Invoice Processing at National Institutes of Health Office of Financial Management
The Commercial Accounts Branch at NIH's Office of Financial Management handles invoice processing efficiently to ensure timely payments to vendors. They manage various types of invoices, address improper submissions, and facilitate the payment approval process. Vendors' reasons for delayed payments are also outlined. The detailed workflow ensures proper handling of invoices, contributing to effective financial operations within NIH.
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The National Institutes of Health Office of Financial Management Financial Operations Division Commercial Accounts Branch Presented By: Tonia Jackson
WHO WE ARE The Commercial Accounts Branch (CAB) is 1 of 2 Branches in the Financial Operations Division of the Office of Financial Management: CAB is the designated billing office for the entire NIH, including locations outside of Maryland CAB is responsible for processing ALL commercial invoices for the NIH. This includes, but is not limited to: Utilities, Constructions Contracts, Research and Development (R&D) Contracts, Travel, Miscellaneous Obligations, Purchase Orders, etc. CAB processes payments to our patients at the Clinical Center CAB staff provides Customer Service for our vendors, other external customers, IC staff, Auditors, Clinical Center patients, etc. CAB is the liaison between the U.S. Treasury and the NIH on bill payment issues 2
OVERVIEW OF THE INVOICE PROCESSING FLOW CHART Invoices are received by the OFM mailroom where they are separated and scanned into various queues based on invoice type Invoices are indexed in the NBS System IMPROPER invoices are sent back to the vendor PROPER invoices are submitted to the Workflow TWO WAY MATCH Invoices go to the IC CO to be reviewed THREE WAY MATCH Invoices If receiving is not entered the invoice will go on a Receiving Hold If receiving is entered Invoices that are simply Approved If the invoice is Approved with Corrections it is sent back to CAB to be corrected Invoices are sent to Treasury for Payment 3
Improper Invoices are Returned to the Vendor with an Unpayable Letter Improper Invoice Invoices that are submitted by the vendor that do not comply with Prompt Pay requirements and/or agency requirements. Top 6 reasons invoices are returned: Vendor name on the invoice is different then on the order Missing DUNS/DUNS +4 Contract/Order Number is invalid/incomplete Description, quantity, unit price do not match the order No description of services provided on the invoice Vendor is billing using a duplicate invoice number No Central Point of Distribution (CPD) on the invoice for 2-way match 4
OTHER REASONS VENDORS CANT GET PAID??? Non Acceptance of Goods and Services Vendor not registered in SAM.GOV (this includes foreign vendors) Invoice not sent to the Designated Billing Office OFM Mailroom Vendor billing outside of period of performance Order not obligated/approved in the NIH Business System Invoice exceeds amount authorized by the order Vendor has a Treasury Offset or IRS Tax Levy 5
ELECTRONIC INVOICING Due to the current national emergency with COVID-19, effective April 1, 2020 Submit invoice electronically via email to NIH Office of Financial Management (OFM) and the NIH Contracting Officer (CO) Invoice Email Box: invoicing@nih.gov Subject Line of Email: Vendor: Name of contractor or vendor|PO: Contract Number/Task Order|Invoice: XXXXX Correspondence email address listed in body of email Correspondence Email Address: xyz@abc.com 6
ELECTRONIC INVOICING One invoice per email Each invoice should have all the required information listed (i.e. Contract Number, Order Number, DUNS Number, Invoice Number, etc.) Do not include confidential information such as Social Security Numbers Do not hand deliver invoices to any NIH office 7
FUTURE INITIATIVES Treasury s Invoice Processing Platform: Secure web-based service that more efficiently manages government invoicing from purchase order through payment notification, at no charge to federal agencies and their vendor Electronic purchase orders and invoices Easier for vendors to do business with the government Saves time and money 8
IMPORTANT PHONE NUMBERS/WEBSITES PHONE NUMBERS: Commercial Accounts Customer Service Non R&D 301-496-6088 Commercial Accounts Travel Office Commercial Accounts R&D Office Commercial Accounts Cashier s Office 301-435-2927 301-496-6452 301-496-2654 WEBSITES: Office of Financial Management - https://ofm.od.nih.gov System for Award Management - https://sam.gov 9
QUESTIONS & ANSWERS Thank you 10
