| (a) To receive payment, a contractor must submit an
invoice to the state agency receiving the goods or services. The invoice
must include any information required by the customer agency, in addition
to the following minimum information:
(1) the contractor's mailing and e-mail (if applicable)
address;
(2) the contractor's telephone number;
(3) the name and telephone number of a person designated
by the contractor to answer questions regarding the invoice;
(4) the state agency's name, agency number, and delivery
address;
(5) the state agency's purchase order number, if applicable;
(6) the contract number or other reference number,
if applicable;
(7) a valid Texas identification number (TIN) issued
by the comptroller;
(8) a description of the goods or services, in sufficient
detail to identify the order which relates to the invoice;
(9) unit numbers corresponding to the amount of the
invoice;
(10) if submitting an invoice after receiving an assignment
of a contract, the TIN of the original contractor and the TIN of the
successor vendor;
(11) other relevant information supporting and explaining
the payment requested.
(b) A state agency must notify a vendor of an error
or disputed amount in an invoice submitted for payment no later than
the 21st day after the agency receives the invoice, and shall include
in such notice a detailed statement of the amount of the invoice which
is disputed. A state agency may withhold from payments no more than
110% of the disputed amount. When an invoice is received by the state
agency, the state agency shall date stamp the invoice and maintain
it with the other contract documents. A state agency may accept a
partial delivery of goods or services and an invoice for payment of
the portion of the goods or services delivered.
(c) A state agency may request payment for an invoice
from the comptroller only after the state agency has:
(1) received, inspected, and accepted delivery of the
goods or services covered by the invoice; and
(2) received and accepted a complete and accurate invoice.
(d) In order to request payment from the comptroller,
the state agency shall submit the data or information to the comptroller
for payment through and according to the requirements of the statewide
accounting system administered by the comptroller. A state agency
submitting a payment request to the comptroller certifies that:
(1) the goods or services were received in accordance
with the purchase order; and
(2) the invoice is correct and properly payable.
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