Fermilab

Supplier Portal

Message for Fermilab Subcontractors – Fermilab Site Access Requirements
Important Notice: COVID-19 virus

Fermilab’s new Supplier Portal is your one-stop shop to manage your company’s profile and participate in Fermilab’s solicitations. By using this portal, you will be able to update your company’s information, add or remove contacts, update the products and services your company offers, respond to solicitations you have been invited to, and send electronic messages to Fermilab supplier administrators and solicitations’ buyers. You can also use this portal to check your purchase orders and see if your invoices have been processed and paid.

We also plan to enable electronic payments in the future. Once we are ready to do so, you will receive specific instructions on how to update your bank information in the portal. To learn more about Supplier Portal, view our training materials on this page, read the news.

Please note: Fermi Research Alliance (FRA) requires all subcontractor employees and sub-tier subcontractors coming on to the Fermilab and South Dakota Department of Energy leased sites to comply with Real-ID requirements.  For more information please go to  http://fnal.gov/realid

 

If you’ve received an account in the Supplier Portal, you can click the “SUPPLIER PORTAL ACCESS” button to log in. If you are a new supplier and want to register in the portal, please click the “SUPPLIER PORTAL REGISTRATION” button.

If you have done business with Fermilab in the past five years, your company may already be registered, and you do not need to re-register. If you want to check whether your company already exists in our database, you can send your inquiry with company name and TAX ID to suppliers@fnal.gov

 

 

 

 

Please note that Federal TAX ID Number and copy of W-9 is required to complete the registration for US-based entities. If you are an individual, your Social Security Number (SSN) is your federal TAX ID. Non-US based entities should provide Tax Registration Number. If the required information is not provided, the registration cannot be approved. Please note that registration does not guarantee a subcontract award. DUNS number, ZIP+4 and congressional district are required for all the US-based companies that have been or will be awarded subcontract with Fermilab. In addition, all the Small Business entities will have to provide and maintain the information on number of employees and annual revenue (1). Completeness of your data is a necessary condition for timely subcontract award. For help with the registration check the instructions available on this website. After your registration an account will be created for you. When the account is created, user receives an automated email.

SUPPLIER PORTAL ACCESS – EXISTING SUPPLIER

SUPPLIER PORTAL REGISTRATION – New Supplier

Training Videos

Training Documents

Invoice Instructions

Submit invoices to APinvoices@fnal.gov 

Payment will be made on the basis of an original invoice, which must contain the following information:

  • Supplier name as stated in the contract/purchase order
  • Remittance address
  • Purchase order number (Document number) (Do not hand-write Purchase Order number on invoice)
  • Invoice number
  • Invoice date
  • Total invoice amount should be included on the front page of the invoice (Do not include cumulative amount)
  • Description, price and quantity of property or services actually delivered or rendered (as stated in the contract/PO)
  • Payment terms
  • Shipping terms and required documentation (see freight bill information below)
  • Other substantiating documentation as required by the contract. Examples: timesheet, approval signature, other authorization for delivery of property or services

Freight Instructions

Fermilab is required to report and provide supporting documentation for all freight charges of $100 or more. To help us comply with this regulation and to facilitate payment of your freight expenses, please submit a freight bill with your invoice on any freight charges of $100 or more.