Submission Of Payment Request

Submission of Payment Request By The Contract Coordinator

 

The Contract Coordinator shall be required to receipt services COMPLETED OR RENDERED TO DATE in the financial system.

 

An invoice in original form should be mailed by the contractor or forwarded by contract coordinator to payables (SLU 10720).

 

Contracts specifying reimbursement for travel and other reimbursable expenses must be invoiced by Contractor and appropriate receipts submitted in accordance with the current Louisiana Travel Guide.

 

Invoices

Upon completion of services as outlined in the contract for payment and the satisfactory approval of the services by the Contract Coordinator, the contractor shall bill Southeastern by means of a valid invoice and the invoice should make reference to the service contract. Invoices should be submitted by the contractor on the contractor's own invoice forms, in duplicate, to the Contract Coordinator for approval.

 

Note: The Louisiana State Legislative Auditor has instructed Southeastern a valid invoice shall be original in form. If the invoice is a carbon or photocopy, then the vendor should state in ink on the invoice copy "This is a true copy of the original" and sign beneath the statement.

 

Payment

State Regulations outline for agencies to process payment within (30) days after completion and acceptance of services, and receipt of a bonafide invoice. Contracts should not be negotiated to have a check available on the day of the performance, lecture, event, etc., or in a time frame shorter than (30) days after services performed or completed.

 

Note: If a contract must be negotiated to have a check issued prior to services being rendered, then the Contract Coordinator must submit the following to the Director of Purchasing at least thirty (30) days prior to the contract's commencement date:

 

  • Purchase Requisition identifying source of funding processed in the financial system;

  • Contract with all additional requirements (if applicable);

  • Form W-9 Request For Taxpayer ID completed and signed by the contractor;

  • Original pro form a invoice from contractor forwarded to Purchasing;

  • Statement in requisition outlining the need and reason for the advance issue of a check along with the name and phone number of individual to be contacted to pickup check.

  • Forward Performance Evaluation after service completed or within (30) days of contract termination date.

 

To insure advance check request processed to Controller's Office, the Contract Coordinator will be responsible to contact the Director of Purchasing (7) calendar days prior to date check needed on whether advance check request processed to Controller . Failure to make reminder contact may result in no check issued by date needed.