-------------- ----------------------------- ----------------------------
  **Management                                 
  System:                                      
  Standard                                     
  Accounting and                               
  Reporting                                    
  System                                       
  (STARS)**                                    

  **Subject                                    
  Area: Accounts                               
  Payable**                                    

  **Procedure:                                 
  Entering                                     
  Invoices                                     
  Through the                                  
  Vendor Inquiry                               
  Payment                                      
  Electronic                                   
  Reporting                                    
  System                                       
  (VIPERS)**                                   

  Revised Issue  Lead Subject Matter Expert:   Management System Owner: CFO
  Date: 8/14/07  Lynda Vinyard                 
  -------------- ----------------------------- ----------------------------

## 

## 1.0 Applicability

The purpose of this document is to provide an overview of the process to
submit invoices electronically to the ORFSC and interface them into
STARS using the Vendor Inquiry Payment Electronic Reporting System
(VIPERS). It is recommended that the plan outlined below be used by
Department of Energy vendors to submit electronic invoices and to check
status of outstanding invoice payments.

## 2.0 Required Procedure

Step 1 If you already have a VIPERS logon, go to the VIPERS website
<https://finweb.oro.doe.gov/vipers.htm>, click on "Logon to VIPERS" and
enter your e-mail address and password. Go to Step 7.

![](media/image1.png){width="5.625in" height="4.225694444444445in"}

Step 2 If you do not have a VIPERS logon, Go to the VIPERS website
<https://finweb.oro.doe.gov/vipers.htm> and Click on the Request VIPERS
Access button.

Step 3 Enter your e-mail address and confirm the e-mail. Enter a
password. Passwords must be at least 8 characters and contain at least
one upper case and one lower case letter and at least one number.
Confirm your password. Enter the company tax id number (TIN) or your
social security number if an individual, DOE Contract number, contact
name, and business phone number.

![](media/image2.png){width="6.090277777777778in"
height="4.567361111111111in"}

Step 4 Click on Process Request.

Step 5 You will receive an e-mail. You must confirm the registration by
clicking the link in this e-mail.

Step 6 Log into VIPERS using your e-mail address and password.

Step 7 You will get a security notice, disclaimer and privacy notice. If
you agree with all the terms, click I Understand the Security Notice,
Click Here for VIPERS button.

Step 8 The VIPERS home page will be displayed.

![](media/image3.png){width="6.0875in" height="4.397916666666666in"}

Step 9 Click on the Actions button. You will get a list for Electronic
Invoice, Offline Invoicing, Invoice Status, Show Contracts, User
Management, 1099 Printing, and Suggestions.

**Electronic Invoicing**

Step 10 Click on the Electronic Invoice button

Step 11 You will get a list of all the contracts your company has with
the Department of Energy.

Step 12 Choose the Purchase order number you wish to invoice against.

Step 13 You will be asked to verify the payment site information by
clicking in the circle next to the site.

Step 14 Next you will be given the opportunity to make any changes to
banking, contact name, contact phone number, address, or remittance
e-mail.

Step 15 If everything is correct, Click the Verify button.

Step 16 If changes need to be made, type in the correct information in
the space provided and Click the Verify button. An e-mail will be sent
to the Oak Ridge Financial Service Center (ORFSC) and someone will make
the changes manually in our accounting system. This is not an automatic
update.

Step 17 The appropriate form will be displayed based on your contract
type. For contracts, you will get standard form 1034; for grants, you
will get standard form 270; for purchase orders, you will get a standard
purchase order form; and for employee training, you will get the DOE
training reimbursement form.

