Invoice Submission via Email to NIH OFM Updated 10-30-2020

Instructions for Submitting Electronic Invoices via Email to the NIH Office of Financial

Management (OFM) Effective April 23, 2020 (Updated March 28, 2022)

4 Steps to Create the Invoice Submission Email

Page 1 of 5

LEASE READ THE BELOW INSTRUCTIONS THOROUGLY BEFORE SUBMITTING YOUR INVOICE

ELECTRONICALLY.

*Note: The key words (Vendor, PO, and Invoice), Colon (:) character following the keywords and the PIPE (|) character

must be present to identify the information. The pipe (|) character is entered by pressing and holding the shift key and the

backslash (\) key at the same time. The term “PO” is being used as a generic term to identify the award number [purchase

order, contract, Blanket Purchase Agreement (BPA) call, task or delivery order] and must be used in the subject line,

regardless of the specific type of your award.

Step 1:

Send invoices to

the following email

address:

[email protected]v

Step 2:

Subject line must

follow this format

for the invoice you

are submitting

(see note* below)

Step 3:

Attach the invoice

to the email as

either a PDF or

Word document.

See Reminders

below.

Step 4:

In the body of the

email, type

“Correspondence

Email:” followed by

your email address.

Instructions for Submitting Electronic Invoices via Email to the NIH Office of Financial

Management (OFM) Effective April 23, 2020 (Updated March 28, 2022)

Page 2 of 5

How to Properly Format the

Subject Line of Your Email

EXAMPLE 1 – If Your Contract Includes a Contract Number AND an Order Number or Call Number:

Vendor: Name of the Contractor or Vendor|PO:Contract Number/Order Number or Call Number|Invoice:9999999

EXAMPLE 2 – If Your Contract ONLY Includes a Contract Number:

Vendor: Name of the Contractor or Vendor|PO:Contract Number|Invoice:9999999

EXAMPLE 3 – If Your Contract ONLY Includes an Order Number:

Vendor: Name of the Contract or Vendor|Order Number|Invoice:99999999

Screenshot of How to Loc

ate the Contract Number and Order Number on Your SF 1449

(SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS Form)

The screenshot below shows wh

ere the Contract Number and Order Number are located on the SF 1449. The SF 1449 is

provided to you by the NIH Contracting Officer upon awarding the contract. Please use the information on your SF 1449 to

populate the correct Contract Number and Order Number in the subject line of your email invoice submission.

The Contract Number is required in order to process all invoices. The Contract Number is the same as the “PO” on the

invoice email subject line. The Order Number is only applicable for certain contracts and can be found in field number 4,

on the SF 1449 form. If your SF 1449 does not include an Order Number, then follow EXAMPLE 2 above to ensure the

Subject line of your email is properly formatted.

Instructions for Submitting Electronic Invoices via Email to the NIH Office of Financial

Management (OFM) Effective April 23, 2020 (Updated March 28, 2022)

Page 3 of 5

Screenshot of How to Locate the Contract Number on Your SF 1447 (

SOLICITATION/CONTRACT Form)

The screenshot below shows where the Contract Number is located on the SF 1447. The SF 1447 is provided to you by the

NIH Contracting Officer upon awarding the contract. Please use the information on your SF 1447 to populate the correct

Contract Number in the subject line of your email invoice submission.

The Contract Number is required in order to process all invoices. The Contract Number is the same as the “PO” on the

invoice email subject line.

Screenshot of How to Locate the Contract Number and Release Number on Your OF 347 (O

RDER FOR SUPPLIES OR

SERVICES Form)

The screenshot below shows where the Contract Number and Orde

r Number are located on the OF 347. The OF 347 is

provided to you by the NIH Contracting Officer upon awarding the contract. Please use the information on your OF 347 to

populate the correct Contract Number (if any) and Order Number in the subject line of your email invoice submission.

