ATTCHMENT_IV_-_INVOICING.pdf

ATTACHMENT IV – INVOICE INSTRUCTIONS

Summary of Invoice Requirements for National Institutes of Health (NIH) Business System (NBS) Acquisition Awards

ALL Contracts, Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls.

In addition to the requirements of Federal Acquisition Regulation (FAR) Subpart 32.9, all invoices must contain:

Vendor/Contractor − Name and Address − Point of Contact for the invoice

– Name, title, telephone number, e-mail and mailing address.

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

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.

Invoice date.

Unique invoice #s for all invoices per vendor regardless of site.

NBS document number formats must be included for awards created in the NBS:

− Contract Number − Purchase Order Number − Task or Delivery Order Number and Source Award Number (e.g., Indefinite

Delivery Contract number; General Services Administration number) − BPA Call Number and BPA Parent Award Number

Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the System for Award Management (SAM).

Invoices submitted for payment against awards must include the contractor’s DUNS number and Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS 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.

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

ATTACHMENT IV – INVOICE INSTRUCTIONS

Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

Quantity, Unit of Measure, Unit Price, and 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.