EXHIBIT A Invoice Instructions

EXHIBIT A

To All Vendors:

All new vendors will be emailed an invoice template in Excel format to submit your invoices for

processing.

Please follow the guidelines below to submit your invoice. An Example of the Invoice Template

is below.

Complete the following fields on the template:

• Enter Invoice number as it is shown on your invoice, including all zeros, dashes, etc.

• Enter Invoice Amount.

• Enter Invoice Date – Date format must be MM/DD/YYYY.

• Enter Project Title.

• Enter Service Location.

• Attach invoice template, copy of invoice, and all other relevant attachments such as task

order breakdown forms, timesheets, MWL documents, receipts, etc.

• Each Invoice requires one email. You cannot send multiple invoices and attachments in

one email.

• Submit invoice template and attachments via email to cufap@columbia.edu

Please note- Do not send invoice inquiries to cufap@columbia.edu

Invoices inquiries please email cufaphelp@columbia.edu

Issued by:

CU Morningside Facilities and Operations Accounts Payable

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To: Columbia University Facilities and Operations Vendors

From: Cedric Gaddy, Associate VP, Capital Finance and Administrative Support

Re: Columbia University Facilities and Operations Invoice Submission Procedures

Date: November 8

, 2018

All CUFO invoices should be submitted using our new central invoice submission procedures.

Centrally submitted invoices will ensure that they are routed correctly and tracked throughout the

approval process.

The procedures described below will help ensure the prompt payment of invoices. Invoices for

Columbia University Medical Center Facilities Management and all other Columbia University

departments should continue to be submitted per their instructions.

Invoice Submission

1. All vendors with access to Unifier (Capital Project Management System) or Maximo (Work

order System) are required to enter all invoices directly into the appropriate system.

2. If you are a vendor without access to Unifier or Maximo, the new procedure for submitting

invoices is as follows:

 You will be provided an Invoice Template in Excel format

 Complete the Invoice Template by entering the following information:

a. Enter your invoice number, including all zeros, dashes, etc.

b. Enter invoice date

c. Enter invoice amount

 Open Outlook, Yahoo Mail, Gmail, etc.

 Attach Excel Invoice Template, copy of invoice, and all other relevant attachments such as

task order breakdown forms, timesheets, MWL documents, receipts, etc. as separate

attachments.

 Submit Invoice Template and attachments via email to cufap@columbia.edu

Please note- Each Invoice requires one email. You cannot send multiple invoices and

attachments in one email. Do not send invoice inquiries to [email protected]

For Invoices inquiries please send to [email protected]

EXHIBIT A - Continued

Page 2 of 3

Please Note: The exception to the above would be for Construction Management firms (CM) invoices

only, which should be entered by the vendor directly in to Unifier. In addition, CM firms are required

to deliver a hard copy of their invoices to the CUF representative assigned to their project. The hard

copy invoices should be sent to their attention at the following address:

Columbia University Facilities and Operations

Attention: Accounts Payable

Department

410 West 118

Street

B-230 East Campus, Mail Code 3499

New York, NY 10027

Invoice Requirements

CUFO Accounts Payable processes approximately 60,000 invoices per year. It is critical that

invoices meet the following requirements to make sure that they are processed quickly and

accurately. Invoices without this required information will be rejected or delayed.

Invoices should be billed to:

Columbia University Facilities and Operations

Attention: Accounts Payable Department

410 West 118

Street

B-230 East Campus, Mail Code 3499

New York, NY 10027

Invoices must include the following:

A. Date of Invoice

B. Remit To Address

C. Name of Requestor – List the first and last name of the CUF manager who requested

the product or service you provided.

D. Location:

i. For work performed on site, please give the building address and the specific

room/floor/apartment number.

ii. For all supplies, please specify the delivery address.

E. Invoice Number – Each invoice must include a unique invoice number. In no case

should an invoice number be duplicated. The University systems will not allow us to pay

the invoice if an invoice number is used twice.

F. Date(s) Work Performed

G. Clear detailed description of scope of work performed

H. Item Detail – Materials, labor charges, and fees must be itemized

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I. Account Information - The following template should be included on your invoice(s)

and completed:

*Work Order number is required before any work is commenced by the Task Order contractor

If you have made reasonable attempts to obtain Work Order number, Purchase Order number or

any account information in the above chart, please contact an Accounts Payable staff member for

assistance.

Key Contacts

Accounts Payable staff is available to address any questions or concerns regarding invoice

submission. For your convenience, contact information for key Accounts Payable staff members

are listed below.

Robert Solis - Associate Director, CUF Accounts Payable

rs233@columbia.edu / 212-854-9437

Krystal Sewell – Accounts Payable Manager, CUF Accounts Payable

kf2427@columbia.edu / 212-854-9439

Maria Lipkansky – Accounts Payable Manager, CUF Accounts Payable

[email protected]du / 212-854-9445

Thank you.

Project Name or Address

Purchase Order (PO) # (if applicable)

*Work Order # (if applicable)

Department #

Project #/Activity

Site #