General terms and conditions

Changed
23/05/2025

  • I. Acceptance of an invoice or a credit note 

    Mandatory information: 

    • The nature of the document must be clearly stated as being an “invoice” or a “credit note”; 
    • The number of the invoice or credit note; 
    • The reference or structured communication to be used for the payment; 
    • The date of the document; 
    • Invoicing period; 
    • The amount and currency unit; 
    • The business registration number; 
    • If applicable, the reason for non-VAT liability or VAT exemption; 
    • The business VAT number;
    • A clear description of the goods, services or works (including, if applicable, quantity and per-unit price); 
    • Full identification of the supplier/service provider/contractor: full name, full address, postal code, city or municipality, name of a contact person for the goods, services or works concerned; 
    • Full identification of the supplier's/service provider's/contractor's bank account: IBAN code and SWIFT code (BIC); 
    • Date of supply of goods or provision of services; 
    • Category of transaction: supply of goods, provision of services or mixed transactions;  
    • Name and  address of the FPS (not to be mistaken for the delivery address):  
      FPS Mobility and Transport  
      Vooruitgangstraat 56 Rue du Progrès  
      1210 Brussels  

    Other formal requirements: 

    • The invoice must clearly indicate the purchase order number (45*) and the name of the person who placed the order; 
    • A credit note must always refer to the original invoice.  

    Consequences of a missing mandatory piece of information or of an error in it: 

    The invoice cannot be approved or paid. The invoice is rejected.  

  • II. Elements of the contractual relationship 

    Unenforceability of the supplier's/service provider's/contractor's general or special terms and conditions against the Contracting Authority: 

    The public contract is governed by the clauses of the special specifications and by the regulations on public contracts. 

    Delivery period: 

    The delivery period is the one mentioned on the purchase order, in the tender of the supplier/service provider/contractor or in the special specifications. 

    Payment period: 

    • 30 days after receipt of the invoice via the single billing channel (see point III) or 
    • 30 days after the date of completion of the services or supplies if the invoice has already been received or if the date of receipt of the invoice is not known.

    Non-performance: 

    • The return of goods for non-conformity is possible and at the supplier's expenses; 
    • Partial or total non-performance may result in fines or in the performance by a third party on behalf of the contractor, in accordance with the special specifications and the general specifications.

    Risk: 

    • Incoterms: the transfer of ownership of the delivered goods takes place at the time of receipt and acceptance of the goods by the FPS. The transfer of risks in respect of these goods takes place at the same time as the transfer of ownership; 
    • Insurance: the supplier will therefore be held responsible in the eyes of the FPS for any deterioration or alteration of the goods delivered. Any insurance covering the goods during transport shall be borne by the supplier. 

  • III. Information about the FPS Mobility and Transport

    Billing channel: 

    Your invoices must be sent to us electronically through the Mercurius Peppol platform.  

    This platform is the unique gateway for e-invoices to all public authorities in Belgium. 

    This obligation results not only from the application of the Law of April 7, 2019 amending the law of June 17, 2016 on public tenders, the law of June 17, 2016 on concession contracts, the law of August 13, 2011 on public tenders and certain contracts for works, supplies and services in the fields of defense and security and amending the law of May 4, 2016 on the reuse of public sector information, but also from a decision of the Council of Ministers dated 2 June 2023. 

    Our FPS is available on the PEPPOL network (BE0308357852) or through the Mercurius portal.

    IMPORTANT: Only electronic invoices sent through a billing software compatible with the sending of e-invoices will be accepted and processed by the FPS Mobility and Transport: 

    • Since 1 November 2022 for invoices resulting from the performance of any public contract and concession contract published as from that date or, in the absence of required prior publication, as from the date on which the invitation to tender was issued and with an estimated value higher than or equal to the threshold specified for European publication;
    • Since 1 May 2023 for invoices resulting from the performance of any public contract and concession contract published as from that date or, in the absence of required prior publication, as from the date on which the invitation to tender was issued and with an estimated value lower than the threshold specified for European publication but higher than or equal to EUR 30 000 excluding VAT;
    • Since 1 March 2024 for invoices resulting from the performance of any public contract and concession contract for which the invitation to tender was issued or the order was placed as from that date and with an estimated value lower than EUR 30 000 excluding VAT. 

    You are therefore invited to take note of the practical resources and recognised IT solutions available to you and to consult the list of compliant software applications.

    Your questions regarding the adoption/implementation of this new system can be forwarded via the contact form. 

    Deliveries:

    Deliveries should be addressed to the contact person mentioned in the purchase order.

    Contact for all questions regarding your invoice:

    accounting.department@mobilit.fgov.be

    FPS Mobility and Transport VAT identification number for intra-Community transactions:

    0 308 357 852