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EPA Reimbursements: Contract Payments

EPA Reimbursements: Contract Payments

To submit your contract bill by email:

  1. Complete a signed agreement to submit contact invoices to EPA by e-mail (PDF)  and email or fax the completed form to Diane Harris (Harris.Diane@epa.gov ; phone: (919) 541-7569; fax: (919) 541-4860). 
  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. Submit pdf via email using the following procedures.

    1. Please put the contract #, Inv# and DO# in the SUBJECT line of the email. Example:  I_68w09999_234B_00005.pdf  If multiple invoices are attached, please put the contract # only.  If multiple invoices, please limit number of attachments/invoices to 10 per email.  Please submit separate emails per contract.

    2. Email body:
      - Submit no correspondence in the body of the email and do not include any attachments which are not invoices.
      - Provide all relevant information within each invoice attachment. Invoice page1 must be first page of image.

      3. 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.”

    3. Invoices must be in PDF format and attached to the email.  A separate attachment for each invoice is required.  If scanned, the size should be standard 8.5 x 11.

    4. 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 their name, direct dial phone number, and email address.

    5. Attachment file name protocol is very important (invoice may be rejected if pdf naming protocol is incorrect).  Please submit using the following attachment name fields separated by underscores:
      6. 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 #. 
      However any invoice which exceeds the 11 digits will be entered using the 11 digits starting from the right. Numbers should not begin with a zero or with a special character.  Invoice #s should not include an underscore or a ‘/’.

      Order number:  Field is 5 digits (if no order#, please enter ‘00000’ or simply end with the .pdf)

      Fields for contract#, invoice#, and order# should be separated by underscores.
      Examples:  

      • 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

    6. Receipt of invoice by EPA:  An auto reply will be sent per email; it will not include the previously sent email, but will reference the SUBJECT line of the email.  If for some reason the EPA cannot accept electronic invoicing from the contractor, the contractor will be notified as soon as such an event is known.  The reasons for non-acceptance include, but are not restricted to, viruses or server problems.  The contractor is required to contact RTP-FC immediately if submissions are rejected.  If RTP-FC is unable to accept electronic invoice submissions from the contractor, the contractor must submit its invoices following standard procedures.

    7. Receipt date for invoices will be the date RTP-FC 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.

    8. Send invoices to:  DDC-KInvoices@epa.gov (Note: this is for contract invoicing only, and not small purchases). No follow-up hardcopy for the Finance Center is required.  All other requirements for the PO and CO should be continued per the contract terms.  Submitted invoices which do not conform to these procedures may be determined to be an inappropriate submission and are subject to rejection.

  4. If you need assistance please contact (919) 541-1148.

If you are unable to submit your contract bill by email, please use the mailing addresses below:


U.S. Postal Service

U.S. Environmental Protection Agency
RTP-Finance Center (D143-02)
Durham, N.C. 27711

UPS, Federal Express, or Overnight Mail

U.S. Environmental Protection Agency
RTP-Finance Center
4930 Old Page Road (D143-02)
Durham, N.C. 27703

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