- Invoice processing
- Electronic invoicing
- Electronic Funds Transfer Setup (PDF)
- EFT Form Submittal Procedure (PDF)
Electronic invoicing via the iSupplier portal is preferred, but if you choose to mail your invoices, please submit them to the following address unless otherwise specified in your contract:
Sandia National Laboratories
Accounts Payable MS 1385
PO Box 5800
Albuquerque, NM 87185
Payment will be made on the basis of an original invoice, which must contain the following information:
- Supplier name as stated in the contract
- Remittance address
- Purchase order number (Document number) (Do not hand-write Purchase Order number on invoice)
- Invoice number
- Invoice date
- Total invoice amount should be included on the front page of the invoice (Do not include cumulative amount)
- Description, price and quantity of property or services actually delivered or rendered (as stated in the contract)
- Payment terms
- Shipping terms and required documentation (see freight bill information below)
- Other substantiating documentation as required by the contract. Examples: timesheet, approval signature, other authorization for delivery of property or services
- Statements reflecting outstanding invoices will be returned to the supplier.
- To view status of your invoices online, please contact the Supplier Registration help desk and request a password. Your password will be sent to you via email along with a link to view your invoices.
- The remit-to address should be easily identifiable.
- Separate the contract number from the address lines on the invoice.
- Invoice numbers should be unique.
- Do not attach to an invoice for another contract.
- Original timesheets or other supporting documentation should be attached to the original invoice.
- Original invoices must not be released to individual Sandia employees picking up an order, but should be mailed to the address noted. Accounts Payable cannot guarantee receipt of the invoice unless it is mailed to the specified address.
- For invoicing or payment questions contact: email@example.com
Sandia’s policy is that calculation of the payment date starts from the date Accounts Payable receives the invoice, not the date of the invoice:
- Standard Sandia payment terms are net 30, unless otherwise negotiated, but in all cases terms begin when the invoice is received, per the standard contract language.
- Accounts Payable does not have the authority to negotiate established payment terms on the contract. If a supplier offers a payment discount of their invoice that is beneficial to Sandia, payment may be made early to take advantage of the discount. When submitting an electronic invoice via the iSupplier portal, suppliers have the option to choose a range of early payment dates of their invoice on a sliding discount scale known as Dynamic Discounting.
- Sandia has two preferred payment methods. Suppliers are encouraged to choose one of these methods:
- Electronic Funds Transfer (EFT): Suppliers can provide EFT banking information using the Electronic Funds Transfer authorization form(PDF) and submit it according to the instructions on the form.
- Virtual Pay/Payment Plus: This is a payment mechanism using a Visa Commercial Card. Eligible suppliers will be invited to participate in the program. To determine eligibility, suppliers can contact firstname.lastname@example.org. Upon enrolling, the supplier will receive an automated remittance email for each payment which will contain a link to a secure web portal where a unique Visa credit card account number can be obtained. Suppliers can discontinue participation in Payment Plus any time by contacting email@example.com.
- Sandia requires a W-9 form to substantiate taxpayer reporting name and tax identification numbers (TINs) prior to opening supplier accounts for contracting. We match TINs through an online IRS system to validate the information. Accuracy and efficiency in the management and expenditure of federal funds is paramount. Completed forms can be emailed to iSupplier@sandia.gov.
- Foreign suppliers need to submit IRS form W-8BEN if a foreign individual or IRS form W-8BEN-E if a foreign entity in order to claim tax treaty benefits for eligible payments and to assist with OFAC (Office of Foreign Assets Control) compliance. Completed forms can be emailed to iSupplier@sandia.gov.
Non-Taxable Transaction (NM) and Resale Certificates (CA)
Sandia is permitted by the state to issue Non-Taxable Transaction Certificates (NTTCs) to our vendors for most of our purchase transactions. However, listed below are exceptions that prevent Sandia from being able to issue a NTTC:
- Operating leases and rentals (real property or other)
- Services not for resale (For example, meals consumed by Sandians, classes taken/consumed by Sandians, hotels)
For certificates or questions, contact firstname.lastname@example.org
Offsetting and how debit balances are handled
From time to time suppliers may owe Sandia money. In this case we expect immediate repayment due to collections requirements from DOE. The most convenient method of repayment is via offset, whereby we reduce outbound payments to satisfy debts. In the event no open contracts exist with which to offset, refund check payments can be mailed to Accounts Payable. Failure to refund amounts owed in a timely fashion will result in account closure. For refund payment questions, contact: email@example.com.
Per GSA requirements, Sandia is required to report and provide supporting documentation for all freight charges of $100 or more. To help us comply with this regulation and to facilitate payment of your freight expenses, please submit a freight bill with your invoice on any freight charges of $100 or more.
Freight carriers or suppliers who are contacting a carrier for shipment to Sandia should reference a project/task number on any freight bills submitted for payment.