To ensure supplier invoices are processed correctly and efficiently, closely adhere to the following requirements:

• Invoices should clearly state the PO number received from HJF, HJFMRI or HJFMRI Ltd/Gte 
• Where the PO has multiple lines, it should be clear which line/charge on the invoice relates to which line of the PO (invoice line should state the PO line number where possible) 
• HJF will be unable to process invoices when insufficient value on the Purchase Order. Suppliers are asked not to submit invoices over PO value. 
• All company entities on the PO (both HJF, HJFMRI or HJFMRI’s and supplier’s) must be correct, and match exactly to the details specified on the invoice. If they are not the same, a new PO must be requested from the appropriate Buyer or Subcontract Administrator contact. 
• All invoices must contain a clearly marked, unique invoice number and date. 
• The currency of the invoice must be the same as that specified on the PO. 
• The Unit of Measure (UoM) listed on the invoice must match the UoM specified on the PO. 
• The period of performance must be listed on the invoice for PO’s that are for service. 
• Supporting information for contracts and subawards should be attached to support the invoice. 
• Credit notes should clearly reference the invoice number/PO they relate to, where appropriate 

Special Notes of HJFMRI and HJFMRI Ltd/Gte invoices: 

• HJFMRI withholds 2% tax to remint to KRA 
• Please inquire for tax withholdings for Tanzania 
• Please inquire for tax withholdings for for Nigeria 
• Where VAT is claimed, the relevant VAT registration number of the supplier must be mentioned on the invoice.
• Where other types of tax are applied, the associated tax identification numbers must be mentioned on the invoice, in line with the local tax requirements. 
• If VAT or other taxes are claimed, the VAT/tax amount must be shown in the currency of the country where the transaction takes place (or the appropriate exchange rate specified) 

Invoice Submission 

• All invoices from HJF Purchase Orders should be sent to ap-docs@hjf.org and invoices from HJFMRI and HJFMRI Ltd/Gte should be sent to ap-intl-docs@hjfmri.org for payment.
• Invoices should be submitted within 30 days of service being performed or products being received. 
• Invoices that are non-compliant (i.e., missing information) will

HJF Terms and Conditions

HJFMRI Terms and Conditions

HJFMRI Ltd, Gte Terms and Conditions

HJF Domestic Contracts - Cheryl Zimmerman 

HJF Domestic Purchasing - Karen Bowens 

HJF International Contracts - Ruth Bonchick

HJF Subawards - Shiloh Davis

HJFMRI/HJFMRI Ltd/Gte Purchasing and Contracts - Ruth Bonchick

• To register your entity in SAM or get a Unique Entity ID (UEI), visit: SAM.gov

• To get the latest W8-BEN, W8-BEN-E and W9 forms and instructions, visit: Internal Revenue Service

• To determine your business size and see if you legally qualify as a small or small disadvantage business visit: Small Business Administration

• HJF RFX Supplier Response Manual

• Synertrade Contract Supplier Response Manual