Summary of Invoice Requirements for National Institutes of Health (NIH) Business System (NBS) Acquisition Awards

ALL Contracts, Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls. In addition to the requirements of Federal Acquisition Regulation (FAR) Subpart 32.9, all invoices must contain: Vendor/Contractor Name Address Point of Contact for the invoice Name, title, telephone number, e-mail and mailing address. Remit-to address (Name and complete mailing address to send payment). Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice. Invoice date. Unique invoice #s for all invoices per vendor regardless of site. NBS document number formats must be included for awards created in the NBS: Contract Number Purchase Order Number Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number) BPA Call Number and BPA Parent Award Number Data Universal Numbering System (DUNS) or DUNS + 4 as registered in the Central Contractor Registration (CCR). Invoices submitted for payment against awards made on or after June 4, 2007, must include the contractors DUNS number and Federal Taxpayer Identification Number (TIN). In those exceptional cases where a contractor does not have a DUNS number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice. The VIN is the number that appears after the contractors name on the face page of the award document. Description of supplies/services that match the description on the award, by line billed. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award. Additional invoice information is required for CONTRACTS as follows (does not include any other award types identified above): Name of NIH Office of Acquisition that is administering the contract. Statement that the contract is being paid using either a 2-way or 3-way match. The contract will identify which type of match to state on the invoice. NIH E-mail address for Central Point of Distribution (2-way match contracts only). This will be provided by the NIH Office of Acquisition. Any other information as may be detailed in the contract. This additional invoice information may be required for Task Orders against some Indefinite Delivery Contracts that are for Research & Development (R&D) or are in support of R&D. The individual Task Order will state whether this additional invoice information is required. Also, see Invoice Submission Instructions in Section G of the contract. NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid. 8/4/2013

INVOICE INSTRUCTIONS Shared Services department

These instructions apply only to those Purchase Orders (non-iBuy eCatalog orders) which will be processed through the NGSC Financial Service Center (FSC) and are invoked in the Purchase Order Terms and Conditions and/or the face of the PO. These instructions take precedence over any instructions that you have received in the past, and will remain in effect unless you are authorized to deviate from them in writing by Northrop Grumman Systems Corporation or by other written revision to these instructions. Only the NGSC On-line Automated Supplier Information System (OASIS) https://oasis.northgrum.com/ has the current version. NGSC reserves the right to return invoices for re-submittal relating to your failure to comply with these instructions. Sellers may be subject to corrective action and/or automatic blocking of future orders if multiple rejects occur. GENERAL PREPARATION INSTRUCTIONS 1. Seller must prepare invoices containing the following information taken from Buyers Order: (a) Purchase Order number; (b) PO line item number; (c) PO part number (if applicable); (d) part serial number (if serialized); (e) brief description of the product or service; (f) unit of measure; (g) unit price; (h) item quantity; (i) extended item price; and (j) total invoice value. 2. Sellers invoice shall also include: (k) Sellers phone number and remit -to address; (l) invoice number; (m) date prepared; 3. Seller shall prepare a separate invoice for each shipment or service order. 4. Seller shall also provide such evidence as Buyer may reasonably require in support of the invoice. 5. No invoice shall be issued prior to completion of services or shipment of products. PREFFERRED SUBMITTAL METHOD (EMAIL) The preferred method for invoice submittal is via email. This method should be used whenever possible in order to minimize transaction costs for both the seller and NGC. Electronic invoice submittal will allow for more efficient and expeditious processing of your invoice. If invoices are submitted electronically, sellers must not send duplicate invoices via Alternate Method (facsimile and/or mail). Do not use multiple methods for submitting the same invoice. The email address for invoice submission is: apfscpoinvoices@ngc.com. (Note: No inquiries, statements, POs, acknowledgements or quotes are to be sent to this email address.) All electronic invoices must be submitted in PDF format. Only PDF attachments can be accepted by our system. Any attachment in a format other than PDF, including zip files, simple graphics, Excel and/or Word formats, will cause the system to reject that particular invoice. Scanning resolution must be at least 300 dpi (dots per inch) or higher. Poor PDF image qualities cant be accepted. Invoices must be in black and white. Grayscale or color will not be accepted. Vendors should convert any grayscale or color documents to black and white prior to submittal. PDF pages must be letter or legal size only. Each PDF attachment must only contain one invoice along with its supporting documentation with the invoice being the first page. When submitting multiple invoices in the same email, each invoice must be a separate PDF attachment. Each invoice must contain all information (Purchase Order Number and corresponding Purchase Order Line items) as indicated in the General Preparation Instructions (noted above). Sellers shall only submit invoices to the Financial Service Center (FSC), regardless of any approvals which may be indicated on Purchase Order. The FSC will be responsible for routing invoice for appropriate internal approvals. Sellers must utilize an email address that can accept replies. ALTERNATE SUBMITTAL METHOD The alternate method for invoice submittal is via mail or facsimile. The preferred method (noted above) should be used whenever possible in order to minimize transaction costs for both the seller and NGSC. If invoices are submitted via mail or facsimile, sellers must not send duplicate invoices via email. Do not use multiple methods for submitting the same invoice. Each invoice must contain all information (Purchase Order Number and corresponding Purchase Order Line items) as indicated in the General Preparation Instructions (noted above). Sellers shall only submit invoices to the Financial Service Center (FSC), regardless of any approvals which may be indicated on Purchase Order. The FSC will be responsible for routing invoice for appropriate internal approvals. Northrop Grumman Systems Corporation Financial Service Center 8710 Freeport Parkway, Suite 200 Irving, TX 75063-2577 Attn: A/P Department - Mail Stop K06421

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