**SF 270 -- Request for Advance or Reimbursement**

<table>
<colgroup>
<col style="width: 16%" />
<col style="width: 4%" />
<col style="width: 1%" />
<col style="width: 0%" />
<col style="width: 20%" />
<col style="width: 2%" />
<col style="width: 9%" />
<col style="width: 9%" />
<col style="width: 8%" />
<col style="width: 5%" />
<col style="width: 1%" />
<col style="width: 17%" />
</colgroup>
<tbody>
<tr class="odd">
<td colspan="6" rowspan="3"><p><strong>REQUEST FOR ADVANCE</strong></p>
<p><strong>OR REIMBURSEMENT</strong></p></td>
<td colspan="4">OMB APPROVAL NO.</td>
<td colspan="2">PAGE         1       OF         1</td>
</tr>
<tr class="even">
<td rowspan="2"><p>1.</p>
<p>TYPE OF</p>
<p>PAYMENT</p>
<p>REQUESTED</p></td>
<td colspan="3"><p>a. “X” one or both boxes</p>
<p><img src="media/image4.wmf" /> Advance  <img
src="media/image4.wmf" /> Reimbursement</p></td>
<td colspan="2" rowspan="2"><p>2. BASIS OF REQUEST</p>
<p> </p>
<p>  CASH         <img src="media/image4.wmf" /></p>
<p> </p>
<p>  ACCRUAL <img src="media/image4.wmf" /></p></td>
</tr>
<tr class="odd">
<td colspan="3"><p>b. “X” one or both boxes</p>
<p><img src="media/image4.wmf" /> Final  <img
src="media/image4.wmf" /> Partial</p></td>
</tr>
<tr class="even">
<td colspan="6"><p>3. Federal sponsoring agency and organizational
element to which this report is submitted</p>
<p> </p>
<p>   </p></td>
<td colspan="3"><p>4. Federal grant or other</p>
<p>    identifying number assigned</p>
<p>    by federal agency</p>
<p>    <img src="media/image5.wmf" />     </p></td>
<td colspan="3"><p>5. Partial payment request</p>
<p>    number for this request</p>
<p> </p>
<p>    <img src="media/image6.wmf" />     </p></td>
</tr>
<tr class="odd">
<td colspan="2" rowspan="2"><p>6. Employer Identification Number</p>
<p>    <img src="media/image7.wmf" />     </p></td>
<td colspan="4" rowspan="2"><p>7. Recipient’s account number or
identifying number</p>
<p><img src="media/image8.wmf" />         </p>
<p><img src="media/image9.wmf" /></p></td>
<td colspan="6"><p>8.</p>
<p><strong>PERIOD COVERED BY THIS REQUEST</strong></p></td>
</tr>
<tr class="even">
<td colspan="3"><p>FROM (month, day, year)</p>
<p><img src="media/image10.wmf" />     </p></td>
<td colspan="3"><p>TO (month, day, year)</p>
<p> <img src="media/image10.wmf" />    </p></td>
</tr>
<tr class="odd">
<td colspan="6"><p>9. RECIPIENT ORGANIZATION (name and address)</p>
<p>    <img src="media/image11.wmf" /></p>
<p>    <img src="media/image11.wmf" /></p>
<p>    <img src="media/image11.wmf" /></p>
<p>    <img src="media/image11.wmf" /></p>
<p>   </p></td>
<td colspan="6"><p>10. PAYEE (Where check is to be sent if different
than item 9)</p>
<p>      <img src="media/image11.wmf" /></p>
<p>      <img src="media/image11.wmf" /></p>
<p>      <img src="media/image11.wmf" /></p>
<p>    </p></td>
</tr>
<tr class="even">
<td colspan="12"><p>11.</p>
<p><strong>COMPUTATION OR AMOUNT OF REIMBURSEMENTS/ADVANCE
REQUESTED</strong></p></td>
</tr>
<tr class="odd">
<td colspan="4">PROGRAMS/FUNCTIONS/ACTIVITIES</td>
<td><p>(a)</p>
<p><img src="media/image12.wmf" /></p></td>
<td colspan="3"><p>(b)</p>
<p><img src="media/image12.wmf" /></p></td>
<td colspan="3"><p>(c)</p>
<p><img src="media/image12.wmf" /></p></td>
<td>TOTAL</td>
</tr>
<tr class="even">
<td colspan="4"><p>a. Total program</p>
<p>    outlays to date       <img src="media/image8.wmf" /></p></td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td>   <img src="media/image9.wmf" /></td>
</tr>
<tr class="odd">
<td colspan="4">b. Less: Cumulative program income</td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td>   <img src="media/image9.wmf" /></td>
</tr>
<tr class="even">
<td colspan="4"><p>c. Net program outlays (Line a minus</p>
