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Costs and Payments - Billing

Topic List (click to go to topic):

  • Costs and Payments:  A brief description of our charges and billing system for NanoFab access, tool use and assistance.
  • Project Types and Associated Costs:  A description of how rates differ depending on the nature of the work you are doing in the NanoFab. 
  • How We Bill and Payment Options Payment options for all types of users. 

How We Bill and Payment Options - All Users

Internal Users pay via an Interdivision Work Order (NIST-461).

External Users pay via purchase order, credit card, check, or wire transfer.  Other government agencies can pay using a credit card or intergovernmental transfer and must include the transfer authority, Treasury Account Symbol (TAS),  and the funding expiration date as noted on the payment form.

Advanced payment

Advance payment is required for all users.  

For external users, CNST AO team submits a NIST-94, Statement of Services Performed by NIST, to the NIST Finance Division to collect payments being made through a purchase order, check, or wire transfer.  The Finance Division is responsible for collecting the funds.  The CNST AO submits a NIST-766A, Transmittal Sheet for Cash Collections, is submitted to the NIST Finance Division to collect payments being made by a credit card.

For internal users, payment is made via the NIST-461.

Overdue Payments

Advance payment is required by all users; however, there are instances in which NanoFab costs may exceed the advance payment amount.  In these circumstances CNST will make every attempt to contact the user directly and solicit funds to cover the cost overrun.  If the user fails to make payment arrangements with the CNST in a timely fashion, the balance due will be forwarded to the NIST Finance Division for collection.

Users will then receive an invoice directly from the NIST Finance Division and will have 45 days to make payment arrangements.  If funds are not received within 45 days, the user’s NanoFab access will be disabled and the user will be notified that they have a final 15 days to bring their account out of arrears.  If payment has still not been received after 15 days, the user’s account at the NanoFab and their access to the facility will be terminated. 

Refunds

Credit Card Refunds:  Upon the completion of projects, external users will be refunded any remaining funds.  Refunds are processed by the Finance Office through the CNST AO via an email.  The email includes the following information:  client name, amount to be refunded, purpose of refund.    The Finance Office will refund the amount to the credit card that was used.

All Other Refunds:  Upon completion of projects, external users will be refunded unused funds.  Refunds are processed by the Finance Office through the CNST AO via a memo.  The memo is sent to the Finance Office and includes the following information:  client name, amount to be refunded, purpose of refund, form of payment, customer number.  The Finance Office will refund the amount to the credit card that was used. 

Internal users can also request funds be returned upon the completion of a project as long as the funds are current fiscal year funds.  CNST AO will generate a NIST-461 for processing by the NIST Finance Division.

Statements

Statements are generated at the close of each month and distributed to the client’s financial point of contact.  The statements are sent via email.

Special topics for internal users  

Carryover/forward funding

For projects that transcend fiscal year boundaries, internal users may provide funding using current fiscal year funds that will be spent during the next fiscal year.  The user’s AO will submit a NIST-461 and include the following information:  1) a list of authorized users; 2) the nanofabrication application number; 3) and the following statement noting the appropriate upcoming fiscal year: “Forward Funding of FY2xxx (the upcoming fiscal year) Usage”.   These IWOs will be processed for FY2yyy (the current fiscal year) since you will be billed in advance for this usage.  The income received by the NanoFab will be deferred to FY2xxx and will offset your FY2xxx usage costs.  Funds used to forward fund projects cannot be returned nor used for any other purpose than what they were designated for at the time of transfer.  Therefore, it is strongly recommended that the user’s AO work with the users in their area to determine their needs and funding level for the upcoming fiscal year.

Continuing Resolutions (CRs)

This applies only to internal users. CNST will not bill for usage during the first quarter if the Federal government is operating under a CR unless the user’s AO requests otherwise.  Even though the usage will not be billed, a NIST-461 is still required and should provide sufficient authorization to cover the anticipated first quarter usage.


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