National Network of Libraries of Medicine
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NNLM SEA Funded Projects Guide

Invoicing Process

  • All awards are made on a cost reimbursement basis.
  • Awardees should submit invoices on a monthly basis.
  • Receipts are not required with invoices but should be kept on file by subawardees for auditing purposes.
  • Email all invoices to Regina Johnson.
  • The University of Maryland, Baltimore offers a sample invoice template, but other invoice templates are also accepted.
  • The requirements for an invoice include: 
    • Payee name, mailing address and Federal ID number
    • Date of invoice submission
    • Name of PI and award name
    • Each expense listed as a line item
  • If you have questions about the invoicing process, please emall Regina Johnson or call 410-706-2855

The Use of Appropriated Funds for Promotional Materials

The U.S. Department of Health and Human Services has developed a policy that promotes the Administration’s commitment to act in a fiscally responsible manner by minimizing our administrative costs to perform our mission-critical functions in the most efficient, cost-effective way. It is the Department’s policy that appropriated funds not be used to pay for promotional items.

Promotional items include, but are not limited to: clothing and commemorative items such as pens, mugs/cups, folders/folios, lanyards, and conference bags that are sometimes provided to visitors, employees, grantees, or conference attendees. Typically, items or tokens to be given to individuals are considered personal gifts for which appropriated funds may not be expended.

More information is located at: HHS Policy on the Use of Appropriated Funds for Promotional Items.

Fly America Act

Federal travelers are required by 49 U.S.C. 40118, commonly referred to as the "Fly America Act," to use U.S. air carrier service for all air travel and cargo transportation services funded by the U.S. government. For more information, please see the policy on GSA.