INFORMATION ON THE USAGE OF THE DD FORM 250

AS AN INVOICING MECHANISM ON SBIR CONTRACTS

(FEB 2002)

Included on this web page is a blank Material Inspection and Receiving Report 

(DD Form 250) for your use as an invoicing mechanism if desired. You can download 

and reproduce this form for manual completion regarding shipments made pursuant to 

the terms of a SBIR contract.

The following information is offered to help facilitate the completion/usage of DD 

Form 250. This information is presented in an abbreviated format for your convenience 

and is not offered as a substitute for the information detailed in Appendix F of the 

Defense Federal Acquisition Regulation Supplement (DFARS) as cited in the clause 

entitled “Material Inspection and Receiving Report” (252.246-7000) set forth in your 

contract. Appendix F should be read and utilized by anyone filling out this form. 

Remember that you, the Contractor, are ultimately responsible for properly preparing 

and distributing the DD Form 250. Failure to properly complete the DD Form 250 and 

clearly mark it as an “Invoice” when using the DD Form 250 as an invoicing mechanism 

may result in the inability to make and receive prompt payment. Additional information 

on payment processes is also available on the Internet. You are highly encouraged to 

review this information. Clicking on the following will access some available information 

in this area:

http://home.hiwaay.net/~bobsbir/dod/dodsbir.htm

The Administrative Contracting Officer (ACO) located at the address set forth in Block 6 

on the Award/Contract page of your contract (Standard Form 26) should be contacted if 

additional information or assistance is needed in processing this form or understanding 

the Internet information that is available relative to the processing of invoices and 

receiving payment. The Payment Address set forth in Block 12 of the Award/Contract 

page of your contract (Standard Form 26) should be contacted in the event of questions 

relative to returned DD Form 250 submissions / invoices or any particular DD Form 250 

or invoicing requirement of the Payment Office indicated. The AFRL Technical 

Business Office identified in the Section H contract clause entitled “RECEIVING 

REPORT (DD FORM 250) MAILING ADDRESS” should be contacted for processing 

status at AFRL Rome.

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ABBREVIATED/SIMPLIFIED Block-by-Block

DD FORM 250 INSTRUCTIONS

The Material Inspection and Receiving Report (DD Form 250) blocks are as indicated in 

bold typeface with instructions in italics. The instructions following are based upon a 

shipment emanating from and by the Contractor indicated in Block 7 of the 

Award/Contract Cover Page (Standard Form 26), page 1 of the contract.

1 (PROC. INSTRUMENT IDEN. (CONTRACT) (ORDER NO.)

INSERT THE NUMBER SET FORTH IN BLOCK 2 OF THE AWARD/CONTRACT COVER PAGE (SF 26).

2. SHIPMENT NUMBER

THIS IS A SEVEN CHARACTER CODE ASSIGNED BY YOU. THE FIRST THREE CHARACTERS SHALL BE ALPHA’S AND CAN 

BE ANY ALPHA DESIRED. THE SAME ALPHA’S HOWEVER MUST BE USED FOR THE LIFE OF THE CONTRACT. FOR 

INSTANCE THE ABC CORPORATION MAY USE: ”ABC” FOR THE FIRST THREE ALPHA’S. THE LAST FOUR DIGITS SHALL 

BE NUMBERS CORRESPONDING TO THE NUMBER OF THE SHIPMENT BEING MADE AND/OR INVOICED. SHIPMENT 

NUMBER ONE WOULD BE 0001. THEREFORE THE ENTIRE “SHIPMENT NUMBER” FOR THE FIRST CONTRACT SHIPMENT 

IN THIS EXAMPLE WOULD BE: “ABC0001”. NOTE: WHEN MAKING THE LAST SHIPMENT A “Z” NEEDS TO BE ADDED TO 

THE RIGHT OF THE LAST DIGIT IN THE SHIPMENT NUMBER. AN EXAMPLE OF THE SHIPMENT NUMBER FOR THE LAST 

SHIPMENT USING THE SCENARIO PRESENTED ABOVE COULD BE: ”ABC0004Z”.

3. DATE SHIPPED

INDICATE THE DATE SHIPPED IN A YEAR/MONTH/DAY FORMAT SUCH AS: 2000MAY27.

4. B/L TCN

FOR REPORTS SENT BY MAIL LEAVE BLANK.

