoice. A delivery ticket may be used as an invoice
when allowed by the contract. When used as an invoice, the delivery ticket must contain the
information required by FAR 32.905(b) unless otherwise stipulated in the contract.