New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1628 - Budget And Fiscal › Subpart 1628-4 - Purchases And Contracts › Section 1628-4.5 - Payments due suppliers or contractors

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Payment due suppliers or contractors
						should be processed as promptly as possible and within the cash discount
						period, if applicable. Payment vouchers must be substantiated by receiving
						report or other document signed by authorized personnel, preferably by employee
						other than person signing the payment voucher and indicating that supplies or
						services were received as ordered. If there are any discrepancies, shortages,
						defective material, etc., payment must be withheld until matter is
						satisfactorily adjusted. However, in such cases, the supplier or contractor
						should be notified promptly so that corrective action can be taken
						immediately.
(b) Invoices must show
						adequate details of the charges. Invoices for work on a time and material basis
						will list labor separately from materials and will show dates and number of
						hours worked and hourly rate of pay.
(c) Any tax from which the authority is
						exempt must be excluded from any payments to suppliers or contractors. Tax
						exemptions are listed in Subpart 1640-6 of the accounting manual (Subchapter D
						of this Chapter). It is recommended that gasoline purchases for authority's
						automotive equipment be on the basis of credit card obtained from the gasoline
						company whose products are normally used. The monthly billing from the gasoline
						company will show the tax deductions for purchases being billed.
(d) Special attention should be paid to
						payments for fuel oil. Fuel oil contracts usually include a clause providing
						for price adjustments. These adjustments are generally based on prevailing
						prices posted in the New York Journal of Commerce. The Bureau of Management
						issues a memorandum of such prices at the end of any month in which there is a
						price change. The price shown on the contractor's invoice should be checked
						against the posted price on the day of delivery, as shown in the division's
						listing, adjusted by the constant differential stated in the contract. The
						quantity of fuel oil should be checked at each delivery. Printed meter delivery
						should be double checked by comparing with the quantity by which the amount in
						the storage tank is increased, either by stick reading or liquidometer reading.
						Nonmetered deliveries should be checked by ascertaining the quantity in the
						truck's tank or compartment at start of delivery and the quantity, if any,
						remaining at the end of the delivery. The calibration chart for the tank or
						compartment, required to be carried on the truck, should be used to convert the
						measured reading into gallons. Deliveries of preheated fuel oil require
						temperature correction to 60° F by reference to the standard table established
						for this purpose. The quantity delivered should be further checked by comparing
						with the increased quantity in the storage tank.
(e) Prior written approval by the division is
						required for final payments of contracts for occasional requirements (see
						section 1628-4.3 of this Subpart). Final
						payment is the payment of the full amount of the contract, or the remaining
						balance, due upon satisfactory completion of the total contract or purchase.
						The following documents, properly executed, and reviewed and approved by
						authority counsel as to form, will be included with letter requesting division
						approval for final payment:
(1) Certificate
						and release--three copies.
(2)
						Request for payment (final payment)--three copies.
(3) One copy of each request for payment
						(partial payment), if any.
(4) One
						copy of each change order, if any.