23rd Group Compliance and Invoicing Requirements

The 23rd Group (Purchaser) prides itself on building strong lasting business relationships with their service partners (Contractor). We look forward to having you join the outstanding team of service partners we work with. Please review the requirements below and if you have any questions or concerns feel free to contact our Vendor Relations Team at (704) 909-4423 select option 3 or email vendorrelations@23rdgroup.com.. They are always happy to assist in any way they can.

Vendor Compliance – The following must be on file with 23rd Group, LLC:

• Completed W9 tax form and Signed Registration
• Current certificate of insurance for Worker’s Compensation, Automobile General Liability and Umbrella Insurance. See the Insurance section for the details regarding Insurance requirements

Invoicing Rules and Requirements

• All charges should be billed on (1) one invoice with the appropriate backup no later than (7) days after the work order has been completed
• Purchaser must receive the Contractor’s invoice and appropriate backup with ample time to meet the client’s billing deadlines. Invoices submitted after 7 days from completion, Contractor agrees that Purchaser has the right to withhold or deduct back payment if Purchaser is unable to obtain payment from the client due to missing billing deadlines.
• All Walmart Service Invoices and required backup must be submitted in 48 HOURS of completion to meet the Clients billing deadline. Failure to do so will impact payment.
• All Invoices must reference the WO#, include a description of services along with an itemized breakdown of labor hours to be billed in (15) minute increments, rates, material costs and material description. In states where Sales Tax is applicable it must be shown separately
• Purchaser issues resale certificates for the following states NC, NY, CA, PA, FL, and TX. If Contractor needs a copy, please contact Vendor Relations at (704) 909-4423 select option 3
• Unless approved in writing in advance the following are not chargeable items and will be deducted from Contractor’s invoice: fuel, tolls, parking, administrative time, finance charges or any other miscellaneous fees outside of a “time & material” rate
• The “Total Cost” for all trips including Sales Tax cannot exceed the NTE amount on the WO’s
• The NTE is an estimate of the maximum cost for the Job. All charges invoiced must be justified and approved or they may be denied. For example: The hours billed are not permitted to exceed the IVR hours, if there is no IVR system then the hours billed are not to exceed the signoff hours
• All trips to the location must comply with the IVR Check In/Out Procedures outlined on the WO’s. Failure to comply with IVR can result in penalties or non-payment of invoices
• Each trip requires a Signoff form even if there is IVR. The form must be signed and stamped by the store. If there is no Stamp available indicate "No Store Stamp Available" on the Signoff
• When required, submit the following: PM Checklist, Backflow Test, Before/After Photos
• Purchaser will not pay for estimates. If Contractor requires charges for estimates Contractor must notify the Purchaser Account Manager in writing before proceeding
• Submit Invoices via email to VendorInvoices@23rdgroup.com.
• Purchaser’s payment terms are net 45 days from date invoice is received provided service has been completed, all appropriate invoicing documentation has been submitted and Contractor is Fully Compliant Having Submitted the Appropriate Insurance, W-9 and Signed Registration Form

Service Performance Requirements:

23rd Group would like you to take a moment and review the following operating procedures to avoid any confusion or misconception regarding the proper procedures and expectations for performing a service.

Performance and Procedure Provision:

• Contractor shall adhere to all instructions contained within service requests and perform the services as described on the work orders received from the Purchaser
• Contractor is not to perform any work above and beyond the scope of the work order without prior approval from the Purchaser. No additional charges will be paid without approval
• Contractor is not to discuss any pricing or leave paperwork with store personnel
• All related service forms must be fully completed by Contractor for all services, Signoffs, Materials Used, PM Checklist, Client Specific Forms, and obtain a Store Stamp, Manager on duty signature and Manager on duty printed name for all trips
• Where applicable Contractor must take before and after photos and submitt to Purchaser
• Contractor must communicate with Purchaser during all phases of services, which includes, but not limited to, on-site time, completion, not-to-exceed (NTE) adjustments and rescheduling of services
• When an NTE increase is required the Contractor will contact the Purchaser prior to performing the additional work. The Contractor will not proceed until approval is obtained from the Purchaser.
• Contractor should be prepared to provide itemized details when requesting a NTE increase. When actuals are not available estimates are acceptable but should be noted as such and reduced down to actual cost, once obtained
• Contractor’s quotes must be submitted within 24 hours be detailed and itemized in the same manner as described in the invoicing section
• When services are ordered by Purchaser, only one chargeable technician shall be dispatched unless prior written approval is provided to Contractor

Please acknowledge your agreement to the policies and requirements outlined above.