<p>    line b)</p></td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td><img src="media/image9.wmf" /></td>
</tr>
<tr class="odd">
<td colspan="4"><p>d. Estimated net cash outlays for advance</p>
<p>    period</p></td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td>  <img src="media/image9.wmf" /></td>
</tr>
<tr class="even">
<td colspan="4">e. Total (Sum of lines c &amp; d)</td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td><img src="media/image9.wmf" /></td>
</tr>
<tr class="odd">
<td colspan="4">f. Non-Federal share of amount on line e</td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td><img src="media/image9.wmf" /></td>
</tr>
<tr class="even">
<td colspan="4">g. Federal share of amount on line e</td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td>   <img src="media/image9.wmf" /></td>
</tr>
<tr class="odd">
<td colspan="4">h. Federal payments previously requested</td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td> <img src="media/image9.wmf" /></td>
</tr>
<tr class="even">
<td colspan="4"><p>i. Federal share now requested (Line g</p>
<p>   minus line h)</p></td>
<td><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td colspan="3"><img src="media/image9.wmf" /></td>
<td><img src="media/image9.wmf" /></td>
</tr>
<tr class="odd">
<td rowspan="3"><p>j. Advances required by</p>
<p>   month, when requested</p>
<p>   by federal grantor</p>
<p>   agency for use in making</p>
<p>   prescheduled advances.</p></td>
<td colspan="3">1<sup>st</sup> month</td>
<td> </td>
<td colspan="3"> </td>
<td colspan="3"> </td>
<td>     </td>
</tr>
<tr class="even">
<td colspan="3">2<sup>nd</sup> month</td>
<td> </td>
<td colspan="3"> </td>
<td colspan="3"> </td>
<td>     </td>
</tr>
<tr class="odd">
<td colspan="3">3<sup>rd</sup> month</td>
<td> </td>
<td colspan="3"> </td>
<td colspan="3"> </td>
<td>     </td>
</tr>
<tr class="even">
<td
colspan="12">12<strong>.                                                                     
ALTERNATIVE COMPUTATION FOR ADVANCES ONLY</strong></td>
</tr>
<tr class="odd">
<td colspan="11">a. Estimated Federal cash outlays that will be made
during period covered by the advance</td>
<td> </td>
</tr>
<tr class="even">
<td colspan="11">b. Less: Estimated balance of Federal cash on hand as
of beginning of advance period</td>
<td> </td>
</tr>
<tr class="odd">
<td colspan="11">c. Amount requested (Line a minus line b)</td>
<td>     </td>
</tr>
<tr class="even">
<td colspan="12"><p>AUTHORIZED FOR LOCAL
REPRODUCTION                                     
                                                                          STANDARD
FORM 270 # (Rev. 7-97)</p>
<p>                                                                                                                                           
                                   Prescribed by OMB Circulars A-102 and
A-110</p></td>
</tr>
<tr class="odd">
<td colspan="12"><p>13.</p>
<p><strong>CERTIFICATION</strong></p></td>
</tr>
<tr class="even">
<td colspan="3" rowspan="2"><p>I certify that to the best of my</p>
<p>Knowledge and belief the data on the</p>
<p>reverse are correct and that all outlays</p>
<p>were made in accordance with the</p>
<p>grant conditions or other agreement</p>
<p>and that payment is due and has not</p>
<p>been previously requested.</p></td>
<td colspan="6">SIGNATURE OR AUTHORIZED CERTIFYING OFFICIAL</td>
<td colspan="3"><p>DATE REQUEST</p>
<p>SUBMITTED</p>
<p><img src="media/image8.wmf" /></p></td>
</tr>
<tr class="odd">
<td colspan="6"><p>TYPED OR PRINTED NAME AND TITLE</p>
<p><img src="media/image11.wmf" /></p></td>
<td colspan="3"><p>TELEPHONE (AREA CODE, NUMBER, EXTENSION)</p>
<p><img src="media/image12.wmf" /></p></td>
</tr>
<tr class="even">
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
<td></td>
</tr>
</tbody>
</table>

