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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 46
Advisory Name:

Proper Invoice

Date Issued:

03/28/2018

Date Last Updated: 01/07/2019
Subject:
Update – The new Invoice Checklist will assist agencies in communicating invoice requirements to vendors. Agencies should use the checklist to ensure consistency and completeness of invoices submitted to New York State for payment.
Guidance:
The Office of the State Comptroller (OSC) has updated the policies and procedures regarding a proper invoice.  If agencies receive an invoice before the goods, property, or services have been delivered or rendered, agencies should reject the invoice and notify the vendor within one business day to resubmit a proper invoice once the items have been received.

See the Guide to Financial Operations XII.4.F for more detail.

Reference:
For additional information on a proper invoice, please refer to the NY Codes, Rules and Regulations (2 CRR-NY 18.1 NYCRR).


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