Attachment 7 Invoice Instructions.pdf

Attachment 7 INVOICING INSTRUCTIONS

A. SEND ORIGINAL INVOICES SIMULTANEOUSLY TO:

1. ORFOAInvoice3Way@mail.nih.gov (ORF Invoice Intake Center) (Note: Do not send e-mail correspondence to this address)

2. https://www.ipp.gov (Department of Treasury Invoice Processing Platform (IPP))

B. CHECKING THE STATUS OF INVOICES

Vendors may call the Chief, Accounts Payable Section, OFM (301) 496-6088 to check the status of their invoice.

C. HOW TO EMAIL IN THE INVOICE TO OFFICE OF ACQUISITIONS

NOTE: VENDORS MUST ALSO MAIL AN ORIGNAL TO THE OFFICE OF FINANCIAL

MANAGEMENT (Until further notice, please email to the NIH centralized invoice email box:

invoicing@nih.gov)

1. Please scan your invoice along with the necessary backup documentation (not to exceed 30MB) as one single attachment.

2. Save your invoice attachment in the following format: YourVendorName_Invoice number (e.g., if your

Vendor name is AE Construction Inc. and you are submitting Invoice 123456, Save your invoice attachment as 'AEConstruction_Invoice 123456')

Note: Please do not use special characters such as (#$%*&!) when saving your attachment.

3. Send an email with your invoice attached (invoice and all supporting backup as one attachment) to our invoice processing email distribution mailbox: ORFOAInvoice3Way@mail.nih.gov and to the NIH centralized invoice mailbox: Invoicing@nih.gov In the subject line of your email, please use the same format ` YourVendorName_Invoice number ¿. (e.g., AEConstruction_Invoice 12345)

4. You will receive an automated email reply confirming that our Invoice processing received your invoice for processing. If you do not receive an email notification within 24 hours, it indicates that we did not receive your invoice for processing. In which case double check (1) that your email contained the scanned attachment of your invoice and that (2) you sent it to our inbox at ORFOAInvoice3Way@mail.nih.gov.

Only resend an invoice if you have not received an email confirmation within 24 hours. If you have any questions or concerns, please call the Intake Center at 301-402-0878.

D. INVOICE REQUIREMENTS

An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions

1 through 12, below, in addition to the requirements of FAR 32.9.

If the invoice does not comply with these requirements, the Contractor will be notified of the defect within

7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be considered in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, email, and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice number for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS: Contract Number;

Purchase Order Number, Task or Delivery Order Number; Modification Number, if applicable; and Source

Award Number (e.g., Indefinite Delivery Contract number; General Services Administration (GSA) contract number); or BPA Call Number and BPA Parent Award Number.

7. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the

Dun & Bradstreet Data Universal Numbering System (DUNS) number.

8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a

UEI number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractor¿s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.

11. Requisition number and line item number

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered, or services performed, as applicable, and that match the line items specified in the award.

NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid. Shipping costs will be reimbursed only if authorized by the Contract/Purchase

Order. If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

13. Contracting Officer's name

14. Contracting Officer's Representative's name

15. Description, quantity, unit of measure, unit price, and extended unit price of supplies or services.

Use the exact description from the contract, otherwise payment may be delayed or rejected

16. Name and mailing address for payment purposes. Use the ACH information on record.

17. Name, title, telephone number, and mailing address of person to be notified in the event of a defective invoice

18. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the

Dun & Bradstreet Data Universal Numbering System (DUNS) number

19. Schedule of Values (for construction projects)

20. Work Request Number

21. Include other documents as required by contract.

22. If the invoice is the final invoice, mark "final invoice" and submit release of claims.

Attachment 7 INVOICING INSTRUCTIONS