When invoices are received in county office, be sure the invoice has been date stamped.

Pull your Contract folder for this vendor to verify that County has current contract & PA # for the fiscal year. Verify the amount billed on the invoice is currently amount allowed on the monthly contract. County Director must sign directly on the invoice and original submitted with your claim.

Complete Claim code Slip 10CLO017E

Vendor FEI # or SS E whichever is applicable to this vendor must filled in. This information may be found on the current contract.

County Number and building number must be entered.

Purchase Authorization PA # entered from current contract. (*see instruction below to find PA # for contact)

Fund number for the current fiscal year entered may be found on contract requisition form (example fiscal year 2019 would be fund number 329).

Total amount of bill is entered on claim code slip.

All Funding information should be entered:

• Line number: first line is 1 etc..
• Invoice Number: found on the actual invoice
• Invoice Date: Date the vendor has on the invoice
• Date goods or services received: actual date services completed or if for the whole month: 01/2019 or 1/19 – 1/31/19
• HJR 1010 Date: Date stamp date
• Finance Account number: Found on Requisition funding form received with the new contract or renewal. Example: 2916
• Location Code: Found on the requisition funding form also.

Example: 37301 – County Number

• Object Code: Entered and found on the requisition funding form also. Example: 331100
• Amount: Amount billed on the invoice
• Complete the Requestor information with AA II (whoever is completing the claim code)

Submit to County Director for their signature and review.

Mail with Adm-117 cover sheet to FINANCE

**PA (Purchase Authorization) #’s for Region contracts may be found in Jill Stockford folder on public drive for \\s90X03\public. For instructions on mapping the network drive to your computer refer to article Map Network Drive: How to Map Network Drive

Once the drive is mapped to your computer, click on public folder S90X03, click on Jill Stockford folder, open the excel document ‘Revised County Contracts.

• Select your region tab (which is located at the bottom of the document)
• Scroll to your county for current contracts with PA# and vendor name & information.

You may wish to make a shortcut folder on your desktop for easy access