The City of New Haven processes invoices using the information provided on the Purchase Order. The Purchase Order is a legally binding agreement between 3rd party vendors and the City of New Haven.

While the fiscal year 2022 has closed, the City is still receiving invoices through the end of July for services rendered against PO’s that expired June 30, 2022.

If you are still submitting invoices against 2022 PO’s, please submit them the same way you have previously, directly to the Department.

All new invoices for work completed after July 1, 2023 must comply with the requirements below:

• The date the City/department receives the goods/services under the contract; or
• The date the vendor completed preforming its services for the City/Department; or
• The date the finance department receives a valid invoice for goods and/or services which is complete, correct and accompanied by any supplemental documentation required

A valid invoice consists of the following:

1. Vendor name
2. Vendor address
3. Unique Invoice Number (do not re-use invoice numbers unless you’re submitting a revised invoice that was previously rejected. Each new invoice submitted must have a unique invoice number)
4. Invoice date
5. Purchase Order number - Must be entered identically to how it appears on the purchase order.
6. Invoice total does not exceed the funds available on the PO. If they do, you are required to request a change order prior to completing work or submitting the invoice.
7. Location of Services Provided and/or Goods Delivered
8. Date(s) of Service and/or Goods Delivered
9. Work Order Number (if applicable)
10. Bill to Department (as listed on the original PO)
11. Requestor’s name (optional)
12. Payment Terms
13. Invoice Line items:
    1. Services - Individual line items should be included on the invoice detailing quantity and unit price for labor and time spent on site and all associated costs. Unit prices must be equal to or less than pricing listed on the PO. Service descriptions must use identical language as written on the PO.
    2. Goods - Individual line items should be included on the invoice detailing quantity and unit price for all goods and materials and associated costs. Unit prices must be equal to or less than pricing listed on the PO. Goods / material descriptions must use identical language as written on the PO.
14. Extended price with details (if applicable)
15. Detail or freight charges (if applicable)
16. Other additional charges (if applicable)
17. Total Amount Due (Each Line Item on the invoice must equal the Total Amount Due. Invoices which include amounts for outstanding, previously billed goods / services or a “balance forward” will be rejected. Invoices must only include current charges.)

The City of New Haven is adopting a paperless environment and is therefore, requiring all vendors to submit their invoices electronically via email.

Vendors/contractors shall submit all invoices via email to NHInvoice@newhavenct.gov or if you are actively enrolled in the Priority or SCD Payment Program, submit your invoices to PriorityPay@newhavenct.gov. Do not submit an additional copy or duplicate copy to the department; if you do, it will add significant delays into the approval process.

If a City of New Haven employee directs you to send them a copy, DO NOT, and you are instructed to take the following step. Notify Shawn Garris, Acting Purchasing Agent, and CC the requesting City Employee on the email. This will allow the Procurement department to review the new policies and explain how such a request will cause significant delays in the City’s ability to pay the invoice on time.

**You are not required to use a specific invoice format, just ensure that the Invoice file is a Word, Excel or Readable PDF and that items 1-12 are on the Invoice Requirements (see above) on the first page of your invoice.

Electronic Invoice Template

• 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.
  • Payment Policy
• 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.

There are many methods of creating a readable PDF, the most common, which is available on most software packages supported today.

• Learn how to do create a readable PDF

If this doesn’t work, there are numerous free and for fee software packages you can download and install as a PDF Printer for Microsoft of Apple systems.

All supporting documents (if required by the department) must be included with your invoice when submitted via email. Examples of supporting documents include receipts, work logs, time sheets, service reports, proof of insurance, AIA Application for Payment, etc.) If you do not include these documents, your invoice will be rejected, and your payment will be delayed.

When submitting your supporting documents, please scan all supporting documents and save them as 1 (one) PDF, regardless of how many pages it contains. Attach the supporting document PDF, along with the readable Invoice PDF and submit it to either NHInvoice@newhavenct.gov or if you are actively enrolled in the Priority or SCD Payment Program, submit your invoices to PriorityPay@newhavenct.gov.