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Documents Required for Payment

The Office of Payable Operation, which pays invoices for the New York City Department of Education, requires the following documents to release payment:

Commoditiesinvoicepackaging slip or proof of deliverySoftware (according to the NYC DOE, software is treated as a commodity going back to the days when physical discs were used to distribute software)invoiceproof of delivery can be activation notice sent or access information of the school's usageFoodinvoice packaging slip or proof of deliveryagenda & sign-in sheet, with meeting start and end timeTrips or Admissioninvoicestudent rosterService or Maintenanceinvoiceservice agreement or scope of workwork orderProfessional Servicesinvoice agenda & sign-in sheet, with meeting start and end time service agreement or scope of workwork order

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What and Where to send to Accounts Payable?

The New York City Department of Education will not issue payment if it does not have a complete invoice package.

Invoice (must have)Vendor name, address, phone number and/or emailInvoice dateInvoice numberPurchase order number -- ask schools to send you a copy, mistakes have been made verbally over the phoneDate(s) of service or deliveryItemized list of services or items with unit price or service feeCredits if applicableTotal amount duePayment remittance addressDelivery AddressProof of Delivery (some school will submit to Accounts Payable, but to ensure payment you as the vendor should provide these documents)Packing Slip with the delivery address and date of delivery, completed by someone at the school with their name, signature, and dateTracking from UPS, FedEx, USPS or freight carrierCertification (only the school can certify delivery of goods or services in FAMIS, the DOE purchasing system)

See this complete list of documents required by Accounts Payable …

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Why is my restaurant having a hard time getting paid?

There are a number of issues when restaurants are not paid.  The process for food is as follows:

Three-bids -- schools are required to get three bids for food purchases over $250;  therefore you submit your quotePurchase Order -- your restaurant is selected and the school generates a purchase order over $250Certify Delivery  -- you deliver the food and the school purchasing agent certified delivery in FAMISIt is not over -- Invoice - you need to forward your invoice to Accounts Payable, with the Purchase Order number written on the invoice;  if you indicate the Borough, it speeds up processingRelated Documents -- Accounts Payable will not release payment, until the school provides related documents.  For example, if the food is for a Parent Association Meeting, the required documents are the agenda and signature sheet of the parents.

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