Official Site of The State of New Jersey

Payee Instructions

1. Purchase Order Number

   You must include the correct purchase order number related to this purchase. A correct purchase order number is a 7-digit number without a dash "-". An example of a correct purchase order number would be 7342466. An example of an incorrect purchase order number (aka, Reference number) would be 15-12032.
   
   
   • If you do not have a correct Purchase Order Number, please contact the buyer/receiver of the goods to obtain it.
     
     
   • If you have received a blanket purchase order, a payment voucher still must be completed and submitted with each invoice sent for payment adjusting the Total in (D) and the Total in (I) for the Commodity Code/Description of Item.
   
   

2. Vendor Identification Number

   Complete the Vendor ID Number field with the federal employer identification (Vendor ID) number. The Vendor ID (a 9-digit number) inserted here must match the information that you provided to the Department of Treasury when completing the W-9 form to obtain the ID*. The last 2 digits of this field represents the location code which will determine if the payment is check or electronic payment (ACH), and will be completed by NJDOT Accounting Operations.
   
   * - Vendors must complete the proper paperwork which is the W-9 Form and submit this to Treasury in order to obtain your Vendor ID Number. Without a Vendor ID Number payment cannot be made.
   
   

3. Terms

   The State of New Jersey Standard Terms and Conditions (6.5) - The New Jersey Prompt Payment Act, N.J.S.A. 52:32-32 et seq., requires state agencies to pay for goods and services within sixty (60) days of the agency's receipt of a properly executed State Payment Voucher or within sixty (60) days of receipt and acceptance of goods and services, whichever is later.
   
   

4. Total Amount

   Enter the total amount of this payment voucher.
   
   

5. Payee Name and Address

   Complete the Payee Name and Address. This should be the same address that is your remit to address and should be linked to the Vendor ID Number (A) field above. Changes to your vendor identification should be accomplished through Department of Treasury, OMB Vendor Control Unit, W-9.
   
   

6. Send Completed Payment Voucher and Invoice To**:

   NJDOT Accounting Operations
   PO Box 604
   Trenton, NJ 08628-0604 ** - Please note that if your invoice contains all required information as governed by Treasury Circular Letter 98-17-OMB, then a payment voucher does not need to be submitted along with the invoice. Click here for information detailing these requirements. Only your invoice will be required for billing to the NJDOT. If you know your invoice does not meet the Treasury requirements please do not submit it without the payment voucher. Doing so will delay your payment since contact with your firm will need to be made to request that the payment voucher be prepared.
   
   

7. Payee Declarations

   Payee must sign the declaration, enter the payee’s title, and the billing date.
   
   

8. Payee Reference Number

   Enter the payee reference number. This information is recorded on the check stub and aids the payee to identify the invoices which have been paid and will enable matching payables and receivables. Do not use more than 30 characters.
   
   

9. Item No., Commodiy Code/Description of Item, Quantity, Unit, Unit Price and Amount

   Must be completed in its entirety. This area is used to match the information to the internal receiving report submitted by the buyer/receiver of the goods or services. If the information submitted on the payment voucher by the vendor is not complete or accurate, it will delay your payment.

• NJDOT Vendor Help FAQs
• State of New Jersey Standard Terms and Conditions (pdf)
• Register for the receipt of electronic payments by completing the Electronic Payment Authorization (Vendors) for Automatic Deposits (ACH Credits). See Form and instructions.

Sample form