VENDOR_PAYMENT_INFORMATION_june_2015.pdf

VENDOR PAYMENT INFORMATION

INSTRUCTIONS FOR PROMPT PAYMENT OF PURCHASE ORDER:

o You must receive a signed Purchase Order for the supplies or services provided.

o Before payment can be made, supplies or services must be provided to:

• The “DELIVER TO” address in Block 15 of the Purchase Order SF-1149 Form or

• The “SHIP TO” address in Block 6 of the Purchase Order OF-347 Form.

• Active System Award Management Registration (SAM) is mandatory for award and payment of Purchase orders. Refer to http://www.sam.gov

INVOICES:

o Submit invoices either electronically, by fax or by mail.

• To submit invoices electronically, please email to: FIN-SMB-Invoices@uscg.mil

• FAX number is 757-523-6900

• Original invoices are required for payment. However a copy may be accepted if marked

ORIGINAL.

• Do not send extra or multiple copies of the invoice. This only delays processing.

A PROPER INVOICE MUST CONTAIN THE FOLLOWING:

Complete Business Name and Remittance Address Invoice Number and Invoice Date Requisition Number in Block 1 on the SF-1449 or Requisition Number in Block 4 of the OF-347 Purchase Order Number in Block 4 on SF-1449, or Purchase Order Number in Block 3 on the OF-347 Your DUNS number MUST be indicated on your invoice before payment will be made Description, including the price and quantity of supplies or services actually delivered or rendered.

Shipping and Payment terms.

• Shipping charges in excess of $100 must be supported by a copy of your prepaid freight bill.

BILLING ADDRESS ON PURCHASE ORDER

o INVOICES MUST BE SUBMITTED DIRECTLY TO THE ADDRESS CITED ON THE PURCHASE

ORDER, EMAILED TO: FIN-SMB-Invoices@uscg.mil, or FAXED to: 757-523-6900

• Payment will be made as close as possible to 30 days after a proper invoice is received at:

The designated billing office or The date the material or service is accepted by the ordering unit, whichever date is later.

CUSTOMER SERVICE INQUIRIES:

o Please refer to your Coast Guard Purchase Order number when inquiring about payment status.

• The requisition number and purchase order number is required.

o Contacting Customer Service:

• PHONE NUMBER: (757) 523-6940 OR

• TOLL FREE NUMBER: 1-800-564-5504 or

• INTERNET WEB QUERY: https://www.fincen.uscg.mil/secure/payment.htm

A Customer Service representative will respond to your telephone or web inquiry.

If all lines are busy when making a telephone inquiry, please leave a voice message.

Your call will be answered as quickly as possible, normally within 24 hours.

• Please allow the 24 hour processing time before making any additional requests for payment status.

FEDERAL AGENCIES ARE EXEMPT FROM TAXES:

o The tax exemption number for the U.S. Coast Guard is B-239641.

o A Tax Exemption Certificate may be obtained from the issuing office listed in:

• Block 9 titled “ISSUED BY” on the SF-1449 or in Block 5 titled “ISSUING OFFICE” on the

OF-347.

http://www.sam.gov/ mailto:FIN-SMB-Invoices@uscg.mil mailto:FIN-SMB-Invoices@uscg.mil https://www.fincen.uscg.mil/secure/payment.htm