Business Office Processing Deadlines

Vendor Run Information

• Please note the deadline for invoice submission will be 4:00 p.m., three (3) days prior to date checks are mailed  
• Please remember that the paperwork (an invoice) and all necessary documentation/ receipts must be turned in by the deadline.
• Having a PO on CIMS by the deadline date does NOT mean a check may be processed - readable documentation and approvals are also necessary
• Remember the requirement for itemized receipts (especially restaurant meals)
• Remind staff to always request tax-exemption on CBOCES purchases

Monthly Reminder:  We now need a little more information on meal receipts (both reimbursements for meals and meals charged on one's PCard).  If a meal purchase is for more than one person, please be sure the "purchaser" lists the names of all those who were part of that meal purchase. Names may be listed on receipt if room permits, or as a separate attachment.  As always - we MUST receive the itemized restaurant receipt IN ADDITION to the credit card signature receipt. 

Remember: all PCard charges should be entered individually on the PO.  If you have 5 purchases there should be 5 separate lines on your PO screen even if all charges are going to same object code (do not lump charges together by object code).  The description for each charge should be entered in the following format: 

Date/Vendor Name/Description of purchase

Sometimes multiple items are purchased in a single transaction - summarize to best describe purchase/event/reason.  The format assists in tracking/research.  The significance of being specific on credit card purchases is that these purchases are always scrutinized more closely by auditors.