Suppliers 

Supplier Relationship (Strategic Sourcing) Process 

Howard Hughes Medical Institute (HHMI) partners with a wide range of suppliers and payees who support our mission to advance biomedical research and science education. HHMI’s supplier relationship process is designed to optimize the interactions and relationships between HHMI and its suppliers. We use the HHMI Supplier Portal, powered by apexportal™, for supplier registration and ongoing maintenance of supplier information.

New Supplier or Payee?

If you are a new supplier or payee, you will receive an invitation to register in the HHMI Supplier Portal. This email will come from [email protected] and will allow you to securely complete and submit your registration by providing company information, such as name, address, banking details, and tax documentation. Reference the HHMI Supplier Portal Guide for Suppliers to help you use the portal. After you submit your registration, you will receive an email if more information is requested from you and/or when your registration has been approved or rejected.

Note: HHMI must initiate the invitation to register. Your HHMI contact will begin the registration process by creating an invitation through the HHMI Supplier Portal.

Existing Supplier or Payee?

If you are an existing supplier or payee and need to update your information, log in to the HHMI Supplier Portal to:

  • Make and submit changes to your contact, tax, address, and/or banking information
  • Monitor status of profile changes you have submitted
  • View and respond to information requests

Reference the HHMI Supplier Portal Guide for Suppliers to help you use the portal.

If you don’t have access to the HHMI Supplier Portal or have forgotten your credentials, please email [email protected]. 

Support and Resources

If you have questions about the supplier registration process or updating your supplier profile, please email [email protected]. 

For suppliers, reference the HHMI Supplier Portal Guide for Suppliers ​​​​​​to help you use the portal. For internal HHMI users, visit the HHMI Supplier Portal Resources Pageexternal link, opens in a new tab to access the HHMI Supplier Portal and resources to help you use the portal.

​​​​​Invoices and Payments

The standard payment term for HHMI is Net 30 unless otherwise agreed by HHMI. All invoices should be sent to [email protected] as a PDF, unless otherwise directed by HHMI. Multiple PDF files can be submitted, but please include only one invoice per file. Failure to send invoices and credits to [email protected] and statements to [email protected] may result in a delay in HHMI receiving and processing them.

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 (remittance address on invoice must match REMIT address provided in the HHMI Supplier Portal)
  • Complete description of goods/services delivered
  • Quantity delivered
  • Unit price and extensions


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). 

To check on the status of an invoice or payment, please email [email protected].

Non-Employee Expenses

When a non-employee requests reimbursement from HHMI for expenses incurred on behalf of HHMI, such as business travel, transportation, and food for HHMI meetings, they will submit a request using the Emburse Spend application.

For non-employees who have a U.S. bank account, they will use Emburse Spend to submit reimbursable expenses.

For more information, reference the following resources:

For non-employees who do not have a U.S. bank account, they will use the virtual Emburse Spend card for payment.

For more information, reference the following resources:

Note: Non-employees who request reimbursement in any method other than options above must let their HHMI contact know. Your HHMI contact will invite you to register in the HHMI Supplier Portal. You will receive the invitation email from [email protected]. After you register, complete a Guest Expense Request form and submit it to your HHMI contact.

Email [email protected] for questions or issues.

Sales and Use Tax

HHMI has nexus (physical presence) in a number of states. The Institute is exempt from sales and use tax in most states where it conducts business, including the following 21 states:
 
STATE EXEMPTIONS
  • Arizona
  • Colorado
  • Connecticut
  • Florida
  • Illinois
  • Indiana
  • Maine
  • Maryland
  • Massachusetts
  • Michigan
  • Minnesota
  • Missouri
  • New Jersey
  • New York
  • Ohio
  • Pennsylvania
  • Rhode Island
  • 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 six states (and localities), where it is required to pay sales and use tax:

STATES IN WHICH HHMI IS NOT EXEMPT FROM SALES AND USE TAX
  • Alabama
  • California
  • Iowa
  • North Carolina
  • Utah
  • Washington
 

Tax Exemption Certificates or Questions

To obtain a sales tax exemption certificate for a purchase, contact the Procurement department at [email protected].

Send questions regarding HHMI-issued Forms 1099 to [email protected].

Send tax-related questions (other than questions regarding HHMI-issued Forms 1099) to [email protected].