Accounts Payable

Other Links:

• DHSU PO Numbering Format PDF (Problem PO resolution Protocol)
• Supply Chain Bulletins

About Accounts Payable

The Finance Division's Accounts Payable Department is responsible for processing all department vouchers (e.g. standard and travel vouchers, purchase order and contract payments) against the following funding sources: State Purpose, Hospital, Dormitory, Endowment and Income Fund Reimbursable (IFR).

Valid invoices will be processed for payment by Accounts Payable staff within thirty days of AP receipt of invoice, or date merchandise is received at DMC, whichever is later,

AND

provided that there is record of satisfactory delivery or completion of work from either the DMC Central Receiving or recipient department. Notes:

1. Invoices for goods/ materials shipped to DMC Central Receiving will be matched to delivery records. If a delivery record is not found, then invoices must be sent for manual payment authorization 'OK to Pay' signature by the DMC end user department. Alternatively a vendor will need to provide proof of delivery (courier tracking number or equivalent, date of arrival and recipient signature)

2. Invoices for all service-related Purchase Orders and Contracts, including procurements with service components such as internal delivery, or installation, are sent for manual payment authorization (OK to Pay) signature by the DMC end user department.

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Vendors Doing Business With NYS: Maintain Your Company Info on file at NYS Office of State Controller

Vendors doing business with NYState must maintain their company information on the OSC System. Go to NYS-OSC vendor website.

Additional Vendor information and resources are available on the DHSU Procurement Department's Vendor webpage.

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Vendors Submitting an Invoice for STATE funded Procurement

All Vendors Must Mail Invoices to:

SUNY Downstate Medical Center
Accounts Payable; MailStop 54
450 Clarkson Ave
Brooklyn, NY 11203-2098
Fax 718-270-3375

A Valid Invoice MUST INCLUDE:

1. A valid SUNY-DHSU Issued Purchase Order or Contract Number with its available funding, and
2. Vendor's Complete Remittance mailing address. Note: Vendors who have signed up for NYS Office of State Controller electronic payments will receive all their payments via that electronic payment process.

Invoices received that do not meet these requirements will be Returned to Sender.

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DHSU Staff: End User Department Staff Payment Authorization Requirements

How the End User Department can help expedite vendor invoice payments:

1. Make sure the DHSU Purchase Order or Contract has been approved prior to the vendor shipment.
2. If the vendor has fully complied with all DHSU Central Receiving Incoming Shipment Requirements (valid PO or Contract number on shipping label, detail packing slip on exterior of box), the Central Receiving unit will be able to process a Central Receiving electronic receipt for the specific goods received. This automates the Accounts Payable authorization to process the invoice for payment. When your department receives a shipment, the end user department recipient will sign the Central Receiving Receiving form (WebReceive or Lawson). This allows Accounts Payable to timely process the vendor's invoice when it is received.
   • Note: If there is any discrepancy in the receipt, be sure to report the discrepancy to Central Receiving within 48 hours.
3. If the vendor has NOT fully complied, a manual Central Receiving form will be used to process the internal delivery to you. In these cases, the end user department head MUST send payment authorization (a signed 'ok to pay' copy of the purchase order) to Accounts Payable. If the departments fails to do this, it will delay the processing of the vendor's invoice; Accounts Payable will need to send to your department for signature to authorize the payment.
   • If vendor provides a Proof of Delivery (POD ) document with invoice - typically the carrier tracking number showing date of arrival and recipient signature, said POD can be used to enter the shipment receiving record
4. For invoices with any 'service component' including vendor direct delivery to the internal destination for installation, as well as all service invoices where no goods or merchandise is received through Central Receiving, the end user department must send payment authorization (signed copy of PO indicating 'ok to pay') to Accounts Payable. Doing so will avoid the additional delay of sending the vendor invoice to the department for such payment authorization signature.

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Status of a Payment on a STATE funded Procurement

Vendor Invoices are processed by the Accounts Payable Agents per the following table.

Vendors are welcomed to contact the processing agent for specific questions.

 

Accounts Payable Staff by Vendor (as of 1/1/2019)

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Travel: DHSU Instructions

State personnel traveling on State business is to be processed in accordance with DMC and NYS Travel regulations covered in the following documents. The associated Travel forms can be found in the "Forms" section.

When a Travel Voucher is submitted to A/P, the assigned A/P agent will correspond the traveler's last name as the vendor in table above.

NYS Travel Guidelines, current per diem rates, mileage reimbursement rates can be found on the NYS Controllers Website

DHSU Travel Manual (PDF)

 

Forms

The following forms can be downloaded to your hard drive, then completed. You can save the completed form, then print. Once signed, submit hard copy completed form to A/P at MailStop 54:

Card Services

DHSU Travel Approval Request, Page 2 Travel Guidelines

DHSU Travel Lodging Justification Form - for 'over the per diem rate'.

Travel Voucher (NYS OSC Form AC132s)

Statement of Meals Claimed Detail (NYS OSC Form AC3258S)

Statement of Incidental and Transportation Expense Detail (NYS OSC Form AC3259S)

Statement of Automobile Travel Detail. (NYS OSC Form AC160)

Travel Reimbursement for a Non-Employee (NYS OSC Form AC3257S)

NYS Hotel Tax Exempt Form (NYS Taxation & Finance Form ST129)

Standard Voucher (NYS OSC Form AC92, customized for DMC)

Payee's Compliance with NYS Public Officers Law Form (customized for DHSU)

Honoraria Service Form

Substitute W-9 Form

 

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