5. DISCOUNT TERMS

LEAVE BLANK AS DISCOUNT TERMS WILL NOT IMPACT PROMPT PAYMENT.

6. INVOICE NO./DATE

ENTER THE DATE (FORMATTED AS IN BLOCK 3) THAT THE INVOICE IS SUBMITTED TO THE ADDRESS SET FORTH IN 

BLOCK 12 OF THE AWARD/CONTRACT COVER PAGE (SF 26).

7. PAGE OF

USUALLY THIS WILL BE PAGE 1 OF 1 FOR SBIR EFFORTS.

8. ACCEPTANCE POINT

USUALLY FOR SBIR EFFORTS THE ”ACCEPTANCE POINT” WILL BE AT THE DESTINATION , IF SO ENTER : “D” FOR

DESTINATION. THE ACCEPTANCE POINT WILL BE AS SET FORTH IN THE CONTRACT REQUIREMENT FOR DELIVERY OF 

REPORTS.

9. PRIME CONTRACTOR CODE

ENTER THE NAME, ADDRESS, AND CODE AS SET FORTH IN BLOCK 7 OF THE AWARD/CONTRACT COVER PAGE (SF 26).

10. ADMINISTERED BY CODE

ENTER THE NAME, ADDRESS, AND CODE AS SET FORTH IN BLOCK 6 OF THE AWARD/CONTRACT COVER PAGE (SF 26).

11. SHIPPED FROM (if other than 9) CODE FOB:

USUALLY: “SEE BLOCK 9” AND “D” FOR DESTINATION.

12. PAYMENT WILL BE MADE BY CODE

ENTER THE NAME, ADDRESS, AND CODE AS SET FORTH IN BLOCK 12 OF THE AWARD/CONTRACT COVER PAGE (SF 

26).

13. SHIPPED TO CODE

ENTER THE NAME, OFFICE SYMBOL, AND ADDRESS OF THE AFRL PROGRAM MANAGER. CODE IS FA8750.

14. MARKED FOR CODE

FOR THE SHIPMENT OF REPORTS ONLY, IN A SBIR EFFORT USUALLY: “SEE BLOCK 13”.

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15. ITEM NO.

ENTER THE 4 CHARACTER NUMBER OR 6 CHARACTER ALPHA NUMERIC WHICH APPEARS IN THE: “ITEM NO.” OR "ITEM" 

BLOCK OF SECTION B (SUPPLIES OR SERVICES AND PRICE/COST) OF THE CONTRACT. THIS IS THE SAME NUMBER OR 

ALPHA NUMERIC WHICH APPEARS UNDER THE “CLIN” or "ITEM" BLOCK IN SECTION F (SUPPLIES SCHEDULE DATA) OF 

THE CONTRACT. “CLIN” IS AN ACRONYM FOR “CONTRACT LINE ITEM NUMBER”. SAMPLES OF TYPICAL/POTENTIAL 

“ITEM NO(s)”/”CLIN” NUMBER(s) ARE: 0001, 0002, 0001AA, 0001AB, ETC. MULTIPLE ITEMS/CLIN’S ARE ASSIGNED TO 

MULTIPLE DELIVERIES UNLESS MULTIPLE DELIVERIES OF THE EXACT SAME ITEM ARE INDICATED IN SECTION F. THEN 

THE ALPHA PRECEDING THE DELIVERY DATE IN THE: “DELIVERY DATE” BLOCK OF SECTION F WOULD BE ADDED 

AFTER THE CLIN/ ITEM CITATION. IT IS IMPERATIVE THAT THE CORRECT CLIN/ITEM BE REFERENCED FOR THE 

CORRECT SUBMISSION.

16. STOCK/PART NO. DESCRIPTION

(Indicate number of shipping containers - type of container - container number.)

ENTER: “SBIR INTERIM (OR FINAL REPORT AS THE CASE MAY BE) REPORT NUMBER (USING THE SAME CLIN/ITEM 

NOMENCLATURE INDICATED IN BLOCK 15 ABOVE), THE REQUIREMENT DATE FROM SECTION F OF THE CONTRACT (IF 

DESIRED) AND THE EFFORT TITLE FROM SECTION C (DESCRIPTION/SPECIFICATION) OF THE CONTRACT. TRY AND 

LIMIT ENTRY TO LESS THAN 28 CHARACTERS.

17. QUANTITY SHIP/REC’D*

USUALLY A “1” IS THE APPLICABLE ENTRY FOR SBIR EFFORTS.

