Page 36 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

Subcontractor Management

Invoices and Payment Terms

• The PM shall require all subcontractors and consultants to submit invoices, along with
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applicable monthly status reports and timesheets by the 5 business day of the subsequent
month.
• The PM shall require all subcontractors be paid Net ten (10) business days after receipt of
payment from the client.
• The PM shall require all consultants be paid Net ten (10) business days after receipt of an
approved invoice, provided the invoice is received in proper order.
• The PM shall ensure all ACH Forms, Wire Forms, W-9 and or W-8 Forms of the subcontractor
or consultant are completed by the subcontractor and returned to the CA no later than fifteen
(15) days after execution of the Agreement.

Subcontractor Travel and ODCs

• PM shall reiterate and enforce that, unless otherwise negotiated by Vysnova Management, all
subcontractor travel shall be conducted, booked, and managed only through Vysnova when
Vysnova is the Prime.
• When processing travel reimbursements for OCONUS-based subcontractors, the PM shall
adhere to local in-country rules, regulations, and industry practices.
• When processing travel reimbursements for CONUS-based subcontractors, the PM shall
review and approve subcontractor invoices for reimbursement for actual costs incurred for
such expenses that are:
o explicitly authorized and funded in written contract agreement
o In compliance with the Federal Travel Regulations (FTR)
o reasonable, allocable, and allowable costs in accordance with FAR Part 31 cost principles
and FAR 52.216-07
o supported by adequate original documentation, such as Subcontractor's expense report
vouchers with receipts or other substantiating documentation.

Subcontractor Kick-Off
1. The CA will facilitate the subcontractor kick-off with programmatic input from the PM.
2. 1-2 days prior to the subcontractor kick-off, the CA will forward the contract kick-off slide deck
to the PM.
3. The PM shall provide project input for inclusion in the subcontractor kick-off slide deck. Input
shall include but is not limited to the following:
o Scope Limits: describe the anticipated work of subcontractor(s)
o Anything done outside the scope of the subcontract will not be reimbursed
o Lines of Communication: Required communication intervals (need-to-know, weekly,
monthly)
o Identify points of contact for each subcontractor
o Reporting requirements: Status report schedules, monthly status reports, meeting
schedules
• The PM shall return the slides to the CA NLT 1 business day prior to the contract kick-off
meeting.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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