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Invoice Management Section FAQs Banner

If you do not find an answer to your question, please contact the IMS customer service desk.

Send an email to Invoice@jpl.nasa.gov

Purchase Orders call (818)354-7768

Subcontracts/Consultants call (818)354-7696

Top PO/BPA Issues: (Click on questions for answers)

Question: What are the top issues with PO/BPA invoices?
(The PO Welcome Package, including invoice instructions, can be found on the Purchase Order page)

Answer: What are the top issues with PO invoices?

1. Invoicing for services performed after Purchase Order (PO) expiration date.
2. Invoice amount is in excess of authorized funds on Purchase Order.
3. No record of receipt. Please send Proof of Delivery to us at ap.invoices@jpl.nasa.gov
spaceror through regular mail.
4. Good(s) or service(s) is not authorized on PO.
5. Quantity billed is at variance with quantity received.
6. Rebill by line item and at unit prices on PO.
7. Services not received.
8. Duplicate invoice - JPL has already paid amount due.

What are the top issues with BPA invoices?

1. Price variance between JPL and Supplier.
2. Missing or incorrect release number on invoice (when it is available to the supplier).
3. Missing or incorrect purchase order number on invoice.
4. Freight Documentation not attached as required for freight over $100.00.
5. Incomplete or omitted "item description" to match to PO.

Top Subcontract Issues:

Question: What are the top issues with Subcontract invoices?
(All invoice instructions can be found on the Forms and Instructions page)

Answer: What are the top issues with subcontract invoices?

1. Amount billed in excess of Subcontract Work Order (SWO) value.
2. Modification has not been issued to extend the Subcontract or SWO end date.
3. Contract Technical Manager (CTM) or Subcontract Manager (SM) rejected the invoice.
4. Incorrect hourly billing rates.
5. Incorrect indirect cost rate.
6. Fee billed in excess of 85%.
7. Insufficient back up documentation (lacking a document required for payment).
8. Invoiced costs must be reduced by retention amount.

General Questions:

Question: Where can I find the travel authorization and travel expense report forms?
Answer: Please visit the Forms and Instructions page to download the necessary travel forms.
Question: I need help with the 533 forms
Answer: Please visit the Acquisition Division web site for everything you need to know about the NASA Form 533 Monthly and Quarterly forms.

Payment Questions:

Question: I'd like my payment terms to be less than 30 days. What can I do?
Answer: Talk to your Subcontract Manager (SM) about a discount for faster payment terms.
Our discount terms are:
   2.0% NET 10
   1.5% NET 15
   1.0% NET 20
   0.0% NET 30
Question: How can I find the status of my invoice?
Answer: There are two ways to find status on an invoice:

1. Send an email to Invoice@jpl.nasa.gov

2. Call the customer service desk:

spacerPurchase Orders, call (818)354-7768
spacerSubcontracts, call (818)354-7696
Question: How can I find JPL's check number and date?
Answer: There are two ways to find payment information:

1. Send an email to Invoice@jpl.nasa.gov

2. Call the customer service desk:

spacerPurchase Orders, call (818)354-7768
spacerSubcontracts/Consultant, call (818)354-7696
Question: Can my invoice be paid electronically?
Answer: Yes, invoices can be paid via electronic funds transfer (EFT). Please visit the Forms and Instructions page to download the EFT Authorization Form.

The completed form can be faxed to IMS at (818)393-3308 or mailed to:

Jet Propulsion Laboratory
Invoice Management Section
Mail Stop 202-100
4800 Oak Grove Drive
Pasadena, CA 91109

Email the form to Invoice@jpl.nasa.gov.

Question: Why did you deduct income tax from my payment?
Answer: If a company is not a corporation and does not have an office in California, we must deduct 7% income tax from the payment for work done in California.

Invoice Questions:

Question: Can I email my invoices?
Answer: Yes! Your invoice can be attached to an email and must be saved in a graphics format (e.g. .pdf, .tiff, .jpeg, .bmp, .gif or similar file format)

PO or BPA invoices can be emailed to ap.invoices@jpl.nasa.gov

Subcontract/Consultant invoices can be emailed to subcontract.invoices@jpl.nasa.gov

Question: Where do I send the invoice?
Answer: Invoices can be mailed to:

Jet Propulsion Laboratory
Invoice Management Section
Mail Stop 202-100
4800 Oak Grove Drive
Pasadena, CA 91109

Question: Does the company name on the invoice have to match the company name on the purchase order or subcontract?
Answer: The company name on the invoice should be reasonably similar to the legal company name. IMS will review your submitted W-9 form as a cross-reference.
Question: Why do I have to include the subcontract project and task numbers?
Answer: Project and task numbers are required for subcontracts with multiple projects and/or tasks so that we can properly allocate billed costs.
Question: Can I submit a Pro forma invoice for payment?
Answer: No. A Pro forma invoice is an estimate invoice from the seller in advance of shipment or delivery of goods and is commonly used as preliminary invoices with a quotation. A Pro forma invoice does not meet JPL's invoice requirements.

