Attachment V - PPPL Invoicing Instructions.pdf

G.2.8 INVOICE INSTRUCTIONS

A. Invoice Requirements

1. Name and Address of the Vendor (use information from Line #7 of

OF 347)

2. Name of the Office of Acquisitions (Office of Research

Facilities)

3. Invoice Date

4. Unique Invoice Number which can only be used one time regardless of the number of contracts or orders held by an organization (or business unit identified by a separate DUNS or DUNS+4 number), regardless if the invoices are being issued out of separate locations

5. NIH contract award number and, if applicable, order number and modification number

6. Requisition Number

7. Contract Line Item Number

8. Vendor Identification Number (VIN)

9. Identify “3- Way Match”

10. Contracting Officer’s name

11. Project Officer’s name

12. 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

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

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

15. DUNS number or DUNS+4 that identify the Contractor’s name and address exactly as stated on the face page of the contract.

16. Schedule of Values (for construction projects)

17. Work Request Number

18. Include other documents as required by contract

19. If the invoice is the final invoice, mark “final invoice” and attach a Release of Claims (See sample below).

“Contractor Release of Claims

Pursuant to the terms of Contract Number: (Insert Contract Number Here) and in consideration of the payment of the sum of (Insert total contract value of all payments received and requested), which is paid herewith or which will be paid under the terms of said contract to (Insert your business name here). (Business name hereinafter called the Contractor), the Contractor and its assignees and/or successors, if any, upon receipt of the aforesaid sum, hereby releases and discharges the United States of America, its officers, agents, and employees of and from all liabilities, obligations, claims and demands whatsoever arising from or made under Contract (Insert Contract Number Here).

CONTRACTOR AUTHORIZED REPRESENTATIVE DATE

TITLE”

B. Invoice Submittal - Invoices MUST be submitted by Email AND Mail as follows:

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

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

b. 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.

c. 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., AEConstruction_Invoice 12345)

d. 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.

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

MANAGEMENT

Mail to: National Institutes of Health

Office of Financial Management Commercial Accounts 2115 East Jefferson Street, Room 4B-432, MSC 8500

Bethesda, MD 20892-8500

Failure to send invoices by both EMAIL and MAIL simultaneously WILL result in the invoice being

REJECTED.

C. CHECKING THE STATUS OF INVOICES

1. Vendors may check the status of their invoice in the following ways:

a. IPPCustomerSupport@fms.treas.gov (Registration is required)

b. Call the Chief, Accounts Payable Section, OFM (301) 496-6088