Determining Invoice and Receipt Dates - IE8 and screen reader version

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DETERMINING INVOICE AND RECEIPT DATES

Invoice date is the date the agency receives an invoice from the vendor through any State location. Upon receipt, a vendor invoice should be date stamped "Received" or otherwise marked in some way with the date, and this date should be entered in the invoice date field on the Core-CT voucher. The invoice date is usually not the date when the voucher is created in Core-CT or the date on the vendor's invoice. For invoices received via email, the invoice date is the received date on the email, not the date first read or printed. If the invoice is generated internally, the invoice date should be the date the invoice was prepared and approved.

Receipt date refers to the date goods or services were received or contractually due. If multiple dates or billing periods are included on a single invoice, use the latest date.

See below for examples of invoice and receipt dates by transaction type.

TRANSACTION TYPE

* * * * * GENERAL SERVICES * * * * *
The invoice date is the date the agency received the invoice through any State location. The receipt date is the date the services were received or contractually due.

Arbitration Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the latest date of service noted on the invoice.

Construction Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the ending date of the billing period covered by the invoice.

Court Reporting Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: For appearances, enter the date of appearance. For transcription services, enter the date the transcript was received, as defaced by the "date transcript received" stamp. For multiple services on a single invoice, enter the latest of the two aforementioned dates.

Employee Training and Education

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the training was held.

Equipment Leases

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the ending date of the billing period.

Maintenance Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the ending date of the billing period covered by the invoice.

Outside Professional/Nonprofessional Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the ending date of the billing period covered by the invoice.
If no billing period, enter the date of service.

Printing and Binding

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the goods (i.e. printed materials) were received.

Real Property Rent
(Land, Buildings, Office Space, etc.)

INVOICE DATE:: Enter the date the agency received the invoice through any State location.
If an invoice was not used, enter the date the voucher is prepared.

RECEIPT DATE:: Enter the payment due date from the Lease and Rental Account Control, CO-507.

Repairs

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the repairs were completed. For progress (partial) payments, enter the ending date of the billing period covered by the invoice.

Utility Services (Electric, Water, Gas, etc.)

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the ending date of the billing cycle.

* * * * * PREPAID SERVICES * * * * *
A prepayment is permitted when due to the nature of certain types of goods and/or services an advance payment is required.

Cable/Telephone Services

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date noted on the vendor's invoice. If the due date is not noted on the vendor's invoice, enter the date of the vendor's invoice.

Event Registration/Training

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date noted on the vendor's invoice. If the due date is not noted on the vendor's invoice, enter the date of the vendor's invoice.

Insurance Premiums

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date noted on the vendor's invoice. If the due date is not noted on the vendor's invoice, enter the beginning date of the coverage period.

Membership Dues

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date of the membership payment. If a due date is not noted on the vendor's invoice, enter the beginning date of the coverage period.

Software License and Support

NOTE: Software that has no expiration date is considered a commodity

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date noted on the supplier's invoice. If the due date is not noted, enter the start date of the service or rental period.

Subscriptions (Magazines, Electronic Services, Software Subscriptions)

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the due date of the payment. If a due date is not noted on the vendor's invoice, enter the beginning date of the coverage period.

Postage

INVOICE DATE:: Enter the date of authorization for the purchase of stamps.

RECEIPT DATE:: Enter the date of authorization for the purchase of stamps.

* * * * * ADVANCE PAYMENTS * * * * *
In accordance with Connecticut General Statute 3-117, the agency shall certify that such articles or services have been received or performed, or if not yet received, are covered by contracts properly drawn and executed. Payments must not be processed more that five days prior to due date.

Advance Payments

NOTE: Contract must specify advance payment requirement.

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the payment is due. If a due date is not noted on the vendor's invoice, enter the beginning date of the coverage period.

Maintenance Service Agreement

NOTE: Contract must specify advance payment requirement.

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the payment is due. If a due date is not noted on the vendor's invoice, enter the beginning date of the coverage period.

* * * COMMODITIES, SUPPLIES AND EQUIPMENT * * *
The invoice date is the date the agency received the invoice through any State location. The receipt date is the date that the goods were received as noted by the signed and dated documentation of receipt (e.g. receiving report, packing slip/invoice).

IT Hardware

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the product was received.

IT Software Products

NOTE: For software licenses or subscriptions, see Prepaid Services.

INVOICE DATE:: Enter the date the agency received the invoice through any State location.

RECEIPT DATE:: Enter the date the product was received or downloaded.

* * * * * * * * * OTHER * * * * * * * * *

P-Card Purchases

NOTE:: Apply to vouchers not created by the P-Card module

INVOICE DATE:: Enter the date the bill is generated from the P-Card System

RECEIPT DATE:: Enter the ending date of the billing cycle.

Pending Receipts Transactions

INVOICE DATE:: Enter the date the voucher is prepared.

RECEIPT DATE:: Enter the date the check being refunded was received.

Request for Replenishment of Petty Cash

INVOICE DATE:: Enter the date the voucher was prepared.

RECEIPT DATE:: Enter the ending date of the period which covers all expenses associated with the replenishment.

Revenue Refunds

INVOICE DATE:: Enter the date the voucher was prepared.

RECEIPT DATE:: Enter the date the refund was officially determined to be a liability.

State Aid and Other Grants

INVOICE DATE:: Enter the date of the vendor's invoice. If there is no invoice, enter the date the applicable document is prepared or the date the transaction is officially an obligation of the state.

RECEIPT DATE:: For grant payments which have a statutory or contractual due date, enter the due date. For grant payments which are a reimbursement of grantee expenses, enter the ending date of the billing period for claimed expenses. For other types of grants, use the invoice date as the receipt date.

Travel Reimbursements/ Allowances

INVOICE DATE:: Enter the date the voucher is prepared.

RECEIPT DATE:: Enter the ending date of the period of travel covered by the invoice.

Prizes, Awards, Sponsorships, Loans

INVOICE DATE:: The date the item became on obligation to the State.

RECEIPT DATE:: The date the item became on obligation to the State.

Interface Vouchers

INVOICE DATE:: Date should be determined by transaction type, not by method of entry.

RECEIPT DATE:: Date should be determined by transaction type, not by method of entry.

Disputed Claims (payment is delayed)

INVOICE DATE:: Enter the latter of the date the dispute was resolved or the date the vendor's corrected invoice was accepted by the agency for payment.

RECEIPT DATE:: This is not impacted by the dispute. Refer to the specific invoice type for proper date selection.

* * * * * * * * * * * * * * * * * * * * *

For specific questions not covered in this document please contact the Office of the State Comptroller, Accounts Payable Division using the form below.