- Frequency of submittal is determined by the payment option that you select. Depending on the payment option you choose, you can submit an invoice 1 (one) time per week per Purchase Order, or you can choose to invoice the city 2 (two) times per month if you choose the City’s least preferred payment method, due to the increased cost to produce the payment.
- Single Email Per Invoice that you submit to the City of New Haven. Email Must include the Invoice and any supporting documentation the City requires per your contract.
- Invoice must be submitted as a Readable PDF (see readable PDF below)
- If supporting documents are required, please scan all supporting documents into one PDF and attach that as a second attachment on the same email.
Notes
If supporting documents are required for the invoice you’re submitting for payment, they must be included in the same email as the invoice, if not, the invoice will be rejected and you will be required to resubmit the invoice with any required documentation in a single email before the approval process can begin. Every time your invoice is rejected, the City’s payment term “Net 45” will reset and begin when the corrected invoice and/or missing associated documentation has been correctly resubmitted together in a single email.
Invoices electronically submitted will be processed by an automated system that extracts the text data from your invoice and inserts the information into the City’s accounting system. Therefore, invoices must be formatted in a data/text PDF file (not a PDF image file). When submitting the invoice via email, please make sure that you have included any supporting documents requires by the city as a second attachment prior to submitting the invoice. See Supporting Document Guideline below.
The best way to determine if your PDF file is in the correct format is to select and highlight all the text in your PDF file. If text can be highlighted, copied and then pasted from the PDF file onto another blank document (such as notepad, Word, Excel, etc.) then the PDF file is correctly formatted. Most accounting systems, electronic office tools such as Microsoft Word, Excel allow you to print to PDF, which will create a readable PDF.