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Requesting Reimbursement/Invoicing

Recipients use the Vendor Inquiry Payment Electronic Reporting System (VIPERS) to request reimbursement. Recipients must register and upload their banking account information into VIPERS. https://vipers.doe.gov/. For more information, please refer to Attachment 1, Subpart B, Clause 30 “Payment Procedures.”

If awardees incur difficulties submitting, uploading, or revising documents in VIPERS; please contact the help desk at 1-888-251-3557 or email ORFSCMAIL@oro.doe.gov

Cooperative Agreement Invoicing 

Upon submission of a reimbursement request, ARPA-E receives the request through the Vendor Approval Invoice System (VIAS). Recipients must also provide a copy of the SF-270 as well as the associated backup documentation to their appropriate contact at ARPA-E.

ARPA-E Invoicing Overview
Invoicing Webinar (password: Innovation)
Invoice Submission Checklist
Sample Invoice Documentation:
  - Sample SF-270
  - Sample Invoice Template
  - Sample Reimbursement Request Spreadsheet
  - Sample Labor Report
  - Sample Timesheets

SBIR/STTR Invoicing
Fixed-Amount Payments (Phase I)
During Phase I of SBIR/STTR awards, Recipients are provided funding on a fixed-amount basis and are eligible to request reimbursement in fixed tranches. The reimbursement schedule will depend on the period of performance for Phase I per the tables below. ARPA-E funds Phases II and IIS on a reimbursement basis (see above).

12 Month Period of Performance

Period

Reimbursement Percentage

Required Documentation

Beginning of Phase 1

Up to 20% of Phase I Federal Share

Recipient may request payment upon execution of award

Quarter 1

Up to 20% of Phase I Federal Share

Quarterly Report

Quarter 2

Up to 20% of Phase I Federal Share

Quarterly Report

Quarter 3

Up to 20% of Phase I Federal Share

Quarterly Report

End of Phase I

Up to 20% of Phase I Federal Share

SBIR/STTR Life Cycle Certification form


9 Month Period of Performance

Period

Reimbursement Percentage

Required Documentation

Beginning of Phase 1

Up to 20% of Phase I Federal Share

Recipient may request payment upon execution of award

Quarter 1

Up to 30% of Phase I Federal Share

Quarterly Report

Quarter 2

Up to 30% of Phase I Federal Share

Quarterly Report

End of Phase I

Up to 20% of Phase I Federal Share

SBIR/STTR Life Cycle Certification form


6 Month Period of Performance

Period

Reimbursement Percentage

Required Documentation

Beginning of Phase 1

Up to 20% of Phase I Federal Share

Recipient may request payment upon execution of award

Quarter 1

Up to 60% of Phase I Federal Share

Quarterly Report

End of Phase I

Up to 20% of Phase I Federal Share

SBIR/STTR Life Cycle Certification form