Accounts Payable
MISSION:
To provide timely and accurate payment of appropriate expenditures in accordance with SUNY and New York State policy and regulations.
REQUIRED PAYMENT DOCUMENTATION
1. Purchase Order – Invoices can not be paid unless there is a previously approved Purchase Order. Before goods are ordered from a vendor, a Purchase Requisition must be submitted to the Maritime College Purchasing Department. The Purchasing Department will then issue a Purchase Order to the vendor for the goods or services to be provided.
2. Vendor Invoice – Vendor invoices should be sent directly to the Accounts Payable Department. If vendor invoices are mailed directly to the ordering departments, department staff must promptly bring the invoices to the Accounts Payable Department. Payments will only be made from original invoices. Payments will not be made from fax or photocopies of invoices. Many purchase requisitions and vendors invoices do not give a clear explanation of what the purchased goods or services are. Many invoices include abbreviations or technical product names or code numbers. In those cases, please explain in writing on the invoice in plain English what goods or services are being paid for.
3. Packing Slip or Receiving Report – To verify receipt of the goods ordered, the packing slip that was included with the delivered goods must be forwarded to Accounts Payable. If there was no packing slip, the warehouse receiving report can also be provided. Please be sure to indicate which purchase order and invoice the packing slip or receiving report relates to.
4. Approval to Pay – The individual who ordered and received the goods or services provided must indicate in writing that they were received and that payment should be made. This can be done by writing “okay to pay” on the invoice along with your signature and the date. Any discrepancies between the vendor invoice and the goods and services provided must be promptly reported to Purchasing and Accounts Payable.
BUSINESS MEALS
In those instances where payment is requested for business meals the following information and explanations must be provided:
1. Nature of business meeting or event and the business discussed.
2. The names, job titles and business affiliation (employers) of all attendees.
LINKS:
New York State Comptroller G- Bulletin on Prompt Payment Policy
