Supplier Invoicing FAQs

All submissions to the email inbox will generate an autoreply which confirms the invoice was received. If the criteria outlined in the autoreply, and outlined below, is met, the invoice will be processed for payment.

To ensure that invoices are processed in a timely manner, all submissions must contain the following:

• Invoice must be addressed to NYS Canal Corporation
• Subject Line: include Vendor name, Purchase Order Number (& Canal location – if applicable)
• Purchase Order (PO) must be valid or invoice will be rejected; do not indicate an expired PO number or self-generated one.
• Format: All submissions must be in PDF format only. If this is not an option for you, please mail a hard copy to the address below.
• Each invoice including all related back-up must be submitted as a single PDF document.
• Multiple Invoices may be sent in one e-mail as separate individual PDF attachments.
• PDF Invoice: must be black & white; do not submit in color.
• Freight over $100 must include a copy of the freight bill along with the invoice.
• Do not send statements or inquiries to the automated inbox, only PDF invoices.
• Questions and inquiries should be directed to APInquiry@nypa.gov.

If your submittals or unpaid invoices did not comply with the above outlined requirements, please make the necessary corrections, and resubmit. Any deviation from this process will result in delay of payment.

All Invoices must be sent to one of the two following options:

1. APCanal@nypa.gov
2. Submissions by mail to:
   New York State Canal Corporation
   Attn: Accounts Payable Department
   PO Box 1635
   White Plains, NY 10602-1635

Submit by email to APCanal@nypa.gov

It is strongly recommended to send to the automated inbox above to expedite processing. If submitting through regular US mail to the address above via an invoice card, please enclose the card in an envelope.

Contact the Canal Representative who ordered the goods and/or services at the NYS Canal Corporation.

You may include multiple invoices in one email. You must attach each invoice, along with any back-up information, as single PDF documents.

No, you should reach out directly to Accounts Payable at APinquiry@nypa.gov.

Most payments are processed net 30 days from the receipt of the invoice in our system. Invoices that are not paid 30 days from the invoice date may not have followed the required submission process. Please send inquiries to APinquiry@nypa.gov.

• If reaching out to mailbox listed above, the message must include specific inquiry/question and any pertinent information (i.e., Invoice #, PO #, Date Submitted, etc.).
• Please do not send account statements to AP without including this specific information or question with a copy of the invoice image.

All approved invoices are processed by 11:00 AM daily (business days only) according to NYS Prompt Payment policy. Checks will be mailed by JP Morgan Chase Bank in Syracuse the next business day. Check payments will include the invoice details on the check stub.

You will receive an ACH notification email the day the payment posts, which will include the invoice details. Fund transfer takes place the next business day.

Email SRM@nypa.gov if you would like to switch from check payments to ACH transfers. Required forms and verifications will be provided.

Email SRM@nypa.gov and send a current updated W-9 form (dated within one year) with request and include old remit and requested new remit.

You will receive an email requesting the missing information and requesting you resubmit your invoice with the missing info.

If rejected by the Canal Corporation Approver, the requisitioner of the good/service will reach out to you and request any corrections or additional information/supporting docs required, to process your invoice for payment.