SECTION OVERVIEW AND POLICIES
This section provides guidance and information to agencies regarding:
Effective April 1, 2018, the Invoice Received Date is used in the calculation of the Scheduled Due Date and Discount Due Date for vendors classified as “procurement suppliers.”
Please see Section 5.F.4 – Selecting the Appropriate Payment Terms and Section 5.F.1 – Basis Date of this Chapter, and Chapter X, Section 4.A.1.a – Vendor Classifications for additional guidance on these topics.
Background
The receipt of an invoice is (a) the date a proper invoice is received in the designated payment office, or (b) in regard to final payments on highway construction contracts, the date determined in accordance with the Highway Law §38 (7) (g).
Agencies should designate the payment office in writing in the contract and/or purchase order(s).
A proper invoice is a written request for payment submitted setting forth the description, price, and quantity of goods, property, or services that have been delivered or rendered, in such form and supported by such other substantiating documentation as the state agency or the comptroller may reasonably require.
Agencies should refer to Section 4.F – Proper Invoice of this Chapter for guidance related to what constitutes a proper invoice.
Note: Consistent with New York State Finance Law §§ 109(1) and 179-e(5), vendors should only invoice an agency once the goods, property, or services have been delivered or rendered. If the goods, property, or services included on an invoice have not been delivered or rendered, agencies should return the unpaid invoice and notify the vendor within one business day to resubmit a proper invoice once the goods, property, or services have been delivered or rendered. By accepting an invoice before the goods, property, or services have been delivered or rendered, agencies may lose available early payment discounts or lose short term interest by paying the invoice earlier than necessary.
Process and Transaction Preparation:
Online Agencies
In the SFS, the Invoice Received Date field on the voucher is populated as follows:
Online agencies must provide an Invoice Received Date for interest eligible payments to avoid miscalculations in the Merchandise/Invoice Received (MIR) date and prompt payment interest.
Bulkload Agencies
Bulkload agencies are able to submit the Invoice Received Date to the SFS. As of July 12, 2018, the Invoice Received Date is required for payments to “procurement suppliers.” However, if the Invoice Received Date is not provided, the SFS will populate the Invoice Received Date with the MIR date from the bulkload transaction.
Please see Section 5.F.3 – Adjusting the MIR Date of this Chapter for additional guidance on the MIR date.
Determining the Invoice Received Date
If the vendor delivers an invoice somewhere other than the payment office designated by the agency, then the Invoice Received Date is the date the designated payment office receives the invoice. Agencies have an obligation to designate the payment office on the purchase order or contract when the billing address differs from the shipping address. Otherwise, the Invoice Received Date is the date the agency receives a proper invoice.