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A request for payment must be submitted for goods and services not being paid for with the procurement card. Goods or services must have been received and the invoice should reflect the actual goods or services received. The following information is required:
| • | A valid, original invoice (or other supporting documentation when the invoice is not available) detailing the goods/services purchased and the cost of the goods/services. |
| • | Index and subobject codes for distribution of the expenditure to the appropriate general ledger accounts. |
| • | For contract control payments - indication of which line of the contract to pay from and whether the payment is a partial payment or the final payment. |
| • | As sales tax is not charged to the department's budget, sales tax should be listed on a separate line. |
| • | Bills should be submitted in a timely manner to allow for 7-10 business days processing time. |
| • | Request for payment forms must have official department approval by authorized personnel. The authorized person approving the “Request for Payment” is verifying that the expenditure is appropriate, that it has public purpose, that is within the County's goals, and that items or services have been received and are satisfactory. |
| • | Departmental staff is responsible for accuracy of all documents submitted to Finance. Requests for payments should be complete and accurate before sending to Finance. |
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