HHMI requires each of its suppliers to meet the highest standards for all goods and services. Our requirements include a commitment to rigorous quality assurance. In addition, suppliers must be committed, as we are, to ensuring the highest standards of social responsibility. HHMI does not discriminate in supplier selection on the basis of age, race, religion, gender, national origin, disability, status as a US veteran, sexual orientation, or any other characteristics of a supplier or a supplier’s employees or owners.
The ideal suppliers are those who understand HHMI’s mission, culture, and expectations. We value suppliers who take the time to learn about and understand our business and who look for ways to add value. These suppliers know the importance of making and meeting commitments and delivering the highest quality goods and services.
The Procurement department endeavors to obtain the best mix of price, quality, execution, and service, and to avoid becoming too dependent on any one source of critical goods and services. Decisions are made about supplier qualification based on these criteria. The department periodically reviews its supplier relationships to determine whether existing suppliers continue to satisfy these overall objectives. Our business environment is competitive and fast-paced. Our suppliers must understand this dynamic and remain agile and flexible in responding to changing business conditions. Above all, HHMI values innovation. We appreciate suppliers who truly understand and share in our challenges, and who help us find the best possible solutions to move science forward.
Supplier Diversity Program
HHMI’s Supplier Diversity Program applies the Institute’s diversity, equity, and inclusion commitment to our strategic sourcing and procurement processes by promoting and increasing the participation of certified diverse suppliers.
We believe that by developing and maintaining a diverse supplier base, we can increase investment in diverse US businesses and have an impact on the economic well-being of the communities they serve. We can accomplish this while continuing to offer HHMI labs and departments high-quality, innovative, and cost-effective goods and services.
We define diverse suppliers as those certified: Minority-Owned, Women-Owned, Veteran-Owned, Small Business, Service-Disabled Veteran-Owned, LGBTQ+-Owned, Disabled-Owned, Disadvantaged-Owned, and Sustainable.
Supplier Relationship (Strategic Sourcing) Process
HHMI’s supplier relationship process is designed to ensure equal and fair treatment of suppliers.
We ask suppliers who wish to participate in the process to register through HHMI’s Supplier Registration Portal, a secure online database that HHMI maintains for potential and existing suppliers. The Supplier Registration Portal allows the supplier or payee to submit key information about their entity including the type of supplier/payee, contact information, payment information, supplier diversity certifications, tax information, and contact information.
The First Step
Any supplier desiring to do business with HHMI can register its company information in HHMI’s Supplier Registration Portal. If there are any questions regarding the information submitted, an HHMI procurement professional may contact you directly for clarification.
Suppliers or Individual payees that will receive payments or expense reimbursements from HHMI in connection with the provision of goods or services should complete the registration form if they have not done business with HHMI before or want to update or make changes to their existing information. This information is validated by HHMI's Procurement department before being entered into the Institute's processing systems.
Please note that all HHMI purchases are made in the Procure-to-Pay marketplace. Registering your company in HHMI’s Supplier Registration Portal does not automatically warrant your company as an HHMI supplier or obligate HHMI to purchase any goods and/or services or solicit requests for quotations.
Register your company or update your existing supplier information in HHMI’s Supplier/Payee Portal.
For any technical inquiries or questions, contact HHMI’s Supplier/Payee portal support and click on Supplier to submit.
Invoices and Payments
The standard payment term for HHMI is Net 30 unless otherwise agreed by HHMI. All invoices should be sent to firstname.lastname@example.org as a PDF, unless otherwise directed by HHMI. Multiple PDF files can be submitted, but please include only one invoice per file. Failure to send invoices and credits to email@example.com and statements to firstname.lastname@example.org may result in a delay in HHMI receiving and processing them.
Each invoice should contain:
- Purchase order number, if applicable
- HHMI contact name if a purchase order was not issued
- Invoice date
- Supplier invoice number
- Supplier complete name and remittance address
- Complete description of goods/services delivered
- Quantity delivered
- Unit price and extensions
Payment delays may occur if the invoice omits any of the above information or lists a price that is not the same as the agreed-upon price at the time of purchase. If the applicable purchase order number does not appear on the invoice, the invoice will be rejected.
HHMI’s preferred method of payment is via automated clearing house (ACH) or electronic funds transfer (EFT). Suppliers and payees can sign up for EFT payments by completing the appropriate section in the Supplier/Payee registration form.
To check on the status of an invoice or payment, please email email@example.com.
Non-Employee Expense Reimbursements
When a non-employee requests reimbursement from HHMI for expenses incurred on behalf of HHMI, such as business travel, transportation, and food for HHMI meetings, they will submit a request using the Emburse Abacus application. This applies only for non-employees who have a U.S. bank account.
For more information, reference the following resources:
- HHMI – Abacus End-user Experience – Presentation
- HHMI – Abacus End-user Guide
- Email firstname.lastname@example.org for questions or issues.
Note: For non-employees who do not have a U.S. bank account, they will first need to register as a payee in HHMI’s Supplier/Payee Portal and then, complete a Guest Expense Request form and submit it to their HHMI contact.
Sales and Use Tax
HHMI has nexus (physical presence) in 21 states. The Institute is exempt from sales and use tax in most states where it conducts business, including the following 20 states:
- New Jersey
- New York
- Rhode Island
Note: The Institute has physical presence in Oregon; however, there is no sales tax in this state.
The Institute has physical presence in the following five states (and localities), where it is required to pay sales and use tax:
STATES NOT EXEMPT FROM SALES AND USE TAX
- North Carolina
Tax Exemption Certificates or Questions
To obtain a sales tax exemption certificate for a purchase, contact the Procurement Department at email@example.com.
Send questions regarding HHMI-issued Forms 1099 to firstname.lastname@example.org.
Send tax-related questions (other than questions regarding HHMI-issued Forms 1099) to email@example.com.
Howard Hughes Medical Institute (HHMI) Tax Notification
The Internal Revenue Service (IRS) requires that HHMI obtain a taxpayer identification number (TIN) from vendors – either a social security number, an individual taxpayer identification number, or an employer identification number – prior to making any payment for goods or services.
Vendors must complete and submit the online HHMI Supplier Registration form, which constitutes a substitute IRS Form W-9, before payment can be made. Without a TIN on file, HHMI will be required to apply backup withholding to payments at the current rate of 24 percent.
Certain payees, such as government entities and tax-exempt organizations, are exempt from backup withholding. For a complete list, refer to Form W-9.
In addition to completing the HHMI Supplier Registration form, foreign entities and individuals should also complete the appropriate Form W-8 or Form 8233 (see IRS Pub. 515, Withholding of Tax on Nonresident Aliens and Foreign Entities for details) and email a copy to firstname.lastname@example.org.