Important Vendor Topics

Invoicing Process: Accounts Payable Office

If your PO requires invoicing to Accounts Payable at 65 Court Street, Rm 1502, Brooklyn NY 11201, your payment is processed by DOE’s Accounts Payable Office.

The following only applies if your PO requires invoicing to Accounts Payable at 65 Court Street, Rm 1502, Brooklyn NY 11201. If your PO requires invoicing to another address, please see “Invoice Processing: All Other DOE Offices” below.

In connection with the COVID-19 pandemic, the Accounts Payable Office is moving towards electronic invoicing and will no longer accept paper-based invoices via mail. All invoices must be e-mailed to the Account’s Payables Office based on the location where products were delivered or services were provided. Where practicable, vendors must limit their submission to one file attachment, as a PDF formatted file with supporting documentation per invoice; e.g. a one-file attachment may include 50 pages (required documentation) in a single file. Vendors are to name the attachment and indicate the following on the subject line of the email: “Vendor Name, PO Number, and Invoice Number.” Vendors currently supporting the DOE by providing services or products in response to COVID-19 (e.g., remote art instruction to students), may add “COVID-19” to the subject line following the PO Number which may result in expedited payment.

Vendors that have submitted an invoice via regular mail are now encouraged to resubmit their invoice via e-mail in order to speed review and processing.

Vendors can submit their invoices to one of the following inboxes based on the school location where the service was rendered or product was delivered:

• 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

Vendors should use the inboxes above for invoice submission only, all vendor inquiries should be sent to VendorHotline@schools.nyc.gov.

DOE will honor all commitments for products that have been delivered and services rendered. The Accounts Payable Office is currently operating remotely with a limited capacity and vendors may experience delays in payment until standard operations resume.

Invoice Processing: All Other DOE Offices

If your PO requires invoicing to an address other than Accounts Payable at 65 Court Street, Rm 1502, Brooklyn NY 11201, your payment may be processed directly by another office. Vendors with POs that require invoicing to another office should continue to submit those invoices as normal, unless contacted by that office to arrange for alternative electronic delivery of invoices.

Vendors who use Vendor Portal or EDI for invoicing should continue to submit those invoices as normal.

Supporting Documentation

The following documentation is required in order to process payment. Please note that we are now requiring Proof of Delivery (POD) for all commodity deliveries until further notice:

• Invoice (Commodity Vendors & Professional Services)
  • Vendor name, address, phone number and/or e-mail
  • Invoice date
  • Unique Invoice number
  • Purchase order number
  • Date of service or delivery
  • Itemized list of services or items with unit price or service fee
  • Credits if applicable
  • Total amount due
  • Payment remittance address

• Proof of Delivery (Commodity Vendors)
  • Packaging Slip
  • Tracking information from UPS, FedEx, USPS or freight carrier

DOE conducts business with an array of vendors who provide a variety of products and services. Payments will be issued to vendors with Certified Purchase Orders. Below are examples of additional documents that may be required per the vendor’s contractual terms and/or the type of products or services rendered. Please note there are other products and/or services beyond the list below:

Contractual Requirements

Contractors are reminded that they remain bound by the terms and conditions of their contracts with the New York City Department of Education, including, but not limited to, their obligations pursuant to the payment and cost provisions.

The City of New York will provide relief for small businesses that are making less because of COVID-19. More information is available at:

• https://www1.nyc.gov/site/coronavirus/index.page
• https://comptroller.nyc.gov/services/for-the-public/covid-resources/overview/
  
• https://www1.nyc.gov/site/sbs/businesses/covid19-business-outreach.page

For updates on Coronavirus, text COVID to 692-692. For Coronavirus preparedness tips and safety info, visit www.NYC.gov/coronavirus.

Timeliness of Payment

NEW: New York City has discontinued its extended time frame for processing payments to vendors to prioritize emergency purchases and services in response to the COVID relief effort. For questions, email vendorhotline@schools.nyc.gov .