Proof of Delivery

The Department of Education's fiscal year ends on June 30th. If your invoice is dated after June 30th, you must submit proof of delivery to confirm that goods and/or services were provided prior to the end of the fiscal year; no payment can be made to a vendor after the close of the fiscal year without a proof of delivery on file.
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Marketing to Schools

The savvy vendor knows calling schools to sell products is just a waste of time. It is virtually impossible to get through to principals. There is a buffer of staff who act as gatekeepers for access to principals. The call goes to the secretary in the main office first, she screens it and forwards it to the school business manager, if any, and he kills the call. It goes no further. A persistent seller might try another route of emailing the principal directly. That seldom works. On average, a principal receives 100-150 emails daily. She pays close attention to the ones from Central Office, the superintendent, and the Boro Field Support Service Center. Then she hones in on internal messages from the secretary, the custodian, business manager, assistant principals, and faculty. Next, she focuses on emails from outsiders, such as parents, students, and partnerships with outside organizations. Finally, she scans other emails and mostly ignores solicitations. One vendor I know…
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Become an NYC Department of Education Vendor

Steps to get an NYC FMS vendor number: Complete the Substitute W-9 Form, you can see instructions to complete this form. Vendors should fax the Substitute W-9 Form the requestor. It could be the at the school or office level. The School (or office) completes the Vendor Add Form, including the reason for addition. (Note: This online form is ONLY available from an administrative computer in a school/office). It takes about 4 weeks to be assigned a vendor number.  For additional information about this process, contact the Finance Service Center at (718) 935-2300.
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Is your restaurant having a hard time getting paid with a purchase order?

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 quote Purchase Order -- your restaurant is selected and the school generates a purchase order if over $250 Certify Delivery  -- you deliver the food and the school purchasing agent certified delivery in FAMIS It's not over -- you need to forward your invoice to Accounts Payable, listed on the Purchase Order;  if you indicate the Borough, it speeds up processing Related 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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