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The Contract Coordinator shall be required to submit a completed and signed
AUTHORIZATION TO RELEASE PAYMENT FOR SERVICES COMPLETED OR RENDERED TO
DATE form to the Purchasing Department to process partial or total payment
after services are rendered.
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An invoice in original form should be submitted for the following types
of Contractors:
Lawyers, doctors, dentists, accountants, veterinarians, architects, engineers,
landscape architects, claims adjusters, consultants and any other Contractor
types not specified in the next paragraph below.
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The following types of contracts will not be required to be invoiced by the
Contractor, unless the contract details reimbursement of travel and other
reimbursable expenses:
Entertainers, lecturers and speakers.
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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.
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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.
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Payment. State Regulations outline for agencies to process payment within
(30) days after completion and accpetance 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
justifying sound reason the contractor must be paid outside the financial system's
standard operating procedures. An exception to be considered will be subject to
several administrative approvals above the Director of Purchasing level.
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