18. UNIT

ENTER THE UNIT OF MEASURE SET FORTH IN THE: “PUR UNIT” (PURCHASE UNIT) or "UNIT" BLOCK OF SECTION B 

(SUPPLIES OR SERVICES AND PRICE/COST) OF THE CONTRACT. “LO” FOR LOT, “EA” FOR EACH, ETC.

19. UNIT PRICE

FOR SBIR EFFORTS THE BLOCK 19 AMOUNT IS USUALLY THE SAME AS THE BLOCK 20 AMOUNT.

20. AMOUNT

ENTER THE AMOUNT CLAIMED FOR PAYMENT WITH THIS SUBMISSION. FOR PAYMENTS ASSOCIATED WITH SBIR 

REPORTS THE AMOUNT SHOULD CORRELATE TO THE “TOTAL PRICE” or "TOTAL AMOUNT" BLOCK SET FORTH IN 

SECTION B (SUPPLIES OR SERVICES AND PRICE/COST) OF THE CONTRACT THAT CORRELATES TO THE SPECIFIC 

CLIN/ITEM BEING TRANSMITTED.

21. CONTRACT QUALITY ASSURANCE

A. ORIGIN

THIS IS FOR USE BY THE GOVERNMENT AND THEN RARELY FOR SBIR SUBMISSIONS. SECTION F (DELIVERIES OR 

PERFORMANCE) CONTAINS THE APPROPRIATE CLAUSE INDICATING THE APPLICABLE ACCEPTANCE POINT.

B. DESTINATION

THIS IS FOR USE BY THE GOVERNMENT TO SHOW ACCEPTANCE OF THE SUBMISSION (AT THE BLOCK 13 ABOVE 

LOCATION). Payment will not be made without receipt by the payment office of a DD Form 250 

containing documentation of this acceptance by the Authorized Government Representative in 

Block 21B.

22. RECEIVERS USE

THIS IS FOR USE BY THE GOVERNMENT ONLY AND IS USED TO INDICATE RECEIPT INFORMATION ONLY (NOT 

ACCEPTANCE) OF THE SUBMISSION DOCUMENTED IN THE DD FORM 250.

23. CONTRACTORS USE ONLY

AS INDICATED, THIS IS FOR YOUR USE ONLY. IF APPLICABLE, THE INVOICE MARKING COULD BE PLACED HERE.

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DISTRIBUTION OF THE DD FORM 250

Complete the DD Form 250 (except Block 21B, which will not be completed) and 

distribute it in accordance with the below. You are advised that payment will not be 

made until the payment office receives a copy of the DD Form 250 with Block 21B of the 

DD Form 250 indicating acceptance by the Authorized Government Representative 

(upon inspecting and accepting the deliverable, the Authorized Government 

Representative will complete Block 21B of the DD Form 250 tendered with the shipment 

and should forward same to the Block 12 Payment Office, sometimes through the DD 

Form 250 Block 10 Administering Office). You may find it in your best interest to verify 

with the Block 13/14 recipient if and when this has been accomplished (see address 

and phone number of AFRL Technical Business Office in clause no. E006 of the 

contract). It is acknowledged that some payment delays have been experienced in the 

past due to DD Form 250 completion errors as well as difficulties in coordinating receipt 

of both an “Original Invoice” DD Form 250 and a Block 21B completed “Payment Copy” 

of a DD Form 250 at the paying office.

DISTRIBUTION COPIES

The following are the DD Form 250 distribution requirements that should be employed 

for typical SBIR shipments pursuant to DFARS Appendix F as supplemented by 

information received from the Defense Finance and Accounting Service (DFAS):

- 1 original with: “ORIGINAL INVOICE” marked in letters at least one inch high 

and 3 copies marked “INVOICE COPY” in letters at least one inch high, to the 

address in the Section H contract clause entitled “RECEIVING REPORT (DD 

FORM 250) MAILING ADDRESS,” who will forward the original to the address in 

Block 12 on the DD 250 upon acceptance.

- 1 Copy to the Block 10 address on the DD Form 250

- 2 Copies with the actual shipment or transmission of the report or other 

deliverable to the Block 13 address on the DD Form 250.

- 1 Copy by mail to the Block 13 address on the DD Form 250

- 1 Copy to the office cited as “issued by” in Block 5 of the Award/Contract Cover 

Page (SF26).

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