Tracking your invoices from liftoff to landing.
We want to make it as easy as possible for you to find the information you need.
Below you will find information on how to send your invoice to JPL and what happens after it’s received.
Be sure to visit Forms & Instructions which provides a comprehensive list of invoice instructions and related forms, organized by subcontract type.
INVOICE TIPS & CONTACTS
TIPS TO SUPPORT A TIMELY PAYMENT
Purchase Orders– Send invoices to ap.invoices@jpl.nasa.gov
- Invoice is for services performed before purchase order (PO) expiration date.
- Invoice amount is within allowed funds on Purchase Order.
- Attach record of receipt. Please send Proof of Delivery to us at ap.invoices@jpl.nasa.gov
- Verify good(s) and service(s) are authorized on PO.
- Quantity billed is the quantity received.
- Re-bill by line item and at unit prices on PO.
- Services occur prior to invoicing.
- Avoid sending duplicate copies of the invoice. (e.g. sent via email and regular mail)
- Send one PDF invoice per email (do not send multiple invoices in one email)
Subcontracts – Send invoices to subcontract.invoices@jpl.nasa.gov
- Amount billed is within the Subcontract Work Order (SWO) value.
- Modification issued to extend the Subcontract or SWO end date.
- Hourly billing rates are correct.
- Indirect cost rate is correct.
- Ensure fee is under 85%.
- Sufficient back up documentation submitted with invoice (documents required for payment).
- Reduce retention prior to invoicing.
Please ensure invoice requirements are met before submitting otherwise invoice will be rejected.
Please see Forms & Instructions section linked above for requirements.
For more questions, please visit the FAQs section linked above.
WHO TO CONTACT
We want to make sure we provide you with excellent customer service. Please have the following information on hand so we can better assist you.
- Name of supplier
- Purchase order/Subcontract number
- Invoice number
- Date of invoice and when it was sent to JPL.
- Email address
Customer Service Inquiries:
Email: invoice@jpl.nasa.gov
Call: (818) 354-7768
FORMS & INSTRUCTIONS
FORMS & INSTRUCTIONS
Below you will find billing instructions for each subcontract type, as well as any necessary forms to support your invoices.
Subcontract
| Fixed Price | w/o SWO | w/ SWO | Forms w/o SWO | Forms w/ SWO |
|---|---|---|---|---|
| Standard | Instruction (PDF) | Instruction (PDF) | Forms (XLSX) | Forms (XLSX) |
| Level of Effort | Instruction (PDF) | Instruction (PDF) | Forms (XLSX) | Forms (XLSX) |
| Deliverable | Instruction (PDF) | Forms (XLSX) | ||
| Progress payment with SF1443 | Instruction (PDF) | Forms (XLSX) | ||
| Progress payment and deliverable with SF1443 | Instruction (PDF) | Forms (XLSX) | ||
| Construction | Instruction (PDF) | Instruction (PDF) | Forms (XLSX) | Forms (XLSX) |
| A&E with SF1443 | Instruction (PDF) | Forms (XLSX) | ||
| Service & Maintenance | Instruction (PDF) | Forms (XLSX) | ||
| Cost | w/o SWO | w/ SWO | Forms w/o SWO | Forms w/ SWO |
| Standard | Instruction (PDF) | |||
| Cost Plus Fee | Instruction (PDF) | Instruction (PDF) | ||
| Cost Reimbursable with an Educational Institution (CREI) | Instruction (PDF) | Instruction (PDF) | ||
| Time and Materials | w/o SWO | w/ SWO | Forms w/o SWO | Forms w/ SWO |
| Standard | Instruction (PDF) | Instruction (PDF) | Forms (XLSX) | Forms (XLSX) |
| Labor Hour | w/o SWO | w/ SWO | Forms w/o SWO | Forms w/ SWO |
| Standard | Instruction (PDF) | Instruction (PDF) | Forms (XLSX) | Forms (XLSX) |
| Standard with labor category | Instruction (PDF) | Forms (XLSX) | ||
| A&E with labor category | Instruction (PDF) | Forms (XLSX) | ||
Purchase Orders/APOs
| Purchase Order/Associated Purchase Order (APO) | |
|---|---|
| Purchase Order | Instruction (PDF) |
| Associated Purchase Order | Instruction (PDF) |
Other Forms/Agreements
| Agreement | ||
|---|---|---|
| Basic Ordering Agreement | Instruction (PDF) | |
| Consultant Service Agreements | Instruction (PDF) | Forms (XLSX) |
| Others | ||
| Subcontract Travel Expense Report | Instructions and Forms (XLSX) | |
| NF 533 Monthly or Quarterly Report | Acquisitions Website | |
| W9 & W8 Forms | IRS Website | |
| EFT Authorization | Instruction (PDF) | |
| Progress Payment Requiring SF1443 prior to Oct 9, 2009 | Instruction (PDF) | Forms (XLSX) |
| Progress payment and deliverable with SF1443 prior to Oct 9, 2009 | Instruction (PDF) | Forms (XLSX) |
FAQs
FAQs
Payment
How can I find the status of my invoice/payment?
