HJF Terms and Conditions

HJFMRI Terms and Conditions

HJFMRI Ltd, Gte Terms and Conditions

HJF Purchasing Standard TC Supplement 1 FAR Clauses

HJF General Purchasing Standard TC Supplement 2 DFAR Clauses

HJF General Purchasing Standard TC Supplement 3

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 obtain 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 asses the size requirements for your business and see if you qualify as a small or small disadvantaged business, visit: Small Business Administration

• HJF RFX Supplier Response Manual

• Synertrade Contract Supplier Response Manual

HJF, HJFMRI and HJFMRI Ltd/Gte are committed to working with small, diverse, and indigenous businesses in supporting the advancement of military medicine.

We seek subcontractors, suppliers, consultants, and other partners who will support our programs and subcontracting goals as identified in our prime awards. As such, we seek to enter into agreements with small, small-disadvantaged businesses, women-owned small businesses, veteran-owned small businesses, service-disabled veteran-owned small businesses, SBA-certified HUBZone small businesses, Native American-owned small businesses, minority-owned companies, Historically Black Colleges and Universities/minority institutions and indigenous organizations.

As part of your registration on the portal, please include any socio-economic/business certifications.

HJF, HJFMRI, and HJFMRI Ltd/Gte are committed to dealing honestly and fairly with our employees, partners, customers, suppliers, and the communities in which we live and work. We apply the highest standards of ethics and compliance to our business conduct. 

We recognize the critical role our subcontractors, suppliers, consultants, and other partners play in maintaining our reputation and ability to do business worldwide and we expect all to maintain to the same high level of ethics and compliance standards. The following are Points of Contacts for any questions you may have.

HJF’s Ethics Department:
Phone: 240-694-4004
Email: ethics@hjf.org

HJF’s Ethics Hotline:
Phone (anonymous): 1-866-687-2321
Web (anonymous): HJF Ethics Hotline
Email: vendorprocurment@hjfmri.org

Department of Defense Hotline:
Phone: 1-800-424-9098
Web: DoD Fraud Hotline

Read the Code of Ethics

Invoice Submission 

• Send all invoices under HJF Purchase Orders to ap-docs@hjf.org
• Send all invoices under HJFMRI and HJFMRI Ltd/Gte to ap-intl-docs@hjfmri.org
• Submit invoices within 30 days of service being performed or products being received. 

To ensure supplier invoices are processed correctly and efficiently:

• Invoices should clearly state the purchase order (PO) number received from HJF, HJFMRI or HJFMRI Ltd/Gte 
• If 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 cannot process invoices if insufficient value remains on the purchase order. Suppliers are asked not to submit invoices over PO value. 
• All company names on the invoice (both the HJF's entity names and supplier’s entity names) must match exactly the entity names specified on the related PO. 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 and PO they relate to, where appropriate. 

Special Notes for HJFMRI and HJFMRI Ltd/Gte invoices: 

• HJFMRI and HJFMRI Ltd/Gte may require tax withholding for specific countries. Please inquire for more information.
• 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).
• Invoices that are non-compliant (i.e., missing information) cannot be paid.

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