SPECIAL NOTICE
R -- EPA implementation of Invoice Processing Platform (IPP) electronic invoicing system
- Notice Date
- 4/14/2023 5:24:53 AM
- Notice Type
- Special Notice
- NAICS
- 541620
— Environmental Consulting Services
- Contracting Office
- HEADQUARTERS ACQUISITION DIV (HQAD) WASHINGTON DC 20460 USA
- ZIP Code
- 20460
- Solicitation Number
- IPP_FBO_Special_Notice_August_2019
- Archive Date
- 05/30/2023
- Point of Contact
- Howard Chenkin, Procurement Analyst, Phone: 202-564-5370, Martina Gillis-Massey, Procurement Analyst, Phone: 202-564-0828
- E-Mail Address
-
Chenkin.Howard@epa.gov, gillis-massey.martina@epa.gov
(Chenkin.Howard@epa.gov, gillis-massey.martina@epa.gov)
- Description
- Date: ������ April 13, 2023 To:����������� All EPA Vendors/Contractors From:������ Office of Acquisition Solutions (OAS) � � � � � � � � �U.S. Environmental Protection Agency (EPA) Subject: � EPA Implementation of Invoice Processing Platform Electronic Invoicing System The Invoice Processing Platform (IPP) (https://www.ipp.gov/) is a secure, web-based electronic invoicing system provided by the U.S. Department of Treasury�s Bureau of the Fiscal Service. IPP is available at no cost to any commercial vendor or independent contractor doing business with a participating government agency. EPA began the first phase of implementing IPP with contract invoices only in October 2019. The next phase will also include simplified acquisitions, and the use of IPP will become mandatory for all vendors and contractors effective May 23, 2023 to comply with the Office of Management and Budget requirement that federal entities utilize an electronic system for receipt of vendor invoices. By using IPP, vendors can take advantage of the following benefits: Electronic submission and receipt of invoices; Ability to log into IPP and view the status of submitted invoices; Reduced data entry by vendor resources; and Ability to view electronic remittance information in support of the Prompt Payment Act. Note that as EPA transitions to complete use of IPP for all vendor invoices, there will be a cutoff date of May 1, 2023 for submission of invoices outside of IPP. All invoices submitted after the cutoff must be resubmitted in IPP. No paper invoices will be accepted and processed after the cutoff and must be submitted in IPP when the system becomes available. There are few exceptions to this for paper invoices, such as from utility companies, which will be entered into IPP by EPA via the self-service module. For those invoices submitted via email after the May 1, 2023 cutoff, they will be returned to the vendor via email with instructions for submission through IPP. All existing obligations in IPP will be placed on hold from May 1, 2023 (at 9:00 pm EST) through May 22, 2023 so that vendors are also unable to submit invoices in IPP during this time. EPA will not process new invoices from May 2, 2023 through May 22, 2023. Please also note�that the obligations in IPP created prior to May 18, 2023 will be closed and a newly converted obligation will be created with a new format.�Vendors will need to create invoices based off the newly created obligations to interact with EPA�s financial system starting May 23, 2023. The new format for the PO document in IPP will be the one containing Unique Procurement Instrument Identifiers (UPIID). Once the EPA IPP implementation is complete, all vendor invoices must be submitted via IPP starting May 23, 2023. Invoices received after this date outside of IPP will not be accepted and will be returned to the vendor in the manner they were submitted. Note that each invoice submitted in IPP must have a unique invoice number; no duplication of invoice numbers is permitted in IPP even if the invoices are for different contracts. EPAAR clause 1552.232-70, Submission of Invoices, was revised in May 2019 to include the IPP invoicing requirements in EPA contracts. If your contract or purchase order includes an older version of 1552.232-70, the Contracting Officer assigned to administer your current contract or purchase order will be incorporating this revised clause via a bi-lateral modification to your contract with the EPA. If your contract or purchase order does not include 1552.232-70 and instead includes the clause at FAR 52.212-4 Contract Terms and Conditions � Commercial Products and Commercial Services, IPP is the authorized (and only) method for submission of invoices in accordance with paragraph (g) Invoice. Action for Vendors to Take If you are already enrolled in IPP: If your company is already registered to use IPP, you are not required to re-register. Many EPA contract vendors have been submitting invoices in IPP since FY 2020, therefore that process will continue. Beginning May 23, 2023, vendors must submit all invoices for contracts and purchase orders via IPP. If you are NOT already enrolled in IPP: You must submit all invoices in IPP for contracts and purchase orders starting May 23, 2023. If your company is not enrolled to use IPP, you are receiving this communication as a point of contact for your company.� EPA initiates the enrollment process through IPP, so there is no action for you to take at this time.� You will be receiving an enrollment confirmation email by April 21, 2023 to register to use IPP. Enrollment confirmations are sent via email from ipp.noreply@mail.eroc.twai.gov.� You will receive two emails from IPP Customer Support: The first email contains the initial administrative IPP User ID and a link to the IPP application. The second email, sent within 24 hours of receipt of the first email, contains a temporary password. You must log in with the temporary password within 30 days before it expires. During registration, one initial administrative user account is created for your company. If your company uses multiple tax identification numbers (TINs), please inform IPP Customer Support. The initial administrative user is required to set up additional user accounts including other administrators after initial login. Registration is complete when the initial administrative user logs into the IPP web site with the User ID and password provided and accepts the rules of behavior.� Please add the following IPP enrollment email address to your address book so it is not caught in your computer�s spam filters: ipp.noreply@mail.eroc.twai.gov. Once registered to use IPP, your company will be able to receive e-mail notifications when invoices are paid, view online payment history, and access remittance downloads. The e-mail notification of payment is sent when a payment is distributed to your bank account and may include the following payment information: date of payment, dollar amount, invoice number, paying agency, payee name, and ACH trace number. Vendor Training Vendor training materials, including a first-time login tutorial, are available on the IPP.gov website. Once you have logged in to the IPP application, you will have access to user guides that provide step-by-step instructions for all IPP capabilities, ranging from creating and submitting an invoice to setting up email notifications. Live webinars are held monthly and provide a great opportunity to learn the basics of the system and to call in and ask the IPP team questions about the IPP application; these webinars are available via the IPP.gov training link above. Individuals within your company responsible for submitting invoices should review these materials before May 23, 2023. Additional Support IPP Customer Support is available to provide user assistance to answer any questions related to the IPP application, including accessing IPP or completing the registration process. Toll-free number: 866-973-3131 Email address: IPPCustomerSupport@fiscal.treasury.gov Hours of operation: Monday through Friday (excluding bank holidays) from 8:00 am - 6:00 pm ET For answers to frequently asked questions, visit the Vendor FAQ page on the IPP.gov website. For contract-specific questions, please contact your Contracting Officer.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/eb466d1335184e3193b93e3b20c84f9c/view)
- Record
- SN06651101-F 20230416/230414230108 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
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