New York Codes, Rules and Regulations
Title 2 - DEPARTMENT OF AUDIT AND CONTROL
Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control
Part 6 - Payments Of Vendor Claims And Statutory Expenditures
Section 6.2 - General requirements for claims

Each claim must be specific and submitted in compliance with State Finance Law § 109 or 109-a to the agency against whom the claim is made. Claims for services rendered or articles furnished must show when, where, to whom and under what authority the services or articles were rendered or furnished. Claims presented for supplies, materials and equipment must show a detailed description of each item, the quantity of units, the price per unit and the total thereof. Claims submitted for employee travel reimbursements must identify the distance traveled, between what places, the duty or business for the performance of which the expenses were incurred, and the dates and items for each expenditure. If a claim is submitted in paper format, the form must be typewritten or completed in ink. Certification of claims shall be governed by section 6.3 of this Part. If a claim is made for a purchase under contract, the claim must be sent by the vendor to the designated payment office designated by the agency in accordance with article 11-A of the State Finance Law, and the contract number must be given. If a claim is made for a purchase pursuant to a purchase order, the claim submitted must reference the purchase order in accordance with purchase order procedure. Each claim must contain an invoice number or other unique identifier to enable the identification of the payment issued in satisfaction of the claim. Claims lacking such notation will be considered incomplete and may not be processed.