Information on Receiving Contract and Commercial Payments

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Billing Tips

Prior to submitting your invoice
  • Register in the System for Award Management (SAM)
  • Know the terms of the contract/procurement requisition document
  • Know the EPA payment office's address, phone number, and the method to submit invoice billings
  • Know whether cost and funding limitations apply
  • Ensure your company is classified correctly by EPA (small businesses or individuals may qualify for accelerated payments)
Required information for invoices
  • Date of invoice
  • Invoice number
  • Total amount billed
  • EPA contract and delivery order number and period of performance
  • Complete company name and billing address as stated on the contract or order
  • Duns and Taxpayer Identification Number Bank for EFT payment, bank name, address, account number and routing number, if not in the SAM
  • Point of contact name, email and phone number
Invoice content and formatting
  • Bill only within the period of performance
  • Bill for only one option period per invoice
  • Bill only for only one delivery order per invoice
  • Use the original invoice number followed by an 'R' (resubmitted or revised) when billing for reclaimed, revised or returned billings
  • Bill the net amount only when billing for revised or suspended amounts
  • Never bill in excess of the contract funded amount
  • Do not bill for state and local taxes unless authorized - EPA Tax Exempt #: 520852695

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Instructions for Submitting Invoices Electronically

Contract Invoices
  1. Complete and sign EPA's Agreement for Email Submission of Contract Invoices and email the completed form to ContractPaymentInfo@epa.gov (phone: (919) 541-1148).
     
  2. Wait for authorization. Please do not submit a contract bill via email until you receive an authorization email from the RTP Finance Center.
     
  3. After receiving authorization from the RTP Finance Center, submit your invoice in PDF format via email using the following procedures.
    • Put the contract number, invoice number and delivery order number in the SUBJECT line of the email.
      • Example: I_68w09999_234B_00005.pdf. If multiple invoices are attached, please put the contract number only. If you are attaching multiple invoices, please limit the number of attachments/invoices to 10 per email. Please submit separate emails per contract.
         
    • Do not submit correspondence in the body of the email, and do not include any attachments which are not invoices.
      • It is suggested that the following statement be included in email body: NOTICE: this email data is for the designated recipient only and may contain privileged or confidential information. If you have received it in error, please notify the sender immediately and delete the original. Any unauthorized use of this email is prohibited.
         
    • Invoices must be in PDF format and attached to the email. A separate attachment for each invoice is required. If the invoice is a scanned document, the size should be standard 8.5” x 11”. The first page of the PDF document must contain the first page of the invoice.
       
    • Each invoice must be signed by a representative of the contractor that is fully and completely authorized to sign on behalf of the contractor. The representative must also print his/her name, direct dial phone number, and email address on the invoice.
       
    • Invoices in PDF format must be named as follows: contractnumber_invoicenumber_ordernumber.pdf. Invoices may be rejected if the file name is incorrect.
      • Contract number: Field is 8 digits (for non-EPA contracts we use the first two digits and the last six digits)
      • Invoice number: Field is 11 digits. Please do not exceed 11 digits per invoice number.
        Any invoice that exceeds the 11 digit limit will be entered using the first 11 digits starting from the right. Numbers should not begin with a zero or with a special character. Invoice numbers should not include an underscore or a ‘/’.
      • Order number: Field is 5 digits (if there is no order number, please enter ‘00000’ or simply end with the .pdf)
      • Example:
        I_EPXX9999_STB-300_00001.pfd
        I_68XX0000_7.pdf (no order number required)
        I_261D00XX_54678994999_00000.pdf (using zeros as placeholders; no order number required)
        I_GSF0440G_B345_01100.pfd
        I_EPW01111_1.pdf

         
  4. Email your invoice to DDC-KInvoices@epa.gov after you receive the authorization email and as instructed.
     
  5. You will receive an auto reply message once the RTP Finance Center receives your email. If for some reason the RTP Finance Center cannot accept your electronic invoice, you will be notified as soon as possible. You are required to contact the RTP Finance Center at 919-541-1148 if your email submission is rejected.
     
  6. Receipt date for invoices will be the date the RTP Finance Center retrieves and successfully opens the invoice attachments. If invoices are sent on a weekend or federal holiday, or after 3 p.m. (EST or EDT) on a regular work day, the receipt will be dated for the next business day.

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Commercial Invoices

Commercial payments are more commonly known as simplified acquisition payments (SAPs). Invoices for training and utilities are usually processed as SAPs.

  1. Submit your SAP invoice in PDF format via email using the following procedures:
    • Ensure your invoice is in PDF format and is named using the following naming convention: SI_purchaseordernumber_invoicenumber.pdf.
      • Example: SI_EP08X00005_5335.pdf
         
    • The SUBJECT of your email should follow the same naming convention as the PDF file name of your invoice: SI_purchaseordernumber_invoicenumber.pdf.
       
    • Do not submit correspondence in the body of the email, and do not include any attachments which are not invoices.
       
    • Invoices must be in PDF format and attached to the email. A separate attachment for each invoice is required. If the invoice is a scanned document, the size should be standard 8.5” x 11”. The first page of the PDF document must contain the first page of the invoice.
       
  2. Email your invoice to RTPreceiving@epa.gov.

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Instructions for submitting invoices via mail

If you are unable to submit your contract or commercial invoices via email, you may send your invoice to the RTP Finance Center at the following addresses.

For U.S Postal Service:
U.S. Environmental Protection Agency
RTP Finance Center (D143-02)
Durham, NC 27711

For UPS, Federal Express or Overnight Mail:
U.S. Environmental Protection Agency
RTP Finance Center
4930 Old Page Road (D143-02)
Durham, NC 27703

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