Step 18 Tab through the fields and enter required data.

Step 19 **Block 1** -- Type an X in either Advance or Reimbursement to
indicate the type of payment being requested.

Step 20 **Block 2** -- Type an X in either Cash or Accrual to indicate
the type of accounting system used by your company.

Step 21 **Block 3** -- Click the down arrow and highlight the name of
the DOE office that issued your award. The address for that office will
automatically be filled in.

Step 22 **Block 4** -- Purchase order number/Contract number will be
filled in automatically based on what was chosen in Step 12.

Step 23 **Block 5** -- Enter your invoice number or a sequential payment
request number that will be used as an invoice number.

Step 24 **Block 6** -- Employer Identification Number will be filled in
based on what we have in our accounting system for your company.

Step 25 **Block 7** -- Account number will be filled in based on bank
information we have in our accounting system.

Step 26 **Block 8** -- Enter the period of performance start date in the
FROM block and the performance end date in the TO block. These dates
should be the time period being billed.

Step 27 **Block 9** -- Recipient Organization name and address will be
filled in based on what we have in our accounting system for your
company.

Step 28 **Block 10** -- If the Payee is different that what is shown in
block 9, enter the name and address. If not, leave blank.

Step 29 **Block 11** -- If your grant has more than one program or type
of activity, type the names of the activities in columns entitled
Programs/Functions/Activities. The form allows for three different
programs. If you only have one program or type of activity, all
information can be typed in column (a).

11a**. --** Enter your total program outlays from the beginning of the
grant.

11b. -- Enter any program income you may have.

11c. -- The net program outlay will be calculated (11a -- 11b).

11d. -- Enter any estimated net cash outlays for advance requests.

11e. -- New total net program outlay will be calculated (11c + 11d).

11f. -- Enter any cost share that your company is responsible for.

11g. -- Enter the Federal share of line 11e.

11h. -- Enter any Federal payments previously requested.

11i. -- Federal share now requested will be calculated (11g -- 11h).

11j. -- Enter any advances that may be required.

Step 30 **Block 12** -- Fill in required amounts if requesting an
advance payment. Otherwise, leave blank.

Step 31 **Block 13** -- Not required for electronic invoices

Step 32 You can attach up to two documents. If you have supplemental
documents to attach, click on Browse. Locate the file you want to
attach, and hit enter. Repeat for a second attachment.

Step 33 Click on Send. You will get a message that you are about to
transmit an invoice for X dollars, is this correct? Click on OK.

Step 34 You will be prompted to print a copy of the invoice for your
files.

**SF 1034 -- Public Voucher for Purchases and Services Other than
Personal**

![](media/image13.jpeg){width="6.375in" height="4.572916666666667in"}

Step 35 In the U.S. Department, Bureau, or Establishment and Location
block, click the down arrow and choose the DOE office that issued your
award.

Step 36 The Date Voucher Prepared will be filled in with the current
date.

Step 37 The Contract number and date will be filled in based on the
purchase order chosen in Step 12.

Step 38 The Requisition Number and Date is not required.

Step 39 Fill in the Voucher No. field with your invoice number.

Step 40 Tax ID will be filled in with information from our accounting
system.

Step 41 Paid By is not a required field.

Step 42 Payee's name and address will be filled in with information from
our accounting system.

Step 43 Enter the last date of the period you are billing for in the
Performance Period End Date field.

Step 44 Discount Terms will default to the payment terms from your
purchase order. You can change by offering a discount. Click on the down
arrow and choose from the list of discount options.

Step 45 Shipped From, To, and Weight are not required fields.

Step 46 Government B/L Number is not a required field.

Step 47 Number and Date of Order is a free form field. You can either
enter dates, numbers or whatever you need to.

Step 48 Enter the date or dates that articles were delivered or services
provided in the Date of Delivery or Service block.

Step 49 The Articles or Service bock is also a free form field. You can
enter as little or as much information that you need. If you need
additional space, you can attach up to two files to the invoice.

Step 50 Quantity is not a required field.

Step 51 Unit Price is not a required field.

Step 52 Enter all amounts in the Amount field. If more than one amount
is entered, it will automatically be totaled down.

Step 53 Payee does not enter any additional information on this form.

