Business Service Center Invoice Processing
Effective January 3, 2011, the MTA Business Service Center began processing all invoices for vendors doing business with the MTA and its operating agencies, which includes:
- MTA Headquarters
- New York City Transit
- Staten Island Railway
- Long Island Rail Road
- Metro-North Railroad
- Bridges and Tunnels
- Capital Construction
- MTA Bus Company
Following are the new guidelines for invoice processing. It is important that you follow these guidelines to assist the BSC in getting your payments processed in a timely manner.
All vendors should contact the BSC for inquiries about the status of invoice payments.
Explanation of Capital and Operating Expenditures
The MTA separates capital-funded expenditures from operating-funded expenditures. Capital expenditures are those that are funded by the MTA capital program and typically include large-scale projects such as construction of facilities and stations, architectural and engineering consulting services, and rolling stock purchases. Operating-funded expenditures include the purchase of commodity items as well as most service and maintenance contracts.
Submitting Invoices for Capital-funded Expenditures
- Send invoices with accompanying supporting documentation to the contracting agency (e.g., MTA Capital Construction, NYC Transit, Metro-North Railroad, Long Island Rail Road, etc).
- The agency will approve the invoice and forward it to the BSC for processing.
- You will receive payment from the BSC.
Submitting Invoices for Operating-funded Expenditures
Purchase Order (PO) Invoices
- Invoices for goods and services must be submitted directly to the BSC.
- Invoices must have a purchase order (PO) number, name of agency (e.g., NYC Transit, Metro-North Railroad, etc.), and the name of the agency contact person.
- Delivery tickets for goods must also include the PO number.
- The billing amount and quantity (where applicable) must be an exact match to the amount delivered and contract terms. This is critical, as failure to do so could result in significant delay of payment.
Non-Purchase Order Invoices
- Non-purchase order invoices require the name of the agency and agency contact person.
PLEASE NOTE: Invoices that do not meet the above criteria will be returned to the vendor for correction, possibly causing a delay in payment.
Sending Invoices to the BSC
- Invoices should be sent via email or fax. Please send only one invoice per email or fax. Sending multiple invoices together will slow down the payment process. Please see Guidelines for Email Attachments below.
Fax: 212-971-5060 (invoices only)
- If you cannot email or fax an invoice, mail it to the following address:
MTA Business Service Center
333 W. 34th Street, 9th Floor
New York, NY 10001-2402
Contacting the BSC
Call or send an email to the BSC Customer Management Center. Please have your federal Tax Identification Number (TIN) available.
Hours: 8:30 a.m. to 5 p.m., Monday-Friday
Phone: 646-376-0123 (you will be asked to enter your TIN for validation)
Email: email@example.com (please include the PO number and your TIN)
Requesting Electronic Payment and Other Forms
The BSC encourages vendors to accept payments through ACH/EFT (Automated Clearing House/Electronic Funds Transfer).
The BSC Vendor Center provides easy access to the following forms:
- Vendor Master Setup Maintenance Request Form (use for electronic payment)
- W9 Request for Taxpayer Identification Number and Certification
- Stop Payment & Payment Reissuance Request
Invoice Submission – Guidelines for Email Attachments
To ensure timely processing of invoices, please follow these guidelines for attachments when sending invoices via email to the MTA Business Service Center email box firstname.lastname@example.org.
File Size (email and attachments)
- Each email plus attachments should not exceed 2 MB
File Types Accepted (note restrictions)
Files with the following extensions are accepted:
Scanned or "PDF" documents
- .pdf (Preferred)
- .tif (Image)
- .jpg (Image)
- Do not send "interactive" or "fillable" PDFs (i.e., PDFs that require input)
MicroSoft Office documents
- doc/.docx (Word)
- .xls/.xlsx (Excel)
- Do not send Microsoft Office documents that are "read only." You can check this by opening the document prior to sending. You will see a "read only" prompt appear while opening the document. Convert this file-type to PDF before sending.
- Do not send Microsoft Office documents that have non-standard print areas and margins (print areas that are outside of the standard 8 ½" by 11"). Adjust the margins before sending.
File Types/Attachments NOT Accepted
- Attachments such as company graphics (gifs) located in email signatures
- Attachments that are 'Password Protected'
- Attachments that have ".unk" extensions
- Word and Excel documents that are macro enabled
- ".vcf" or ".vcard" contact information as an attachment
- html or ".zip" attachments
- A "Forward" of a forwarded email; attachments cannot be forwarded twice
Note: These guidelines are subject to periodic revision. Please check for updates at www.mta.info or the BSC Vendor Center at www.mtabsc.info/vendors.
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