The Order Number is required in order to process all invoices. If there is no Contract Number, the Order number is the

same as the “PO” on the invoice email subject line. The Contract Number is only applicable for certain contracts and can

be found in field number 2, Contract Number, on the OF 347 form. If your OF 347 does not include a Contract Number,

then follow EXAMPLE 3 on page 2 to ensure the Subject line of your email is properly formatted.

Instructions for Submitting Electronic Invoices via Email to the NIH Office of Financial

Management (OFM) Effective April 23, 2020 (Updated March 28, 2022)

Page 4 of 5

Subject Line Examples

For your

reference, below is a chart listing examples of the correct and incorrect subject lines. Note: These are just

examples, you must enter the applicable in

formation for the invoice you are submitting.

Subject Line

Reminders

• Effective December 1, 2020, OFM will no longer accept hard copy vendor invoices sent to the OFM billing office

via any shipping services (i.e., USPS, FedEx, UPS, DHL, etc.) or those delivered by any in-person drop off.

OFM

will not accept any invoices postmarked and/or delivered in-person on/after December 1, 2020. Please

follow the electronic submission instructions on page 1. Failure to follow the above electronic submission

instructions will result in invoice processing delays.

• Only invoices should be sent to the following mailbox: invoicing@nih.gov. Pleas

e do not send emails to this mailbox

requesting a status of your invoice(s) and do not include the invoicing@nih.gov email address in your

correspondence with NIH Institutes/Centers.

• You must submit only one invoic

e per email.

• Follow the system size limits that apply to the email and each invoice: individual email attachments cannot exceed

5 megabytes each; and the email plus all attachments cannot exceed a total of 30 megabytes.

• Clearly identify a valid and complete contract number on each invoice.

• Clearly identify an accurate Unique Entity Identifier (UEI) number on each invoice.

• DO NOT include confidential information such as Social Security Numbers (do not include TIN if it is a Social Security

Number).

The invoice attached to the email must be in a PDF or Word format. The date/time that a valid invoice is submitted

electronically to the email box (invoicin[email protected]

) will be the same date/time logged as the invoice is received by NIH.

Ques

tions?

Please direct inquiries regarding the status of invoices such as receipt of invoices, due date, or payment of invoices to the

OFM Commercial Accounts Branch, Customer Service Office. The OFM Customer Service contact information and of

methods to contact are available at the following OFM website https://ofm.od.nih.gov/Pages/Customer-Service.aspx and

below.

Correct

Incorrect

Vendor: XYZ Corp|PO:HHSN299202000053J/75X98019S00848|Invoice:XYASAD

XYZ Corp|PO # HHSN299202000053J \75X98019S00848|Invoice # XYASAD

XYZ Corp| HHSN299202000053J \75X98019S00848|Invoice # XYASAD

XYZ Corp| HHSN299202000053J \75X98019S00848| XYASAD

Vendor: XYZ Corp,PO: HHSN299202000053J \75X98019S00848,Invoice:XYASAD

Vendor: XYZ Corp|PO:HHSN299202000053J|Invoice:XYASAD

Vendor: XYZ Corp|PO:HHSN311201600011U|Invoice:XYASAD

Instructions for Submitting Electronic Invoices via Email to the NIH Office of Financial

Management (OFM) Effective April 23, 2020 (Updated March 28, 2022)

age 5 of 5

The Customer Service Office is open Monday – Friday from 8:30 am to 5:00 pm (Eastern Standard Time) and is closed daily

between 12:00 pm to 1:00 pm (Eastern Standard Time). The Customer Service Office phone number is 301-496-6088.

Instructions for Contractor/Vendor Courtesy Copy Electronic Invoice Submission to the Contracting Officer (CO):

The Contractor/Vendor shall send a cc: copy to the NIH Contracting Officer and the NIH Contracting Officer’s

Representative (COR) stated in the award and the NIH Program point of contact when submitting the invoice to NIH/OFM

for payment.