CONTRACT VALUE

Absent prior written authorization, invoices for amounts in excess of the Cap Amount will not be paid and will be returned unpaid.

INVOICE ROUTING; FORMAT; TIMELINESS

Invoice Submission Location: MD Anderson cannot retrieve invoices through Contractor’s website and can only accept invoices through the following format (listed in order of preference):

Submittal Format	Submittal Address
EDI	Qualifying Contractors contact: Accounts Payable 7137459439
Email (one invoice per email in PDF form)	mdaccap@mdanderson.org
United States Postal Service	Accounts Payable – Unit 1699 P.O. Box 301401 Houston, TX 772301401
Carrier (UPS, Fed Ex, etc.)	The University of Texas M. D. Anderson Cancer Center Accounts Payable 7007 Bertner Avenue – Unit 1699 Houston, TX 77030

Electronic Invoice: An electronic invoice shall be provided in a secure, nonalterable electronic format (Adobe *.pdf is acceptable) emailed directly to mdaccap@mdanderson.org with the Contractor name and invoice number in the email Subject line. Do not send or copy the MD Anderson Accounts Payable representative. MD Anderson will accept only one invoice per email and all invoices must include a valid MD Anderson Purchase Order Number. Invoices without a Purchase Order Number or an incorrect Purchase Order Number will be returned unpaid to the Contractor.

Effective Invoice Period: Contractor will submit invoices within sixty (60) calendar days after delivery of the goods or complete performance of the services invoiced. MD Anderson will not be obligated to pay invoices that are not received within sixty (60) calendar days after delivery of the goods or complete performance of the services, unless acceptable delays are identified and approved in writing by MD Anderson prior to the delay.

Third Party Invoicing: MD Anderson does not accept invoicing from third parties acting on behalf of the Contractor.

ACCURATE BILLING

Invoice Requirements: Each invoice must include:

Billing related to only one valid MD Anderson Purchase Order.

Invoice should be an original version and without manual or written changes.

Valid MD Anderson Purchase Order Number clearly stated on the face of the invoice.

Contractor’s legal name and “remit to” address, telephone, and fax numbers.

A uniquely assigned invoice number.

An invoice date.

The MD Anderson “bill to” address listed in Section 2.1 of this Rider 116 for the United States Postal Service submittal format.

A description of the goods or services purchased with the line item purchase price.

The correct invoice amount (invoices that contain an incorrect amount or a disputed amount will need to be revised and resubmitted).

For goods, the manufacturer’s part number, item description, quantity shipped, and unit price.

A line item for all freight, shipping, and handling costs related to the invoice (not billed separately).

Line items matching MD Anderson Purchase Order line items (invoice lines must exactly match, or be less than, MD Anderson Purchase Order line items).

Each invoice must be a standardtyped, original invoice on Contractor letterhead. MD Anderson will not make payments based on statements, quotations, service contracts, shipping/packing slips, calculator tapes, work orders, proforma statements, Letter of Intent, Memorandum of Understanding, or other noninvoice documents.

Deductions: MD Anderson may reduce payment to Contractor for sales tax (for more information refer to Section 8.9 of the Agreement).

Credit Memoranda: Credit memoranda submitted to MD Anderson must include the Invoice Requirements set out in Section 3.1 of this Rider 116, as well as the following:

The phrase “Credit Memo” in clear and apparent text.

A uniquely assigned Credit Memo number.

A description of the goods or services credited.

A valid Purchase Order Number against which MD Anderson may credit the Credit Memo amount.

ACH PAYMENT DISBURSEMENT METHOD

Preferred Payment Method – Automated Clearing House (ACH): MD Anderson’s preferred process for settling financial obligations is to utilize the National Automated Clearing House Association (NACHA) standard Cash Concentration and Disbursement (CCD) format. This industry standard process is utilized and recognized by most payees as the most efficient, safe, and timely way to transfer funds. Our goal is that every payment made by MD Anderson is made via electronic funds transfers, unless legally prohibited. This service may be set up by contacting MD Anderson’s Treasury Services and Operations office at 7137459580 or by email: TreasuryServices@mdanderson.org.

Upon payment initiation, Contractor will receive the remittance information by email with an attached Adobe Acrobat PDF file containing information detailing the payment date, invoice number, dollar amount, etc. Questions regarding this matter can be directed to MD Anderson’s Treasury Services and Operations office at 7137459580 or by email: TreasuryServices@mdanderson.org.

Check Disbursement: MD Anderson initiates payment disbursements on Tuesdays and Thursdays with typical funds availability the following business day.

Accounts Payable Invoice Approval Process:

Goods: MD Anderson requires a 3way match for payment on Purchase Orders for goods. The 3way match includes an MD Anderson Purchase Order, an MD Anderson Materials Management Receipt, and a Contractor Invoice.

Services: MD Anderson requires a 2way match for payment on Purchase Orders for services. The 2way match includes an MD Anderson Purchase Order and a Contractor Invoice. In addition, complete performance of services must be verified by an appropriate MD Anderson representative before an invoice for such services will be paid unless otherwise stated in the Agreement.

SUPPLIER INQUIRY OPTIONS

Payment Inquiry: Contractor may research invoice status by contacting the MD Anderson Accounts Payable Department through the following methods (an MD Anderson Purchase Order Number and/or Contractor Invoice Number is required):

EMail (questions only): mdaccAPInquiry@mdanderson.org

Telephone: 7137459439

Vendor Self Service (VSS) System: VSS is a secure, webbased system that allows Contractors to research detailed information regarding invoice status and MD Anderson payments online. To register for this service, visit http://mdanderson.org/suppliers or call 7137457997.

Reconciliation of Payment: MD Anderson notifies Contractor that invoices have been paid by payment stub for standard check payments and email for ACH payments.

MATERIALS MANAGEMENT

Freight: MD Anderson does not accept Collect On Demand (COD) shipping.

Receiving/Logistics/Dock: All deliveries must reference a valid MD Anderson Purchase Order Number or risk being turned away. Purchase Orders for goods not delivered to an MD Anderson receiving dock risk payment delays, unless otherwise stated in the Agreement.

MD Anderson Receiving Docks
MD Anderson Hospital 1515 Holcombe Blvd. Houston, TX 770304009	Basic Sciences Research Building 6767 Bertner Avenue Houston, TX 770302603
Houston Main Bldg. / Ambulatory Clinical Bldg. / Mays Cancer Prevention Bldg. 1155 Pressler Street Houston, TX 770303721	Faculty Center Building 1400 Holcombe Blvd. Houston, TX 770304008
Smith Research Bldg. 7777 Knight Road Houston, TX 770543005	South Campus Research Bldg. II 7435 Fannin Street Houston, TX 770541901
Proton Therapy Bldg. 1840 Old Spanish Trail Houston, TX 770542002

GOVERNING LAWS

W9: MD Anderson requires Contractor to have a valid W9 on file with MD Anderson prior to all disbursements.

Prompt Payment Act: All funds held by MD Anderson are subject to the Texas Prompt Payment Act, Chapter 2251, Texas Government Code. Chapter 2251 of the Texas Government Code governs (i) when a payment by MD Anderson is overdue, and (ii) the rate of interest that accrues on such overdue payments.