Vendor Payment Dispute Checklist

A Practical Guide for NYC Providers Experiencing Delayed or Missing Payments

1. Gather Your Documentation

Before contacting anyone or filing a claim, assemble all documents needed to demonstrate services were authorized and delivered.

  • Service logs (dated, including missed sessions)

  • Attendance verification or parent signatures

  • Session or progress notes

  • All invoices submitted (with dates)

  • W‑9 confirmation

  • Vendor ID and FAMIS/Payment numbers

  • FOFD or IHO order (if applicable)

  • Contracts or agency agreements

2. Confirm Your DOE Vendor Status

Many delays stem from technical issues in the vendor record.

  • Verify account is active

  • Confirm remit‑to address and bank info

  • Ensure correct service codes

  • Check that you are linked to each student in DOE systems

3. Track Invoice Submission and Processing

Maintain a running log showing each invoice’s submission, status, and follow‑up.

Recommended fields:

  • Invoice date

  • Submission method

  • Confirmation receipt

  • Follow‑up contacts

  • Status notes (Pending, Rejected, Approved not paid, etc.)

4. Follow Up with DOE Through Correct Channels

Directing communications to the right department speeds resolution.

  • Program Manager / School Admin

  • SESIS Help Desk / Vendor Helpline

  • CSE or Program Office (for IHO/FOFD services)

  • Contracted agency (if applicable)

5. Identify Common Reasons for Nonpayment

Some frequent causes include:

  • Incorrect vendor profile info

  • Missing W‑9

  • Wrong service codes

  • Student not loaded in billing system

  • Incorrect FOFD/IHO coding

  • Duplicate invoices

  • SESIS technical errors

6. Preserve All Communications

Save all emails, ticket numbers, and phone call summaries.

Your file should include:

  • Dates and timestamps

  • Names of DOE staff

  • Statements made about payment status

  • Promised timelines

  • Screenshots of DOE/SESIS system messages

7. Determine If the Delay Is Unreasonable

Delays beyond 90 days may indicate systemic issues.

Warning signs:

  • No movement on multiple invoices

  • Inconsistent explanations

  • Repeated requests for documents already provided

8. Evaluate Next Steps

If invoices remain unpaid, consider:

  • Formal demand to DOE

  • Filing a Notice of Claim

  • Litigation for breach of contract or quantum meruit

9. When to Contact Our Office

You should reach out if:

  • Invoices are older than 90 days

  • DOE repeatedly rejects invoices without explanation

  • Payments under FOFD/IHO orders are not released

  • You need assistance filing a Notice of Claim or initiating legal action

Schedule a confidential consultation with our office

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