To All Vendors - PDF document

1 EXHIBIT A To All Vendors: A ll new v
EXHIBIT A To All Vendors: A ll new vendors will be emailed an invoice template in Excel format to submit your invoice for processing. Please follow the guidelines below to submit your invoice. An Example of the Invoice Template is below. Complete the following fields on the template: Enter Invoice number as it is shown on your invoice, including all zeros, dashes, etc. 卵b浩t⁩nvo楣e⁴emp污te⁡nd⁡tt慣h浥nts⁶i愠e浡楬 to c畦a灀col畭扩a.edu Please note cufap@columbia.edu Invoices inquiries pleaseemail cufaphelp@columbia.edu Issued by: CU Morningside Facilities and Operations Accounts Payable Pa g e 1 of 3 To: Columbia U nive r si t y F ac ilities a nd O p e r a tions V e ndors F rom: C e dric G a d d y , A s so c iate VP, C a pit a l F ina n c e a nd Administr a tive S u pport R e : Columbia U nive r si t y F a c ilities a nd Op e r a tions I n v oice Submission Pro c e dur e s D a te: November 8 th , 2018 All CU F O invoic e s should be submitted using our new ce ntr a l invoi c e submission procedures . C e ntr a ll y submitted invoi ce s will e nsure that th e y a re rout e d c o r re c t l y a nd tr a c k e d thro u g hout the a ppro va l p ro c e ss. The pr o ce du r e s d e s c ribed b e low will h e lp e nsu r e the prompt p a y m e nt of invoi ce s. I nvoic e s for Columbia Univ e rsi t y M e dic a l C e nter F ac ilities M a n a g e ment a nd a ll other Columbia Univ e rsi t y d e p a rtm e nts should continue to be submitted p e r t h e ir instru c tions. Invoice Sub m ission 1. All vendo r s with a cce ss to Uni f ier (C a

2 pit a l Proj ec t M a n age ment Sy s
pit a l Proj ec t M a n age ment Sy stem) or M ax imo (Work o rd e r Sy stem) a re r e quir e d to en te r a ll invoi ce s dire c t l y into the a p pr opri a te sy stem. 2. I f y ou ar e a v e nd o r w ith o ut a cce ss to Uni f i e r or Max imo, the new procedure for submitting invoices is as follows: You will be provided an I nvoice T emplate in Excel format Complete the Invoice Template by entering the following information: a. Enter your i nvoice number, including all zeros, da shes, etc. b. Enter i nvoice d ate c. Enter i nvoice a mount Open Outlook, Yahoo Mail, Gmail, etc . Attach Excel I nvoice T emplate, copy of invoice, and all other relevant attachments such as task order breakdown forms, timesheets, MWL documents, receipts, etc . as separate attachments . Submit Invoice Template and attachments via email to Please note - Each Invoice requires one email . You cannot send multiple invoices and attachments in one email. Do not send invoice inq uiries to cuf ap@columbia.edu For Invoices inquiries please send to cufaphelp@columbia.edu Pa g e 2 of 3 Plea s e Not e : T h e ex c ep t i o n to t h e ab o ve w o u ld be f o r C ons t ruc t ion Mana g e m e nt f i r ms ( C M) inv o i c es onl y , w h ich sh o uld b e e n t e red by the vend o r d i re c t l y i n to U n i f i er. In addition , C M f ir ms a re r equ i red to de l iver a hard co p y of th e ir inv o ic e s t o the C U F re p re se nta t ive as s ign e d to the i r pr o j e c t . T h e hard c o py i n v oi c es s h ould be s ent to t h e i r a t te n tion at the fo ll o w ing ad d re s s: Columbia U nive r si t y F a c ilities a nd

3 Op e r a tions A t t e ntion: A ccou
Op e r a tions A t t e ntion: A ccounts Payable D epartment 410 W e st 11 8 t h Str e e t B - 230 E a st C a mpus, M a i l Code 3499 N e w Y ork, NY 10027 Invoice R e quire m e nts CU F O Ac c ounts P a y a b l e pro c e sses a ppro x im a te l y 6 0,000 invoi ce s p e r y ea r . I t is c rit i ca l that invoi ce s m e e t the following r e quir e me n ts to make sure that th e y a re pr o ce ssed qu i c k l y a n d acc u r a te l y . I nvoi c e s without this r e quir e d info r mation will be r e je c ted or d e l a y e d. I nvoi c e s should be billed to : Columbia U nive r si t y F a c ilities a nd Op e r a tions A t t e ntion: Ac c ounts P a y a ble De p a rtm e nt 410 W e st 11 8 t h Str e e t B - 230 E a st C a mpus, M a i l Code 3499 N e w Y ork, NY 10027 Invoic e s m ust in c l u de t he f oll o w i n g: A. Da t e of Invoice B. Re m it To Ad d re ss C. N a m e of R e qu e stor L i st the fi r st and l a st name of the CUF ma na g e r who r e qu e sted the produ c t or s e rvi c e y o u pr o vided. D. Lo c ation : i. F or w ork p e r f o rm e d on s it e , ple a se g ive the build i ng a d d r e ss and t h e sp ec i f ic room/floo r /ap a rtm e nt n u mbe r . ii. F or a ll supplies, pl ea s e sp ec i f y the d e liv e r y a dd re ss. E. Invoice Nu m b e r Ea c h invoi c e must include a u nique invoice numbe r . In no ca se should a n invoi c e numb e r be dupli ca ted. The Un i ve rsity s y ste m s will not allow us to pay the in v oice if an invoi c e numb e r is us e d twic e . F. Da t e (s) W

4 o r k P er f o r m e d G. Clear de
o r k P er f o r m e d G. Clear detailed description of scope of work performed H. Item D e tail M a te r ials, labor c h a r g e s, a nd f e e s m ust be it e mi z e d Pa g e 3 of 3 I. A c c ount In f o r m ation - The following t e mpl a te s hould be in c luded on y o u r invoic e (s) a nd c ompl e ted: *W o rk Ord e r nu m b e r is r e q ui r e d b e f o re a n y w o rk is c o mm e nc e d by t h e Task Ord e r c o nt r a c t o r I f y ou h a ve m a de r ea so n a ble a tt e mpts to obtain W ork O rd e r numb e r, Pu r c h a se O rd e r num b e r or a n y a c c ount info r mation in the a bove c h a rt, pl ea s e c onta c t an A cc ounts P a y a ble st a ff mem b e r f o r a ssistan c e . K e y Cont a c ts A c c ounts P a y a ble st a ff is a v a il a ble to a dd r e ss a n y qu e stions or c on c e rns r e g a rding invoi c e submission. F or y our c o nv e nien c e , c onta c t inf or mation for k e y Ac c ounts P a y a b l e sta f f m e m b e rs a re listed b e low. Rob e rt Solis - Asso c iate Dir ec to r , CUF A cc ounts P a y a b l e rs233 @c olumbia. e du / 2 12 - 854 - 9437 Krystal Sewell A c c o unts Payable M anag e r , CUF Ac c ounts P a y a ble kf 2427 @ c olumbia. e du / 212 - 854 - 9439 Maria Lipkansky Ac c ounts Pa y able M anag e r , CUF Ac c ounts P a y a ble ml3887@ c olumbia. e du / 212 - 854 - 94 45 Th a nk y o u. P r o j e ct N a me o r A d dre s s P u r chase O rder ( P O ) # ( i f app l ica b l e ) *Work Ord e r # ( i f ap p l i c a bl e ) D epar t me n t # P r o j e ct # / A c t i v ity Si t e