Please email invoice@jpl.nasa.gov or call our customer service desk at (818) 354-7768.
Can my invoices be paid electronically?
Yes, invoices can be paid via electronic funds transfer (EFT). Download this form and submit it to vendor.maint@jpl.nasa.gov.
Are there options to my payment terms?
Contact your Subcontract Manager (SM) about payment terms. If you are unsure who to contact, please email invoice@jpl.nasa.gov or call our customer service desk at (818) 354-7768 so we can direct you to the appropriate Subcontract Manager.
Why did you deduct tax withholding from my payment?
California Tax Withholding:
If the entity is not located or registered to do business in the state of CA, income sourced in CA is subject to 7% CA state withholding. See Notice of Potential Tax Withholding.
Federal Tax Withholding:
A foreign person or supplier is subject to 30% U.S. tax withholding on its U.S. source income. Refer to Publication 515 Withholding of Tax on Nonresident Aliens and Foreign Entities of the IRS website.
Invoices
Where do I email my invoices?
For Purchase Order (PO) invoices and Consultant Service Agreement invoices send to: ap.invoices@jpl.nasa.gov.
For Subcontract invoices send to: subcontract.invoices@jpl.nasa.gov.
Please attach only one invoice per email submission with any applicable back up documentation in pdf file format.
Does the company name on the invoice have to match the company name on the Purchase Order or Subcontract?
The company name on the invoice should correspond to the legal company name. IMS will review your submitted W-9 form as a cross-reference.
Can I submit a Pro forma invoice for payment?
No. A Pro forma invoice does not meet JPL’s invoice requirements. A Pro forma invoice is an estimate invoice from the seller before shipment or delivery of goods and used as preliminary invoices with a quotation.
Why do I include the subcontract project and task numbers?
We require the project and task numbers for subcontracts with multiple projects and/or tasks so we can properly allocate billed costs. To verify if multiple projects and/or tasks pertain to your subcontract, please follow up with your subcontract manager.
Subcontract
Who is authorized to sign the invoice?
The Accounting Manager or designated representative of the company.
How do I fill the 1443 form for Progress Payments?
See instructions for Fixed Price - Progress Payment Requiring SF 1443 or download an Excel version that will assist in calculations.
Why do I have to deduct retention?
Retention is required on certain subcontracts. Please refer to General Provisions (GPs) of your subcontract for details.
When do I get retention back?
The retention amount must be billed on your Final invoice. Payment will be released upon receipt of approved document from Acquisition Closeout organization.
When my contract ends, whom do I need to contact?
Please contact your JPL Subcontract Manager (SM). Your SM will guide you through the subcontract closeout process.
Travel
What Per Diem rate should I use?
For Per Diem rates visit: http://gsa.gov/perdiem.
What mileage rate should I use?
For POV (Privately Owned Vehicle) rates visit http://gsa.gov/mileage.
Where can I find travel policy information?
See policy here Subcontract Personnel Travel Policy.
Where can I get a copy of the travel form?
The JPL Travel Expense Report Form can be found here.
Do I need prior written approval from my JPL Contract Technical Manager (CTM) before travel?
Yes. Please be sure to receive the written approval from the CTM stating where, when, and the purpose of your traveling prior to your trip.
If your question has not been answered, please contact the Invoice Management customer service desk.
Email: invoice@jpl.nasa.gov
Phone: (818) 354-7768
OTHER RESOURCES
TAX RESOURCES
Jet Propulsion Laboratory (JPL), as a division of California Institute of Technology, is subject to tax reporting and withholding in compliance with CA State Franchise Tax Board and U.S. Internal Revenue Service tax laws. Below you will find reference links to the taxing authority sites and regulations. JPL endeavors to simplify the process while managing compliance. Questions about the JPL tax reporting and withholding process please direct to the JPL Subcontract Manager for your PO or Subcontract. Tax advice is not provided by JPL and supplier compliance or exemption questions should be referred to the supplier’s tax preparer.
Sales and Use Tax Reference Link
California Department of Tax and Fee Administration - https://www.cdtfa.ca.gov/
Income Tax Regulatory Resources
California Franchise Tax Board (FTB) - https://www.ftb.ca.gov/
California Secretary of State - https://www.sos.ca.gov/business-programs/business-entities/information-requests/#fri
California Tax Service Center - http://www.taxes.ca.gov/
Federal Internal Revenue Service (IRS) - https://www.irs.gov/publications