SHIP - Invoice Packet Submission Form

Supportive Housing Initiative Pipeline ("SHIP")


Per Section 14 of the Contract, monthly invoicing is required. Please submit an invoice for services performed during the previous month by the 15th of each month. Please submit one monthly invoice at a time.


If there is more than one invoice to submit for past services billed, please submit each monthly invoice separately, with all backup documentation, in the submission form. Travis County will allow more than one invoice to be submitted in one month, but the submitter must wait until the approval of the preceding invoice before making the next submission. For example, if there are three invoices, the first one may be submitted. The submitter must wait until they are informed via email that the first one is approved, then the second invoice may be submitted. The submitter must wait for approval notice again, before the third invoice may be submitted. We are required to approve invoices within 30-days; if all are submitted on one day, that makes the 30-day approval window highly improbable. As a result, we ask that subrecipients or subconsultants adhere to this process.


Once received, all invoice packet files will be reviewed for accuracy and completeness. If the invoice packet is complete, the files will be saved in the HHS Supportive Housing files. All files will be consolidated and distributed via DocuSign for the review and approval workflow process. If there are errors to any contents of the packet, the submitter will be notified via email. If a packet is rejected, the reason for rejection will be explained in writing (in the notice email) and the 30-day prompt-pay clock will start over, upon submission of the revised packet.


Once an invoicing packet is received via this submission form, HHS staff will review and if approved, the packet will be assembled according to the Invoice Cover Form and will be distributed to all approvers in DocuSign. Please do not sign page 2 of the Invoice Cover Form outside of DocuSign. Each approver will be responsible for reviewing and signing the Invoice Packet Approvals Signature Page. Remember, we will work to process invoices as efficiently as possible, and within 30-days. Accuracy and completeness of packet information is imperative upon submission to allow the staff workflow review process to function as efficiently as possible.


Regarding Change Orders (COs):

As a courtesy, please inform Travis County of COs via this link: https://app.smartsheet.com/b/form/e04b939814ed43c2b9ed8d908cb104f6


Questions? Email supportive.housing@traviscountytx.gov

Effective May 2024, this invoice submission form now allows for the resubmissions of documents for Pre-Development or Construction invoices. If the compliance team reviews an invoice and the packet requires minor revision, the compliance monitor will advise the subrecipient via email to make a "resubmission" via this submission form. Unless a resubmission of a specific document(s) is requested by a compliance monitor, please do not use the "resubmission" options in the drop-down menu.

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If "No Invoice Submission" is selected for Invoice Type above, please enter $0 in the space below.

Please enter Month and Year (i.e. January 2023). Please make a submission for one month only.


If there have been billing delays for past paid services, you may submit more than one invoice, but please submit each monthly invoice in a separate submission.

Does this submission include invoices that have not been paid to a vendor, contractor, or consultant? Select N/A if No Invoice Submission is selected above.

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Please specify your contract compliance monitor. Your compliance monitor attended your pre-construction meeting.

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Please select the purchase order (P.O.) number issued by the Travis County Purchasing Office. Please also be sure to indicate this number properly on all documents submitted for payment.

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Phone

Subrecipient Authorized Invoice Packet Approver

Name needed so the Subrecipient's authorized approver (CEO/CFO/COO) can be added to the DocuSign invoice packet approval workflow. Should be different from the submitter.

Email needed to the Subrecipient's authorized approver (CEO/CFO/COO) can be added to the DocuSign invoice packet approval workflow. Should be different from the submitter.

Required Invoice Packet Contents

Please check all to confirm packet is complete before submission. Note, please ensure the Cover Form checklist (page 1) is completed before all forms are attached to this form and submitted for review and approval.

Subcontractors List Submission Reminder

Subcontractors List Submitted This Month?*

Remember: The Prime Contractor is required to submit the subcontractors list no later than the 5th of each month. See the SHIP - Subcontractors Submission Form. The Invoice Cover Form requests subcontractors invoices are requested to be included in the invoice packet. Has this month's subcontractors list been submitted?

File Upload

Attached Required Invoice Packet Files in the Space Provided Below

All files will be uploaded via the SHIP Invoicing Submission Form. Note, there are a maximum of 10 separate documents that may be added in the “file upload”. Some PDFs may need to be combined into a packet to adhere to this document limit. If "No Invoice Submission" is selected, please provide a short statement on letterhead explaining the reason for "No Invoice Submission."

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