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Elsevier Invoicing and Payment Policy with Suppliers

Elsevier Invoicing Requirements and Payment Arrangements with Suppliers This statement of Elseviers requirements is in two parts. The first part applies where, under the contract with Elsevier, the supplier is submitting invoices in a pdf or other electronic document format to an approved Elsevier email address or for any particular and exceptional reason (e.g. local law requirements) is submitting paper invoices in hard copy to Elsevier. The second part applies where, under the contract with Elsevier, the supplier is using Elseviers electronic invoicing system (currently the Ariba system).

PART 1 - Requirements applicable to pdf etc. invoices and paper invoices


To reduce the risks of late payments or invoice rejections, invoices must be in English and the following information MUST be visible on ALL invoices submitted by suppliers:

The relevant invoice date The full company name of the supplier as it appears on the companys certificate of incorporation or otherwise the full name of the entity that is issuing the invoice, and details of any applicable business or trading name, and the address of the supplier entity The correct company name and address for the Elsevier entity the invoice is being submitted to The Elsevier Purchase Order (PO) number, if applicable, must be quoted on the first page of the invoice Invoices received must contain the same details as the PO provided by Elsevier, where applicable i.e. state the goods and services in a similar format (quantity, price per unit, total price per line) A valid Elsevier contact name. This should be clearly visible on the first page of the invoice A unique identifying invoice number VAT/GST registration number Date the goods/services were supplied to Elsevier A clear description that enables Elsevier to identify the goods/services provided The quantity of the goods or services with a unit price - excluding VAT/GST

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The rate of VAT/GST per item

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Amount being charged without VAT/GST added Amount being charged including any applicable VAT/GST in the agreed upon/contractual invoice currency (standard invoicing currencies are US Dollars (USD), Euro (EUR), Sterling (GBP), Canadian Dollars (CAD), express agreement in the contract will be required for any other currency) A valid supplier e-mail address which Elsevier can use to send remittance advices A valid supplier telephone contact number Such bank details as are required for Elsevier to make an EFT/ACH remittance The agreed upon/contractual payment terms

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In addition to the above all invoices should contain such particulars as are required by any law imposing tax and such other information as required to claim any credit allowed under a law imposing tax, including but not limited to the VAT registration number or tax ID, the 2 letter country code if applicable and the rate of VAT or sales tax per item. In the case of an EU VAT registered supplier invoicing an Elsevier entity in another EU country where the products and/or services are VAT exempt, the invoice must clearly state the appropriate Elsevier entity VAT registration number and the supplier must provide appropriate documentation certifying its VAT entrepreneur status. In the case of an EU VAT registered
supplier invoicing an Elsevier entity in another EU country where the services are subject to the reverse charge mechanism, then provided the supplier provides the Elsevier entity with a valid VAT invoice, quoting the Elsevier entitys VAT registration number, any VAT due on the services shall be accounted for by the Elsevier entity to the appropriate tax authority under that mechanism, in accordance with the requirements set out in the European VAT Directive (or any successor or replacement legislation).

If the supplier is not a VAT/GST registered company, the invoice must contain the same information as mentioned above with the exception of all VAT/GST related requirements. Where applicable, invoices must be accompanied by all relevant supporting documentation to enable Elsevier to verify that the charges appearing on such invoices are correct. Any invoices not complying with these requirements will be returned to the supplier and the supplier shall be obliged to cancel the non-compliant invoice and to issue a new invoice with the correct details this resets the due by date for payment of the invoice. In addition to the invoice detail requirements as stated above, Elsevier also stipulates that unless otherwise expressly agreed in the contract:

Suppliers should send all invoices in pdf format to one of the email addresses set out below. Invoices should not be sent to an Elsevier contact, as this will result in a delay of the payment being sent to the suppliers account. Elsevier will pay suppliers by EFT/ACH. Elsevier will only issue electronic remittance advices to the email address provided. Suppliers must give Elsevier at least 3 weeks notice of changes to bank details. Elsevier is not responsible for any bank charges arising from payments. Elsevier Global Financial Services will, on a case-by-case basis, determine which suppliers should provide statements, and will also determine the timing of these statements and if required to do so, suppliers shall provide such statements.

Elsevier treats a supplier with several sites as one supplier; this means Elsevier shall have the right to offset credits from one site against invoices from another site. Any changes to a suppliers company name, due to merger or acquisition etc, must be notified to Global Procurement so that Elseviers records can be correcte d and updated.

For any payment or invoicing issues, the supplier can contact the P2P support desk: United Kingdom: +44 28 9031 6610 The Netherlands: +31 20 485 2571 Ireland +353 61 709 697 United States/Canada +1 513 826 6852 Or E-mail: FSSC@Elsevier.com (Europe), and P2PhelpdeskUS@Elsevier.com (US/Canada) Email Addresses for PDF invoices: APinvoices@Elsevier.com (Europe) AP.General@Elsevier.com (US/Canada) If paper invoices have to be sent for any particular and exceptional reason, any of the following mailing addresses can be used:

USA Elsevier <Legal Entity> Global Financial Service Centre 3251 Riverport Lane Maryland Heights, MO 63043 United States of America

United Kingdom Elsevier <Legal Entity> Global Financial Service Centre PO Box 800 Oxford OX5 1DX United Kingdom

The Netherlands Elsevier <Legal Entity> Global Financial Service Centre PO Box 839 1000 AV Amsterdam The Netherlands

Ireland Elsevier <Legal Entity> Global Financial Service Centre Brookvale Plaza East Park Business Park Shannon Smithtown Clare Ireland

Canada Elsevier <Legal Entity> Global Financial Service Centre 905 King Street West 4th Floor Toronto ONT M6K 3G9 Canada

All these addresses can accept invoices addressed to the following legal entities: Elsevier Ltd., Elsevier BV, Elsevier Ireland Ltd., Elsevier Inc., Elsevier Canada Ltd. or any other Elsevier related US company, with the exception of LexisNexis and Reed Business information. Please note: If your company is not based in one of the above mentioned countries, you must send your invoice to one of the addresses mentioned above. PART 2 - Requirements applicable to use of Elseviers electronic invoicing system Where, under the contract with Elsevier, Elsevier requires the supplier to use Elseviers electronic invoicing system (currently the Ariba system) the supplier will comply with the requirements of that system with regard to the format and content and method of submission of invoices