Step 54 You can attach up to two documents. If you have supplemental
documents to attach, click on Browse. Locate the file you want to
attach, and hit enter. Repeat for a second attachment.

Step 55 Click on Send. You will get a message that you are about to
transmit an invoice for X dollars, is this correct? Click on OK.

Step 56 You will be prompted to print a copy of the invoice for your
files.

**Standard Purchase Order Form**

![](media/image14.jpeg){width="6.623611111111111in"
height="4.983333333333333in"}

Step 57 Vendor name and address will be filled in with information
obtained from our accounting system.

Step 58 Date will be filled is with the current date.

Step 59 Enter your invoice number in the Invoice# block.

Step 60 Terms will default to the ones set up on your purchase order.
These can be changed by offering a discount. Click the down arrow and
choose the appropriate discount.

Step 61 Customer PO# will be filled with the purchase order number
selected in Step 12.

Step 62 Vendor Order# is not a required field.

Step 63 Item is a free form field.

Step 64 Description is a free form field. You can put as little or as
much information as needed. If more space is needed, you can attach up
to two files to the invoice.

Step 65 Qty is not required but may be used if needed.

Step 66 Rate is not required but may be used if needed.

Step 67 Enter all amounts in the Amount column. If more than one amount
is entered, it will automatically total down.

Step 68 Tax ID Number will be filled in with information obtained from
our accounting system.

Step 69 Duns Number will be filled in with information obtained from our
accounting system if known. If this section is blank, you may enter a
valid Duns Number.

Step 70 Enter any comments or special instructions in the Comments
field.

Step 71 Banking Information will be filled in with information obtained
from our accounting system and verified by you in Step 15.

Step 72 If shipping costs have been authorized, enter them on the
Shipping line.

Step 73 Balance Due will calculate from the Amounts and Shipping entered
above.

Step 74 You can attach up to two documents. If you have supplemental
documents to attach, click on Browse. Locate the file you want to
attach, and hit enter. Repeat for a second attachment.

Step 75 Click on Send. You will get a message that you are about to
transmit an invoice for X dollars, is this correct? Click on OK.

Step 76 You will be prompted to print a copy of the invoice for your
files.

**Employee Training Reimbursement Form**

![](media/image15.jpeg){width="6.591666666666667in"
height="4.951388888888889in"}

Step 77 Payee's name and address will be filled in with information
obtained from our accounting system.

Step 78 Enter name of class taken as the Course Title.

Step 79 Enter the dates of the class as the Training Dates.

Step 80 Enter the tuition amount in block A, book fees in block B, and
any other expenses in block C of the expense section. The total will be
calculated automatically.

Step 81 The current date will be filled in on the Date line.

Step 82 The employee's name will be filled in on the Employee line.

Step 83 If an amount was recorded on the Other expenses in block C, an
explanation is required in the box provided.

Step 84 The accounting information will be filled in with information
obtained from our accounting system.

Step 85 The TR No. will be filled in with the purchase order number
chosen in Step 12.

Step 86 B&R is no longer a required field.

Step 87 Cost Center is no longer a required field.

Step 88 When form is complete, Click on Send Form.

Step 89 You will be prompted to print a copy of the form for your files.

**Offline Invoicing**

Step 90 Blank invoice forms can be downloaded to your PC to be filled in
while not logged into VIPERS. After you fill in the invoice it can be
submitted in one of two ways.

1.  Click on the Submit Invoice button contained on the invoice itself.\
    \
    This is useful if all you need to do is submit the invoice without
    any documentation.\
    Even if this option is chosen documentation can still be uploaded
    online by submitting it through the Invoice Status section.\
    Note: You do not need to be logged into VIPERS to use this option.
    However your VIPERS logon and password will be required to submit
    the form.

2.  Save the form to your hard drive. Log into VIPERS and submit it in
    the OFFLINE Invoicing section.\
    \
    Supporting documentation can also be uploaded with this option.

The blank invoice is in the Adobe Portable Document Format (PDF).\
\
You must have Adobe Acrobat Reader 7.0 or higher or Adobe Professional
installed on your PC in order to update and save the form.

## 3.0 References 

## 

##