The Contract Clearance Coversheet is a District of Columbia form published by the Office of Tax and Revenue (OTR), part of the Office of the Chief Financial Officer. It gathers the recipient's details, the contract specialist's and agency's contact information, the primary business contact, and the contract or purchase order number, expiration date and amount. Contract specialists and the vendors or taxpayers they work with are the people it names. On this page you can fill out the form online on FillingPDF and download or print the completed PDF; the original is published by OTR.
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What is Contract Clearance Coversheet – Washington, DC?
The Contract Clearance Coversheet is a District of Columbia form from the Office of Tax and Revenue (OTR) that records the contact details of the recipient, the contract specialist and the business, plus the number, expiration date and amount of a contract.
The header reads Government of the District of Columbia, Office of the Chief Financial Officer, Office of Tax and Revenue. The body is a set of labeled lines in four groups:
- A Date line and a TO block with phone number, fax number and e-mail address of the person receiving the sheet.
- Immediate Contact Information: contract specialist, agency, telephone number, fax number and e-mail address.
- Primary Business Contact Information: authorized agent, business name, FEIN/SSN, telephone number, fax number and e-mail address.
- Provide the Following Information: a small table with the Contract/PO/Req. No., the expiration date and the amount of the contract.
A printed note asks the person completing the sheet to remind the vendor/taxpayer to prepare each document in its entirety. The form contains no tax computation lines; it only collects contact and contract details. It prints no form number or revision date, and OTR's page for it gives no further instructions.
Who needs to file Contract Clearance Coversheet – Washington, DC?
The form is built for contract specialists at District agencies and for the businesses they deal with. Its Immediate Contact Information block asks for a contract specialist and an agency, so the person who prepares the sheet is the one handling the contract. Its Primary Business Contact Information block asks for an authorized agent, a business name and a FEIN/SSN, so the vendor or taxpayer is represented by that agent.
The printed note asks the person completing the sheet to remind the vendor/taxpayer to prepare each document in its entirety, which shows that the vendor or taxpayer prepares other documents that go with the coversheet. The form does not say who is required to submit it or in which situations, and it names no exclusions. Ask the contracting agency or OTR whether your contract calls for it.
When to file Contract Clearance Coversheet – Washington, DC
The form prints no deadline or filing window. You date it on the Date line at the top when you complete it, and it asks for the Contract/PO/Req. No., the contract expiration date and the amount of the contract, so have those details ready before you start. For any timing rule that applies to the contract itself, ask the contracting agency or the Office of Tax and Revenue.
How to fill out Contract Clearance Coversheet – Washington, DC
Enter the date
Write the date you complete the coversheet on the Date line at the top of the form.
Complete the TO block
Enter the name of the person receiving the sheet, then the PHONE NO, FAX NO and E-MAIL ADDRESS lines for that recipient.
Identify the contract specialist
Under IMMEDIATE CONTACT INFORMATION, enter the CONTRACT SPECIALIST and the AGENCY.
Add the specialist's contact lines
Still under IMMEDIATE CONTACT INFORMATION, fill in TELEPHONE NUMBER, FAX NUMBER and E-MAIL ADDRESS for the contract specialist.
Name the authorized agent
Under PRIMARY BUSINESS CONTACT INFORMATION, enter the AUTHORIZED AGENT, the BUSINESS NAME and the FEIN/SSN.
Add the business contact lines
Fill in the business's TELEPHONE NUMBER, FAX NUMBER and E-MAIL ADDRESS in the same block.
Provide the contract information
Under PROVIDE THE FOLLOWING INFORMATION, enter the Contract/PO/Req. No., the Expiration Date and the Amount of Contract in their columns.
Remind the vendor or taxpayer
The form asks you to remind the vendor/taxpayer to prepare each document in its entirety; do this before the package goes out.
Review and download the completed PDF
Check each block and column, then download or print the completed PDF from FillingPDF and deliver it as the recipient or OTR directs under How to submit.
How to submit Contract Clearance Coversheet – Washington, DC
The form names no submission channel. The only delivery detail printed on it is the office address in its footer: Office of Tax and Revenue, PO Box 37559, Washington, DC 20013.
The TO block has phone number, fax number and e-mail address lines for the person the sheet is addressed to, and the contact blocks repeat those lines for the contract specialist and the business. The form does not say which of these is used to send it, so confirm with the recipient named on the TO line or with OTR how the completed sheet should be delivered.
FillingPDF lets you fill out and download the PDF; submission follows the channels the agency gives you.
Common mistakes to avoid
- Leaving off the Date line at the top of the coversheet.
- Putting the contract specialist's details in the Primary Business Contact block, or the business's details in the Immediate Contact block; each block has its own phone, fax and e-mail lines.
- Entering the expiration date or the amount under the Contract/PO/Req. No. column; the table has separate columns for each.
- Not reminding the vendor/taxpayer to prepare each document in its entirety, as the form asks.
- Treating the PO Box 37559 address in the footer as a confirmed mailing instruction; the form does not say how it is to be delivered.
Frequently asked questions
What is the Contract Clearance Coversheet?
It is a District of Columbia form from the Office of Tax and Revenue (OTR) that records the recipient's contact details, the contract specialist and agency, the primary business contact, and the contract number, expiration date and amount.
Is the Contract Clearance Coversheet a DC property tax form?
No. The form contains no property or tax computation lines. It only collects contact details and contract information, and it is published by OTR. For DC property tax forms, look for the specific form on the OTR website.
Who fills out the Contract Clearance Coversheet?
The form has a contract specialist and agency block and a business block with an authorized agent, so a contract specialist normally prepares it with the vendor's or taxpayer's details. The form does not state who must submit it; ask the contracting agency or OTR.
What goes on the FEIN/SSN line?
The FEIN/SSN line sits in the Primary Business Contact Information block, next to the authorized agent and business name. Enter the identification number for that business or taxpayer, matching the business name you wrote.
Where do I send the completed coversheet?
The form names no channel. It prints the address Office of Tax and Revenue, PO Box 37559, Washington, DC 20013, in its footer. Confirm with the recipient on the TO line or with OTR how it should be delivered.
Is there a deadline for the Contract Clearance Coversheet?
No deadline is printed on the form. It has a Date line for when you complete it and asks for the contract expiration date. For timing rules tied to the contract, ask the contracting agency or OTR.
Can I fill out the Contract Clearance Coversheet online?
Yes. You can fill out the PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not file or send the coversheet to OTR; delivery follows the agency's instructions.
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