Procurement
HHMI’s Procurement Department efficiently and cost-effectively procures the goods and services needed for HHMI’s programmatic and administrative functions.
The department endeavors to obtain the best mix of price, quality, execution, and service and to avoid becoming too dependent on any one source of critical goods and services. Decisions are made about supplier qualification based on these criteria. The department periodically reviews its supplier relationships to determine whether existing suppliers continue to satisfy these overall objectives. HHMI does not discriminate in supplier selection on the basis of age, race, religion, gender, national origin, disability, status as a U.S. veteran, sexual orientation, or any otherwise unlawful use of characteristics of a supplier or a supplier’s employees or owners.
If you have questions regarding the Institute's procurement programs or the location of the nearest HHMI Office of Administrative Services (OAS), call (301) 215-8977 or email procurement@hhmi.org.
Supplier/Payee Registration Form
Individuals and entities that will receive payments or expense reimbursements from HHMI, in connection with the provision of goods or services to HHMI, should complete the registration form if they have not done business with HHMI before or want to update or make changes to their existing information. This information is validated by HHMI's Procurement Department before being entered into the Institute's processing systems.
Questions on how to complete the registration form should be directed to supmaint@hhmi.org or (301) 215-8776.
Invoices and Payments
The standard payment term for HHMI is Net 30 unless otherwise agreed by HHMI. All invoices should be sent to ap@hhmi.org as a PDF, unless otherwise directed by HHMI. Each invoice should contain:
- Purchase order number, if applicable
- HHMI contact name if a purchase order was not issued
- Invoice date
- Supplier invoice number
- Supplier complete name and remittance address
- Complete description of goods/services delivered
- Quantity delivered
- Unit price and extensions
- Payment term if different from HHMI standard and agreed to by HHMI's Procurement Department in advance
Payment delays may occur if the invoice omits any of the above information or lists a price that is not the same as the agreed-upon price at the time of purchase. If the applicable purchase order number does not appear on the invoice, the invoice will be rejected.
HHMI’s preferred method of payment is via automated clearing house (ACH) or electronic funds transfer (EFT). Suppliers and payees can sign up for EFT payments by completing the appropriate section in the Supplier/Payee registration form.
To check on the status of an invoice or payment, use our Ask AP system or email askap@hhmi.org.
Sales and Use Tax
HHMI has nexus (physical presence) in 26 states. The Institute is exempt from sales and use tax in most states where it conducts business, including the following 18 states:
STATE EXEMPTIONS
- Colorado
- Connecticut
- Florida
- Illinois
- Indiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Missouri
- New Jersey
- New York
- Ohio
- Pennsylvania
- Tennessee
- Texas
- Virginia
- Wisconsin
Note: the Institute has physical presence in Oregon; however, there is no sales tax in this state.
The Institute has physical presence in the following seven states (and localities), where it is required to pay sales and use tax:
STATES NOT EXEMPT FROM SALES AND USE TAX
- California (Alameda, Los Angeles, Santa Clara, Santa Cruz, San Diego, San Francisco, Riverside, and Yolo counties)
- Georgia
- Iowa
- Oklahoma
- North Carolina
- Utah
- Washington
Tax Exemption Certificates or Questions
To obtain a sales tax exemption certificate for a purchase, contact the Procurement Department at procurement@hhmi.org.
Send tax-related questions, including questions with regards to HHMI-issued 1099 forms, to taxdept@hhmi.org.
