Overview:
This chapter is specifically for suppliers and partners who are appointed and paid by ADB. Such suppliers may include venues, hotels, convention centers, printing suppliers and caterers.
The ADB appointment and payment process is done through ADB’s online procurement system and explained in this chapter.
The Host Country will ensure that all suppliers recommended to ADB are aware that their services are exempt from local taxes for the purposes of the Annual Meeting and that invoicing and payment procedures are done in English.
Important Information:
- Payments made by ADB are paid through the ADB-managed master account to facilitate tax exemption and to centralize the payment process.
- All suppliers are required to register online through the ADB Supplier Information Management (SIM) system.
- All invoices are submitted to the Secretariat on the last day of the Annual Meeting so that they can be checked onsite. Original invoices must be provided.
Pre-Annual Meeting
- During the Establishment Mission, ADB staff meets with the suppliers for ADB requirements such as hotels (for accommodation and catering), printing companies and equipment to discuss the procurement policies and guidelines and payment procedures.
- Procurement of goods and services for the Annual Meeting follows the ADB guidelines at the ADB Institutional Procurement Website (http://www.adb.org/site/business-opportunities/institutional-procurement). The screenshot of the webpage is below.
- Suppliers are required to visit this site to ensure that all the steps are followed and are in accordance with ADB’s procurement policies and guidelines. Non-compliance may result in a nonresponsive proposal by the supplier. It should be noted that ADB works with the Host Country to ensure that all payments made by ADB are tax-exempt.
- Prospective suppliers will be invited by ADB to register in SIM. An email invitation will be sent by ADB to the supplier’s authorized contact person, who will be responsible in completing the SIM form, providing the documentation requirements, and in validating the banking or payment details.
- Supplier registration in SIM is mandatory to facilitate the contract award, issuance of a purchase order and processing of payments through ADB’s online system. The SIM provides a step-by-step guide on the requirements and information that need to be filled in.
- The supplier will be requested to provide documents, such as the business registration, articles of incorporation or partnership agreement, list of officers of the firm and 2-years audited financial statements. ADB will only accept supporting documents in English therefore suppliers are required to make the necessary arrangements for English translation prior submission to ADB. Aside from documentary requirements, bank details provided should be accurate, to avoid unnecessary delays in processing the suppliers’ registration.
- The suppliers will be notified of successful completion of registration after all the documents are confirmed.
- Simultaneous with the online registration process, ADB will communicate with suppliers for provision of their detailed proposal including costs and payment terms. This will start the procurement process and will also help in minimizing the processing time. Contracts and advance payments, as needed, can only be signed and processed after completing the registration. The supplier is requested to provide three original copies of the signed contract to ADB.
- All payments are through wire-transfer. Processing will take around 2–3 weeks assuming all documents and requirements are completed. Payment will be credited to the registered bank based on the payment terms as incorporated in the contract or agreement.
During the Annual Meeting
- On the last day of the Annual Meeting, the institution or hotel prepares an advance copy of the bill to be charged to the ADB master account and presents it to ADB. ADB reviews the advance copy of the bill onsite using the catering and refreshments schedule or accommodation booking advice as a basis. At the end of the Annual Meeting, the supplier prepares the final bill in the agreed currency and presents it to ADB.
- A summary of the Annual Meeting payment process is shown below as Appendix 153.
| Payment Process | Time Frame |
| ADB sends the supplier information form to suppliers | July to February |
| Suppliers complete the online supplier registration. | July to February |
| ADB confirms the online registration. | after completing all the documentary requirements |
| Suppliers send detailed proposal including costs and payment terms; negotiation commences | In parallel to the supplier registration |
| Advance payment process | After confirmation of online supplier registration |
| For payments to be made after the Annual Meeting, ADB reviews the advance copy of bill using the catering and refreshments schedule or accommodation booking advice as a basis. | May, on the last day of the Annual Meeting |
| Supplier prepares final bill in the agreed currency | May, day after the Annual Meeting |
| ADB brings original invoice or bill and supporting documents to ADB headquarters for processing. | May, end of the Annual Meeting |
| Processing of payment takes 2–3 weeks, assuming all documents are complete and the supplier information form is already set up. | Mid-May to July |
| Payment is through wire transfer and may take a maximum of 15 days after the value date for ADB’s bank to remit payment to the bank of the supplier. | June to July |