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Payment Information for Contractors and Commercial Vendors

I want to submit a bill and get paid:
For a contract – I have an 8-digit EPA contract procurement number (or a 3-5-digit government-wide contract order number).

For "other" commercial reimbursements (includes utilities and training orders) handled as a Simplified Acquisition Payment (SAP) - I have an 11-digit order number.

Refunds:
Refunds are to be sent to either EPA's Lockbox account, or through Treasury Express Remittance (EFT) program. Do not send a refund check to the EPA paying office or the Contract Officer.

Links of Interest:
EPA Office of Acquisition Management

Central Contract Registration (CCR) 

FAQs About Federal Payments

Electronic Fund Transfer Information for Vendors

Internet Payment Platform

To Get Reimbursed:

  1. Register in the Central Contractor Registration (CCR) System
  2. Ensure vendor's invoice includes:
    • Date of Invoice
    • Invoice number
    • Total Amount Billed
    • EPA Contract & Delivery Order number, Procurement (Purchase Order) number
    • Complete company name and billing address as stated on the contract or order.
    • Period of performance, where applicable
    • Duns & Taxpayer Identification Number Bank for EFT payment, bank name, address, account number and routing number, if not in the Central Contractor Registration System, (CCR)
    • Point of contact (POC) name and phone number
  3. Know the terms of the contract/procurement requisition document.
  4. Know the EPA payment office's address and phone number
  5. Know whether cost and funding limitations apply.
  6. Bill only within the period of performance.
  7. Bill for only one (1) option period per invoice.
  8. Bill only for only one (1) delivery order per invoice.
  9. Use the original invoice # followed by an 'R' (Resubmitted or Revised) when billing for reclaimed, revised or returned billings,
  10. Bill the net amount only when billing for revised or suspended amounts.
  11. Never bill in excess of the contract funded amount.
  12. Do not bill for State and Local taxes unless authorized.  EPA Tax Exempt #: 520852695
  13. Send original invoice only (with no copies) to the specified billing address.
  14. Ensure company is classified correctly by EPA. If small business or individual, it may qualify for accelerated payments.
  15. Ensure company name on invoice matches company name on procurement number, or contract.
Electronic Invoicing via Email

For same day receipt (excludes weekends and Federal Holidays), submit invoices through email.  Invoices must be received by 3:00 pm EST. 

Benefits:
  1. eliminates paper/mailing costs,
  2. reduces misdirected invoices,
  3. reduces submission time thus quicker payment,
  4. increases opportunity for discounts
  5. auto reply assuring EPA receipt of each invoice. (For Contracts or "Other" Commercial invoices)

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