IPP and SAM.GOV Instructions.pdf

INVOICE INSTRUCTIONS

You will submit proper invoices associated with this award through the Invoice Processing Platform (IPP) at https://www.ipp.gov/. IPP is a secure web-based electronic invoicing system provided by the U.S. Department of the Treasury’s Bureau of the Fiscal Service in partnership with the Federal Reserve Bank of St. Louis (FRSTL). IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency.

Actions to take:

If you are already enrolled in IPP:

If your company is already registered to use IPP, you will not be required to re-register and you do not need to contact IPP.

If you are NOT already enrolled in IPP:

The point of contact you provided in your SAM.gov registration will receive two emails from ipp.noreply@mail.eroc.twai.gov. Please note that emails from this email address may filter into your spam or junk folder:

1. The first email will have the IPP Logon ID and a link to the IPP application.

2. A second email, which will be sent within 24 hours of the first email, contains a temporary password.

Once your contact receives these emails, please ensure they log into IPP and complete the registration process.

Once registered to use IPP, your company may submit invoices electronically, receive e-mail notifications when requests are paid, view payment history, and access remittance downloads. The e-mail notification of payment is sent when a payment is distributed to your bank account and may include the following payment information: Date of payment, dollar amount, invoice number, paying agency, payee name, and ACH trace number.

Vendor training materials, including a first time login tutorial, are available on the https://www.ipp.gov/ website. Once you have logged in to the IPP application, you will have access to user guides that provide step- by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basic of the system and to call in and ask the IPP team questions about the IPP application.

IPP Customer Support is available to assist users of the system and can answer your questions related to accessing IPP or completing the registration process.

Toll-free number: 866-973-3131 Email address: IPPCustomerSupport@fiscal.treasury.gov Hours of operation: Monday through Friday (excluding bank holidays) from 8:00 am - 6:00 pm

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INVOICE

a. To be accomplished on the form provided by the Coast Guard.

b. In addition to the items required for a proper invoice under FAR 52.232-5 and 52.232-27, the invoice must also include the following information:

1. Invoice Routing Code (IRC): CEU-MIAMI

2. Name of the Contracting Officer’s Representative (COR)

3. Indication that the contractor represents a small business for accelerated payment purposes.

c. To facilitate the approval and processing of an invoice, contractor shall furnish an advance copy of the invoice to the Contracting Officer’s Representative for review of the invoice amount and estimates of work accomplished prior to submission to the billing office and copy to the Contract Specialist.

Unique Entity Identifier (UEI)

The UEI (SAM) is assigned automatically to all active and inactive SAM.gov registered entities. This information is displayed on SAM.gov. The DUNS Number is no longer authoritative. If your entity is not registered, but you still need a Unique Entity ID (SAM) (e.g., for subcontractors or sub-awardees), go to SAM.gov and select Get Started. If you wish to register your entity, you can get a Unique Entity ID (SAM) as part of your registration. You should also go to SAM.gov and select Get Started.

The Unique Entity Identifier must be on all invoices to avoid processing delays.

Unique Invoice Number

In an effort to avoid delays in invoice processing, we recommend using the specific project number with your invoice number for all invoice submission.

An example of the unique invoice number would be:

7175256-1(project number-invoice number)