Now that purchasing is effectively over at New York City Department of Education, it is time to focus on getting paid.
The Department of Education is the largest portfolio of the New York City government. It’s budget is well over $30 billion. It operates with lots of checks and balances in place and can be very frustrating for vendors. However, if you know what to do, life becomes easier in terms of getting paid.
The most important to know is that payments for purchase orders are handled by the Accounts Payable department, not the schools. In fact, if you request payments from the school it only slows down the payment process and takes much longer for you to get your check. The best approach is to send your request directly to Accounts Payable.
This section covers all things related to requesting payment from Accounts Payable.
Where to Request Payment
Send your invoices and related documents to one of the following Accounts Payable inboxes based on the school location:
- Brooklyn Locations: BrooklynAP@schools.nyc.gov
- Bronx Locations: BronxAP@schools.nyc.gov
- Manhattan Locations: ManhattanAP@schools.nyc.gov
- Queens Locations: QueensAP@schools.nyc.gov
- Staten Island Locations: StatenIslandAP@schools.nyc.gov
How to Send Request
Send one email for each invoice to Accounts Payable. The email must have one attachment, the file name and email subject line must be titled as follows:
Vendor name-purchase order number-invoice number
The attached file is not the same for all. It depends on the type of order. See below for more about supporting documentation.
All payment requests must include an invoice. Other documents might be required based on the type of the order. The table below provides a summary of the documentation required by Accounts Payable.
|Order Type||Required by Vendor (Documents)||Required by School|
|Goods||InvoiceProof of Delivery — tracking from UPS, FedEx, USPS, freight carrier or completed packing slip||Certify delivery in FAMIS|
|Software||Invoice with licensing dates — eg. 7/1/2020 to 6/30/2021||Certify delivery in FAMIS|
|Admission fee or School Trip||Invoice with date(s) of service||Certify delivery in FAMISRoster of students|
|Food||Invoice with date of service/delivery|
Proof of Delivery
|Certify delivery in FAMISAgendaSign-in sheets of attendees|
|Service – Educational Consultants||Invoice with date(s) of service|
Work Order (signed)
|Certify delivery in FAMISRoster of students|
|Service – Professional Development||Invoice with date(s) of service|
Work Order (signed)
Agenda and sign-in sheet or Certificate of Completion
|Certify delivery in FAMIS|
Image credit: https://pixabay.com/images/id-3739354/