Table of Contents
1. Purpose
To cover the basic principles and responsibilities with regard to services to be provided by Company, when the Client's representatives are stationed in Company's Home Office.
2. General
The Client may have representatives as listed in the contract stationed in Company's Home Office.
3. Responsibilities
Upon request of Client Company may provide the Client's Project Management Team (CPMT) with the necessary office space, office furniture, office equipment, office supplies, related secretarial services, telephone, facsimile, reproduction and other services.
4. Procedure
Company's services to the Client may include those as listed in this procedure. For each project the Project Manager shall define which services are appropriate to the contract.
4.1 Office Space and Office Equipment
Office space occupied by the Client's Project Management Team shall be compensated on the basis of a commercial rate per square meter.
The cost of standard office furniture shall be included in the floor space price. Additional requirements and office equipment shall be reimbursable at the contractual conditions.
4.2 Secretarial and Clerical Services
Secretarial and clerical services requested by the CPMT may be provided by Company.
These secretarial and clerical services shall be reimbursable at contractual hourly rates.
The invoice shall be supported by labor billing reports.
4.3 Telephone
The following telephone systems are available:
4.3.1 Own Lines
Dedicated lines may be provided in the Client's Project Task Force Team area
The cost of these own lines will be charged by Courier Mail to Company and rebilled to client at actual costs.
4.3.2 Open Lines
Open lines may be provided in the Project Management Team area.
These open lines share Company's system without inside Company switch board operator assistance and are linked to the Company's computerized telephone printer located at the Company Office Services Department, which counts the units per extension.
The Company Office Services Department shall report counted units to the Company Accounting Department on a monthly basis in order to make job cost entries.
The costs will be invoiced at the current Courier Mail unit rate per count.
4.3.3 Operator Lines
CPMT employees may use lines through the Company switchboard operator.
The Company switchboard operator shall fill out "A Telephone Log."
Logs are not maintained per job number separately.
4.4. Facsimile
4.4.1 Dedicated lines may be provided in the CPMT area.
Courier mail shall issue a separate bill to Company which will be re-billed to Client at actual cost.
4.4.2 Telecopies transmitted via Company's facsimile center shall be reported on a telecopier log and invoiced at all in contractual rates.
4.5 Reproduction
4.5.1 A dedicated xerox machine (auditron) may be provided in the CPMT area.
4.5.2 Reproduction work may also be presented to the reproductions center for which a reproduction order will be filled out by CPMT. (ref 6.1). Outside the CPMT a "Reproduction Order" (ref 6.8) will be filled out by the CPMT (ref. 6.1).
4.5.3 The total number of copies both for xerox machine and through reproduction orders shall be billed at contractual rates.
4.6 Postage
On all envelopes submitted to the Mail-Room by the CPMT a job number should be indicated in the top left-hand corner.
The Mail-Room shall make weekly summaries of costs and submit these to the Company Accounting Department.
Costs shall be billed at actual commercial rates.
No back-up shall be attached to invoices but charges can be audited in the Company books.
4.7 Courier Services
All shipments of documents (refer also to procedure ref. 6.3) submitted by the CPMT shall be accompanied by a proper filled-out form "Document Shipping Order" (ref. 6.9).
The contents of the package shall be clearly described.
The "Document Shipping Order" shall be approved by the Project Manager or delegate of the CPMT.
The Mail-Room shall fill in an airway-bill for the forwarding agent. Copies of airway bills, retained by the Mail-Room, shall serve as back-up evidence to be attached to the forwarding agent invoices.
Total costs shall be billed at actual commercial rates.
4.8 General Office Supplies
The Supply Room Issue Form (ref. 6.10) shall be completed by the Supply Room for stationary supplies, drawing supplies and forms which are maintained as stock items in the Supply Room. CPMT employees shall sign for receipt of supplies (ref. 6.2).
Total cost shall be billed at commercial rates.
4.9 Canteen Services
All canteen services for the CPMT are reimbursable services and shall be charged at cost (ref. 6.4).
The invoice shall be supported by CPMT signed requests.
4.10 Billings
All aforementioned services to Client are reimbursable services. Invoices will be prepared within 15 working days after monthly cut off dates at the latest.
Invoices shall be expressed in Dutch Guilders.
Client representative shall sign the original invoice for approval. Invoice shall be paid within 15 days.
Items in dispute shall not delay payments.
Agreed discrepancies found in invoices shall be handled by subsequently issuing an appropriate credit note.
5. Flowchart
6. References
| Document Number | Title | Level | |
| 6.1 | CM-MA-111 | Reproduction Orders | 2 |
| 6.2 | CM-MA-900 | Office Supplies, Furniture and Equipment | 2 |
| 6.3 | CM-MA-901 | Shipment of Documents | 2 |
| 6.4 | CM-MA-902 | Lunches Served in Company Office | 2 |
| 6.5 | BN-US-748-1 | Telephone Log | 4 |
| 6.6 | BN-US-748-4 | Correction Sheet Telecopy | 4 |
| 6.7 | BN-US-748-5 | Telecopier Log Transmittal Copies | 4 |
| 6.8 | BN-U-200-2 | Reproduction Order | 4 |
| 6.9 | BN-U-218 | Document Shipping Order | 4 |
| 6.10 | BN-UG-203 | Supply Room Issue Form | 4 |
| 6.11 | CM-PE-907 | Project Accounting -- Client Billings | 2 |
| 6.12 | Telecopier Log | 4 |