Frequently Asked Questions - Vendor Payments

This guide is designed to assist commercial vendors who conduct business with Food and Drug Administration (FDA).  It explains the Agencies' payment process and provides guidance on how to prepare and submit a proper invoice in order to receive timely payment service.  

• Will FDA accept invoices that are submitted electronically?
  • Yes
• Where do I submit electronic invoices?
  • Submit scanned invoices via e-mail to:
  • fdavendorpaymentsteam@fda.gov
• Where do I mail invoices?
  • Food and Drug Administration
  • 12345 Parklawn Drive, 2nd Floor, Rockville, MD 20852
• Who should I contact for payment status?
  • For questions regarding payment status, contact ERIC @ 301-827-ERIC (3742)
• What constitutes a complete and proper invoice?
  • The invoice must contain the following information:
    • Invoice Date
    • Vendor Name
    • Invoice Number
    • FDA purchase order number displayed in Block 3 of the purchase order
    • Description including price, quantity, discount, shipping and performance terms
    • Tax Identification number (TIN)
    • Electronic funds transfer (EFT) remittance information
    • Company contact name, title and direct phone number
    • The term "invoice" can include receiving reports and delivery tickets when contractually designated as a requirement for payment completion
• What happens if FDA determines that an invoice is improper?
  • When an invoice is determined improper, in accordance with the Prompt Pay Act, the agency will identify all defects that prevent payment and they will return the invoices to the company's accounts receivable office. 
• When does the payment period begin if an invoice is misdirected to an office other than OFS?
  • The payment period does not begin until the date the invoice is received in the Office of Financial Services.  This information is contained within the FDA purchase order in Block 21.  For mailed invoices, the received date will be the date stamped within OFS.  For electronically submitted invoices, OFS will use the readable transmission date received.  
• What if the due date falls on a weekend or holiday, when will FDA issue payment?
  • If the due date or discount date falls on a weekend or federal holiday, payment will be processed 3 days before.
• What should I do if my invoice is returned as improper?
  • An invoiced returned as improper will have a cover letter explaining the reason for return.  Please make the necessary changes and return the invoice to:
    • Food and Drug Administration
    • 12345 Parklawn Drive, 2nd Floor, Rockville, MD 20852
• Will the Prompt Pay Act date change if I resubmit my invoices?
  • Yes - The date the agency receives a "proper" invoices determines the Prompt Pay Act date.