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Introduction 

This page outlines reminders and information needed for payments and provides instructions on how to review and approve Payments through Salesforce.


Reminders

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UI Step

Log into Salesforce, then locate and access the correct Project Record.

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UI Step

Once in the Project Record, click the Details tab and review the Payee W-9 Tax ID No. in the Project Information section. Verify that the Payee W-9 Tax ID No. is correct. If not, please contact your Project Manager (listed in the Portal) via email.

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If a Payment Assignment or Modification is required, additional time will be required to process. The Project Manager will work with the NYSERDA Settlements Manager to ensure that any Payment Assignment or Modification is processed and approved prior to commencement of payments.


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UI Step

Email the Project Manager with designated Billing Contact names and contact information. All Billing Contacts will receive automated messages for Invoice Payments. At least one Billing Contact must have Portal access to review and approve invoices.

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A Contact can be provided with Read Only Access to the Portal, which ** will allow that individual to only view the project record and related documents, including invoice payments. They will not be able to edit any fields or upload any documents. Email your project manage to request.



UI Step

E-mail the Project Manager with the designated Insurance Contact name and contact information. This individual will receive notification of Expired Insurance. 



Review and Approve Payments

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UI Step

When an Invoice Payment has been submitted through Salesforce, the Billing Contacts associated with the Project Record will receive an automated email requesting review and approval. 

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UI Step

Click the link within the email. You'll be directed to log into the Salesforce Portal. Only Billing Contacts with Portal access will be able to login to approve the invoice.


UI Step

Once logged in, you’ll be presented with the Project Payments tab, where you can see any invoices pending review. Click the invoice number in the Project Payment column to open and review a specific invoice.

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UI Step

On the invoice, review the payment information, using the Notes section on the bottom to document any notes you may have. Check the Acknowledgement box acknowledging NYSERDA’s right to retroactively adjust the payment if an error is identified.  This is mandatory and you will not be able to submit the invoice without acknowledging.  Once acknowledged, please click the Submit Payment Request button.

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UI Step

The page will refresh and display a message along the top of the page This payment has been submitted.

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UI Step

The invoice will proceed to the NYSERDA Finance team for processing.  You can track invoice approvals on the Payments Reference tab. When NYSERDA receives your payment submission, the Status will show Sent to Finance. Once NYSERDA has approved payment, the status will show as Approved.

Tip

The 30-day prompt payment policy begins when the invoice is sent to Finance. As an example, if an invoice is sent on 4/15, 4/15 would be considered the “basis date” and the due date would be 5/15 or 30 calendar days. If the email is sent after 5PM or on a weekend, then the next business day is considered the basis date. 


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UI Step

Once NYSERDA approves an invoice for payment, the message will appear at the top of the invoice page This payment has been approved.

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