Attachment V NIH Invoice Instructions.pdf

Attachment II NIH Invoicing Instructions

Instructions for submitting invoices belonging to the ORF, Office of Acquisitions located in Bldg 13, 2E47:

1. On the invoice, the following information must be included:

- Name and address of the Contractor;

- Contractor DUNS number;

- Invoice date and number;

- Contract number, and, if applicable, the order number;

- Contract line item number

- Requisition Number (included in the line item description of the order)

- Description, quantity, unit of measure, unit price and extended price of the items delivered;

- Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

- Terms of any discount for prompt payment offered;

- Name and address of official to whom payment is to be sent;

- Name, title, and phone number of person to notify in event of defective invoice;

- Name of Contracting Officer; and

- Name of Contracting Officer Representative (COR)

2. Mail 1 copy of the original itemized invoice to:

The Office of Financial Management, Commercial Accounts is the official billing office.

You must send your original invoice to the official billing office, or your invoice will not get entered into the Invoice Payment System. Mail or deliver your original invoice to the official billing office to the address indicated below:

National Institutes of Health Office of Financial Management Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500 Bethesda, MD 20892-8500

Note: It is mandatory that you send in the original copy of your invoice to OFM, failure to do so will result in your invoice not being processed. For inquires regarding payment call:

Chief, Accounts Payable Section, OFM (301) 496-6088

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

4. 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 'AE Construction, Invoice 123456') Note: Please do not use special characters such as (#,$%*&!) when saving your attachment.

5. 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 . In the subject line of your email, please use the same format ‘YourVendorName, Invoice number’. (e.g., AE Construction, Invoice 12345)

6. 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.

mailto:ORFOAInvoice3Way@mail.nih.gov mailto:ORFOAInvoice3Way@mail.nih.gov