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Progress billing sample for R&D

[Music] welcome to another rms support tutorial today we'll discuss the steps for starting and completing a progress payment now let's get started one of the most significant improvements in rms over previous versions of rms is the capability to repair and submit monthly progress payment requests electronically advantages to using rms3 to perform this task include quicker communication between you and the government rms3 will assist you in preparing a proper pay request using built-in forms there are several steps that must be completed for rms3 to create a proper pay request you must ensure the government has a correct payee office address payments are made by electronic funds or eft this information should have been included with your bid or proposal if the eft is not set up a check will be mailed to the contractor's address on file in sam input a complete list of all subcontractors in their subcontract amounts this information is input in the section of the administration and subcontractors have an approved activity schedule while some offices may allow you to submit a pay request without an approved schedule they do not have to make this accommodation they may also assess a 10 withholding until you have an approved schedule update your activity schedule with current progress percentages and or quantities ensure that there are no clin or contract variances check the status in the section finances or pay activities if there is a variance anything but zero dollars rms three will not allow you to create your pay request until the variance is zeroed out in ance with far 52.232 tax 27 prompt payment for construction contracts the government is required to make payment within 14 calendar days of the receipt of a proper pay request or invoice using rms3 to create the progress payment request will assist in ensuring all information required by this clause is included and your request is complete however should the government find any errors or remissions in the submission it is required to return the document for corrections within seven calendar days of its receipt the 14 calendar date time frame for payment will be reset upon receipt of the corrected invoice if the contractor deletes or reduces actual cost of an activity id previously paid rms will withhold earnings from their current request to recoup the value the contractor will need to create new activities or readjust activity values to offset the negative value if the contract is set up to use sdf files the contractor should make the corrections from the scheduling software and then import a new sdf into rms to apply the corrections rather than manually entering activities directly from requested earnings this correction will be discussed later in this video to begin completing a progress payment navigate to the finances tab click the progress payment module in preparing a pay request there can only be one open unpaid invoice at a time once a payment is made on an invoice as indicated in the status of payment column you may initiate the payment request for the next pay period generally pay periods run from the first to the last day of the month and are prepared monthly however consult with the designated local usa's representative for the standard procedure within the office that is administering the contract and follow the provided directions when rms 3 is ready for a new pay request the prepare pay request number box will be shown at the bottom of the screen click on this box to start the pay request a systematic approach to the process will simplify your efforts and reduce the chances for errors and rejection of your invoice you can always go back to a tab at any point in time to make changes or review what has been entered before submitting the pay request however once submitted you will only be able to view editing is turned off when submitted click on any of the blue boxes to view a truncated list of activities corresponding to the box's description as activity earnings are entered the activity account shown in the boxes will automatically update to reflect the status of the activities requested earnings may be entered as a percentage quantity or amount enter a number in only one of the total requested to date column rms3 will calculate the equivalent the value for the other two columns the value entered represents the cumulative earning to date not the earnings for the current pay period in other words the number entered should almost always be greater than the value shown in the previous total earnings columns if there is a need to reset or clear all the entries made in the total requested to date columns click on the copy previous activity earnings box this will remove all the requested earnings at one time use this tool only when you want to remove all the requested earnings for the current period for this demonstration we will click cancel if you are in a pay request and you notice a negative payment there are two ways to correct this if using scheduling software go back to the scheduler and convert the activity id to the original activity id then re-import the sdf file if there are no extra files used search for the name of that particular description or activity number then input the negative amount as a positive number on the new activity and this should cancel out the negative amount ingly the requested clinton earnings tab is a read-only view that summarizes the results of the activity earnings entered on the request activity earnings tab the amount shown on the clean summary at the bottom of the view will change to reflect the amount of the clin that is highlighted or selected in the table above the amounts entered in the subcontracted earnings will be reflected on the prompt payment certification in compliance with far payments under fixed price construction contracts enter the total amount earned by each subcontractor for the pay period do not exclude deductions do not enter any deductions in the last column far 52.232 tac 5 prohibits you from holding any money due to subcontractors this must be done by the government if you need to deduct from any subcontractor earnings inform your usage representative with the amount and reason for the deduction it is the government's responsibility to include this deduction in the progress payment if you wish to update previous subcontractor payments simply check the box for this demonstration we will leave this unmarked when there are circumstances that require requests for additional earnings that are not included in the pay activities this adjustment is added to the pay request on the additional earnings tab additional earnings are the amounts which are a compensable component of the contract but may not be directly associated with the pay activity this could include preparatory work performance payment bonds and stored materials in practice stored materials should be a consideration for additional earnings since the sum of the pay activities must be equal to the total contract amount there should be pay activities which account for preparatory work and bonds thereby eliminating the need to consider payment for these additional earnings not included in activity earnings payment bonds are a cost reimbursable expense although rms3 provides a means for accommodating earnings outside of activities use of this process requires close monitoring and adjustments as the work progresses before entering amounts on this tab consult with the designated use case representative if the additional earnings tab looks like the one above displaying the additional earnings is not included in the above activity earnings message inputting amount in the estimated stored materials including in activity earnings is optional discuss this with the designated usage representative and follow his or her direction in the payment pocs tab enter the requested information in the fields provided occasionally a contractor will offer an incentive to the government if payment time is decreased from that which is required by the contract if the contractor does offer such a discount it is important that it be flagged to ensure the payments is released to take maximum advantage of the discount ensure the name entered in the certification by field is authorized to certify progress payments for the prime contractor this is the person who will ultimately sign the pay request before it is submitted to the government this person must be assigned a user role that includes read and write access to progress payments and requested earnings completed the pay period through and payment invoice date can be entered on any of the invoice screens and must be entered prior to completing the payment checking the requested earnings complete box will lock the invoice and send it to the government once the invoice is locked no additional changes can be made while in government review note rms will generate the prompt payment form when this button is clicked and notify the government the payment is complete but rms will not sign the prompt payment form prior to exiting the payment navigate to the document package and sign the prompt payment form the final steps are generating the progress payment request signing it and submitting it to the government after completing input on the previous tabs if you have other documents to support the pay request add them to the document package before submitting graph documents are no longer visible to the other side until marked complete that means the government cannot see draft contractor documents and the contractor cannot see draft government documents until they have been marked complete to preview the prompt payment certificate double-click the title to save the prompt payment certificate outside of rms 3 click on file save and select the location you wish to save to sign the report select the document and click sign selected documents from here select the document once more and click next ensuring the digital signature position is correct click finish and enter your pin or password then click sign once this document has been signed click submit for review if we click the back button we can see the status change to in review click the back button once more to fully exit the progress payment please note if you do not properly save and exit using the back button the government will not be able to open the progress payment in summary we discuss the overview of progress payments and all the necessary steps to completing your progress payment we hope you found this information helpful and thank you for watching [Music]