PO/BPA-specific Questions:

Question: Why was the freight deducted?
Answer: As noted on the base terms and conditions of each JPL purchase order, the carrier's freight bill is required when freight exceeds $100 in order for the freight to be paid.
Question: What are the top issues with Purchase Order invoices?

What are the top issues with PO invoices?

1. Invoicing for services performed after Purchase Order (PO) expiration date.
2. Invoice amount is in excess of authorized funds on Purchase Order.
3. No record of receipt. Please send Proof of Delivery to us at ap.invoices@jpl.nasa.gov
spaceror through regular mail.
4. Good(s) or service(s) is not authorized on PO.
5. Quantity billed is at variance with quantity received.
6. Rebill by line item and at unit prices on PO.
7. Services not received.
8. Duplicate invoice - JPL has already paid amount due.

What are the top issues with BPA invoices?

1. Price variance between JPL and Supplier.
2. Missing or incorrect release number on invoice (when it is available to the supplier).
3. Missing or incorrect purchase order number on invoice.
4. Freight Documentation not attached as required for freight over $100.00.
5. Incomplete or omitted "item description" to match to PO.

Question: How long does it take JPL to pay my invoice?
Answer: JPL pays your invoice in accordance with the terms of the purchase order or contract. Please see Invoice Review Process for more information.

Subcontract-specific Questions:

Question: Who is authorized to sign the invoice?
Answer: The Accounting Manager or designated representative of the company.
Question: How do I fill out the 1443 form for Progress Payments?
Answer: Please visit the Forms and Instructions page to download the billing instructions for Fixed Price - Progress Payment Requiring SF 1443.

You can also download an Excel version of the SF 1443 which will make the calculations for you.

Question: How do I prepare the final invoice for Progress Payment subcontracts?
Answer: Please visit the Forms and Instructions page to download the billing instructions for Fixed Price - Progress Payment Requiring SF 1443. This file shows an example of the final invoice.
Question: Why do I have to deduct the retention fee?
Answer: Please refer to General Provisions (GPs) of your subcontract.
Question: When do I get the retention fee back?
Answer: The retention fee must be billed on your Final invoice. Payment will be released upon receipt of approved document from Acquisition Closeout organization.
Question: When my contract ends, who do I need to contact?
Answer: Please contact your JPL Subcontract Manager (SM). Your SM will guide you through the subcontract closeout process.
Question: What are the top issues with Subcontract invoices?

What are the top issues with subcontract invoices?

1. Amount billed in excess of Subcontract Work Order (SWO) value.
2. Modification has not been issued to extend the Subcontract or SWO end date.
3. Contract Technical Manager (CTM) or Subcontract Manager (SM) rejected the invoice.
4. Incorrect hourly billing rates.
5. Incorrect indirect cost rate.
6. Fee billed in excess of 85%.
7. Insufficient back up documentation (lacking a document required for payment).
8. Invoiced costs must be reduced by retention amount.
Question: How long does it take JPL to pay my invoice?
Answer: JPL pays your invoice in accordance with the terms of the purchase order or contract. Please see Invoice Review Process for more information.

Travel Questions:

Question: What per diem rate should I use?
Answer: For per diem rates go to http://gsa.gov/perdiem.
Question: What mileage rate should I use?
Answer: For POV (Privately Owned Vehicle) rates go to http://gsa.gov/mileage.
Question: Where can I find travel policy information?
Answer: You can find this information by visiting the JPL Acquistion Division Contractor/Supplier website.
Question: Where can I get a copy of the travel form?
Answer: The JPL Travel Expense Report Form can be found at http://invoice.jpl.nasa.gov/IMS-Forms.html.
Question: When on foreign travel, can I use foreign air carrier service?
Answer: No. The Fly America Act requires (with exceptions) all air travel funded by U.S. government funds use U.S. flag-air carrier service.
Question: Can I fly first class?
Answer: For official business travel, both domestic and international, you must use coach-class accommodations (except as provided under the Federal Acquisition Regulations).
Question: Can I exceed the allowable per diem rate for lodging?
Answer: Only when you have written pre-approval by the CTM along with a sound explanation.
Question: What size rental vehicle can I rent?
Answer: Compact and/or economy size rental vehicles are allowable.
Question: Will I be reimbursed for the cost of Collision Damage Waiver (CDW), Loss Damage Waiver (LDW) or personal accident insurance?
Answer: No.




Last Updated on the 13th of July 2016
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