Invoicing Information for Service Suppliers

General Information

This document is intended to provide a reference for questions that may arise as Supplier performs work for the Union Pacific Railroad Company or other Union Pacific Corporation subsidiaries. The term "Company" is used throughout this document to refer to the specific entity with which Supplier has an agreement.

The information contained in this document should in no way be construed as amending or modifying the terms of Supplier’s agreement(s). Supplier is advised to review these terms and conditions to ensure full understanding of them and, if questions remain, contact the Supply Chain Department Services Procurement Center (SPC) at 402-544-0772 or

If you are requested to provide labor or equipment not covered in your contract, please contact the SPC.

Except for a limited number of situations, it is the Company's policy that all work and services provided by outside parties be covered by a formal Purchase Order (PO) or written contract.

It is the policy of the Company to award contracts based on such considerations as competitive prices, quality of service, technical expertise and familiarity with our operations, without regard to race, color, religion, sex, national origin, age, handicap or veteran status.

Payment Information

Suppliers are required to receive payments electronically via ACH (Automated Clearing House). Failure to do so may result in delayed payments.



Billing Methods Available in UP SourceHub

Union Pacific does not accept supplier generated invoices. Suppliers are required to complete electronic Service Entry Sheets (or SES) in UP SourceHub for work reporting and invoicing. The SES is what is ultimately presented to UP as the invoice for payment for services rendered. There are two primary methods to submitting SES to UP: “Create and Submit SES (Service Entry Sheet)” on the UP SourceHub Launchpad and the “Create Mobile SES” website for contracts requiring daily work reporting. Each of these methods acts as an electronic work report and invoice. Once verified and released for payment by the Railroad’s Representative, the data is passed to the Railroad’s Accounts Payable Department for payment processing.

Determining the Correct SES Method in UP SourceHub

It is the Supplier’s responsibility to select the appropriate SES method in UP SourceHub based on the type of contract and the documentation necessary to support Supplier’s requested payment. The following guidelines outline the criteria for determining the correct billing method in UP SourceHub.

Create and Submit SES (Tile): All work performed on a “lump sum” (i.e., a fixed price for services) or “unit price” (i.e., cost per unit of measure such as cubic yard, lineal foot, or transaction) basis and where daily billing is not necessary for approving bill quantities, may be billed in UP SourceHub via the “Create and Submit SES” tile.

Create Mobile SES (Website or Tile): Work performed on a “time and materials” (i.e., hourly rate for labor and/or equipment) or “cost-plus markup” (i.e., subcontracted work, rented equipment, disposal costs, or material costs) basis must be fully documented using the Railroad’s Mobile SES form daily in the Mobile SES website or the Create Mobile SES tile in UP SourceHub . The Mobile SES should be submitted daily by someone who is on-site performing the work.


Please see the detailed help document on the reSourceHub webpage:  Submitting an SES


Please see the detailed help document on the reSourceHub webpage:  Submitting an SES

Best Practices for Creating Daily Mobile SES

It is important that Mobile SES submissions are prepared in the field on a daily basis as work is performed and electronically verified daily by a Railroad Representative. The Supplier must make sure all details on Mobile SES submissions are completed to accurately portray work performed and to prevent payment delays.

  1. Materials, subcontracted work, or other reimbursable items should be described in the comments field. Receipts and other documents can be attached after verification by the Railroad Representative.
  2. All details associated with subcontractors utilized, subcontracted work, and any material charges should be included in the Mobile SES submission.
  3. Once the Mobile SES is submitted, it will be routed electronically to the UP representative for verification. Once the UP representative verifies the work reported is accurate, the Mobile SES will move to the Supplier’s “Review and Edit SES” queue under the “Create and Submit SES” tile in UP SourceHub. For processing instructions, please see the detailed help document on the UP Supplier website: Create and Submit SES & Credit Memo
  4. When keying in the names of operators, laborers, etc; names input should match Contractor’s payroll records. Include Jr., Sr., or middle initials if two (2) employees have the same name.
  5. Union Pacific does not accept Supplier generated invoices for services. The electronic SES itself becomes an “invoice” and the invoice date (date submitted) and number are established by the UP SourceHub system. The Mobile SES will immediately become available for viewing by the Railroad’s Representative once submitted by the Supplier.
  6. Supplier must only enter quantities for service items applicable to the Mobile SES they are submitting.
  7. Supplier can use “Supplier Reference #” field for entering their own internal invoice number or project number. This number can be queried on using the Search SES feature in UP SourceHub.
  8. Supplier must electronically attach any supporting documents, photos, or receipts necessary to justify billed amounts and/or work performed.
  9. If an SES is rejected, go under the “Create and Submit SES” tile in UP SourceHub to find and review the rejected SES.

IMPORTANT NOTE: As stated in the contract, billing records must be maintained for audit purposes for three years following the expiration of the contract. “Billing Records” refer to any document which supports your SES and includes, but is not limited to: trucking tickets, material receipts, subcontractor invoices, timesheets, and payroll records.

Retainage Billings

Billings for retainage amounts must be requested using the “Request Retention Payment” tile in UP SourceHub. See the detailed help document on the UP Supplier website:  Request Retention Payment

Timeliness of SES

Mobile SES should be submitted to UP for verification each day (always within 48 hours after work has been completed). Final submission of the SES for payment release must be within sixty (60) days of the completion of the work. Supplier agrees to edit and resubmit, or otherwise resolve all billing issues as soon as possible but no later than sixty (60) days from the creation of the SES or daily Mobile SES.

SES/Daily Mobile SES Attachment Requirements

  • No restriction on file type; all attachments will be scanned using UP malware scanner.
  • File name length restriction of 80 characters.
  • Individual file size may not exceed 10 MB.
  • Limited to 5 file attachments per SES / daily Mobile SES.

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