Accounts Payable is responsible for handling invoices and making voucher payments.
Voucher payments cannot be made until the order has been fulfilled, received in the Receiving Department and a proper invoice has been received in our office.
If you receive an invoice, please email it to electronicinvoicing@potsdam.edu. You can use this email for questions regarding invoices as well.
New York Office of State Comptroller (OSC) holds payments for 30 days from the later of the merchandise/service received date and the invoice received date.
Under certain circumstances, a payment date can be added to reduce the 30-day hold. Please contact us via email at electronicinvoicing@potsdam.edu if needed.
A proper invoice is a written or electronic request for payment submitted by the vendor that must contain the following information:
- Vendor name;
- Name of NYS Agency that ordered the goods or services;
- Description of goods or services requesting payment for (may be in narrative or code values format);
- Quantity of goods, property, or services delivered or rendered;
- Amount requested; and
- Purchase order (PO) number, if applicable, as provided by ordering agency.
Unless specified in the purchase order or contract, the seller is responsible for paying shipping costs (FOB destination).
Agencies must maintain a copy of the original freight invoice when freight charges are in excess of $500, with the exception of the following:
- Statewide contract vendor for small package delivery
- Parcel post
- Shipment by the vendor’s own truck
- Shipping of surplus State property
- Shipping charges between two State agencies
For a tariff fee to be permissible to pay is pursuant to the terms of the contract. Payment for a tariff should be reviewed the same as any other expenditure under a contract and must be supported pursuant to the contract terms.
If the contract terms do not support payment of the tariff charge, the solution for the agency is to seek a new contract or contract amendment.
Note: All invoices should be emailed to electronicinvoicing@potsdam.edu to avoid delays.