Update September 2, 2022: To All NIH Contractors/Vendors, On March 21, 2022, the NIH began a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s IPP for electronic submission of payment requests. All new contractors/vendors (Vendors) who have never done business with NIH will use IPP effective March 21, 2022. All existing NIH Vendors will transition in “Waves” to IPP during the period March 2022 through March 2023. This transition to IPP does not apply to grants or the Payment Management System (PMS). Existing NIH awards are being bi-laterally modified to incorporate the Health and Human Services Acquisition Regulation (HHSAR) clause HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022) in full text and provide instructions concerning the IPP transition. Vendors should continue to use the existing NIH OFM email electronic invoice submission instructions until the Vendor transitions to IPP. As a reminder, Vendors should not send hard copy invoices via mail to the NIH OFM (see Contract Opportunities Notice Amendment dated 11/5/2020, Subject: NIH Will No Longer Accept Hard Copy Invoices Effective December 1, 2020). Hard copy invoices that are sent via mail to OFM will no longer be returned to the Vendors. NIH Vendors in Waves 1A, 1B and 2 have transitioned to IPP. NIH Vendors in Waves 3 through 5 will transition in the future. IPP Vendor notification letters are being sent to the Vendor’s SAM.gov and IPP Points of Contact (POC). These notification letters are being sent from the OALM NIH IPP mailbox (
[email protected]) and will contain a subject line “National Institutes of Health (NIH) Transition to Invoice Processing Platform - Wave # Contractor/Vendor Notification”. What Vendors Need to Do to Prepare For The Transition to IPP: Ensure the Vendor’s SAM.gov account does not expire and that the Vendor’s SAM.gov POC is accurate and up-to-date. For Vendor’s with an existing IPP account: Ensure the Vendor’s IPP POC is accurate. Please contact the IPP Help Desk to make changes to the IPP POC. The IPP website is https://www.ipp.gov. Ensure the Vendor’s IPP POC can log into IPP and IPP password remains active. If the Vendor experiences IPP log-in issues, please contact the IPP help desk for assistance. It is important that Vendors can log into IPP prior to their IPP transition date to avoid delays in submitting invoices due to IPP access issues. (Note: NIH as an agency and NIH awards will appear in IPP after your company/organization has transitioned to IPP.) For Vendors without an existing IPP account: As part of the IPP Vendor Wave notification letter sent to the Vendor’s SAM.gov POC, the Vendor’s SAM.gov POC will be notified to register in IPP prior to their designated Wave transition date. It is important that Vendors register in IPP as soon as they are notified and obtain the necessary user ID and password. Vendors should verify that they can log into IPP prior to their transition date. Vendors should contact the IPP help desk if log in issues are experienced. The IPP website is https://www.ipp.gov. Continually check the Office of Acquisition and Logistics Management (OALM) IPP website at https://oalm.od.nih.gov/IPP for updates and important information. IPP Modifications to Existing NIH Awards for Vendors in Waves 3 through 5 Existing NIH awards for Vendors in Waves 3 through 5 will be modified to include the following IPP invoice transition language, HHSAR clause 352.232-71 Electronic Submission of Payment Requests (February 2, 2022) in full text, and the NIH OFM electronic invoice instructions: NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). This award will transition to IPP in the future. The Contractor/Vendor shall use the attached NIH OFM Electronic Invoice Submission Instructions until the Contractor/Vendor has transitioned to IPP as specified on the OALM IPP website at https://oalm.od.nih.gov/IPP. It is the Contractor/Vendor’s responsibility to periodically check the OALM IPP website and be prepared to transition to IPP on the designated transition date. Questions concerning the transition to IPP should be directed to
[email protected] . Questions concerning this award should be directed to the NIH Contracting Officer. All IPP invoices must contain a Unique Entity Identifier (UEI) which is located in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number. If this award is a parent indefinite delivery award or a Blanket Purchase Agreement Set-Up, then HHSAR 352.232-71 applies to all task/delivery orders or Blanket Purchase Agreement calls issued under this award. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022) Definitions. As used in this clause— Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract. (b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site. (c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures. (d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request. (End of Clause) OALM IPP WEBSITE: The Office of Acquisition and Logistics Management (OALM) IPP website (https://oalm.od.nih.gov/IPP) contains the following information which will be helpful to Vendors: New HHSAR IPP Clause How to Find Your IPP Wave Number (List of contractor/vendor names with IPP Wave Number) IPP Wave Numbers and Invoice Transition Information Issued IPP Wave Notification Letters Useful Links/Information Vendors can sign-up for IPP Vendor Alerts at https://list.nih.gov/cgi-bin/wa.exe?SUBED1=NIH-OALM-IPP-VENDOR-ALERTS&A=1 . Questions concerning the transition to IPP should be directed to
[email protected]. Please include the Vendor’s name and Unique Entity Identifier (UEI). Questions concerning a specific award should be directed to the NIH Contracting Officer.