Finance and Accounting 
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TABLE OF CONTENTS:

  • CONTROLLERSHIP- WHO ARE WE?
  • VENDOR/ SUPPLIER SERVICES
  • CLIENT AND CUSTOMER SUPPORT
  • CLIENT INVOICING AND CREDIT APPLICATION

CONTROLLERSHIP- WHO ARE WE?

  • Jim O’Donnell – VP Controller & Treasurer
  • Matt Pirozzi – Assistant Controller
  • Pete Fornabaio – Director Advertising Services
  • Mark Murphy – Director Accounting Systems
  • Margo O’Shea – Tax Director
  • Amy Jones – Director AP & Cash Dispursement

The Controllership functions of HFM U.S. have responsibility for the following:

  • The monthly financial closing process and management of the general ledger and sub-ledgers
  • HFM Tax Compliance and Reporting
  • Support and Development of Financial Systems and Applications
  • Client Invoicing, Credit Verification and Cash Collections, Accounts Receivable Management
  • Vendor , Supplier, Partner, Payment Processing and Administration

VENDOR/ SUPPLIER SERVICES

HOW TO BECOME A HFM U.S. VENDOR

Welcome to Hachette Filipacchi Media and thank you for your enrollment. As business partners, we value our relationship and look forward working with you. Hachette Filipacchi Media issues purchase orders to authorize the purchase of goods and services. Once the goods or services are received, Accounts Payable uses this information to process your invoice for payment. The following will introduce you to our ordering and payment process to ensure your invoices are paid promptly.

INITIAL VENDOR SET-UP PROCESS

All new vendors are required to provide a completed and submit a W9 (US) or W8BEN (Foreign) once to either your buyer or Accounts Payable. Both forms and instructions are included in this message. The form can either be mailed, emailed, or faxed. The information on the form will be entered into the purchasing and accounts payable system. Once the information on your form is entered, you have completed the registration process. Please submit your complete form using one of the following venues:

Mail to:
HFMUS
PO Box 1305
New York, NY; 10101
Attn: Accounts Payable

Fax to: 212-767-4604

Please be sure your form is signed and dated before you submit the W9 or W8BEN for processing. An updated should be submitted if you have a change of address, name or to verify your tax identification number (TIN).

INVOICE REQUIREMENTS

HFMUS will pay all invoices timely providing the following information and procedures are followed. Any deviations to the following will delay your invoice from being processed. No payments will be issued unless a completed W9 or W8BEN is on file.
Invoices mustcontain an Purchase Order Number, Invoice Number, Invoice Date, Invoice Amount, Remit To information, Brief description of the goods or services provided, Quantity, Unit Price, and Totals. If there are charges for Sales tax and freight, be sure they are summarized as a separate line amount.

INVOICE SUBMISSION

All invoices can be submitted for payment to one of the following invoice submission locations.

HFM U.S.
Accounts Payable
PO Box 1305
New York, NY 10101

or

Sent via emailed as a PDF document to Payables@hfmus.com

Invoices in any format other than a PDF format will be rejected and returned. Sending your invoices via fax is not acceptable.

INVOICE PAYMENTS

Invoice payments are determined based on the invoice date and the payment term assigned. For example, if your invoice is dated January 1st and you are on a Net 45 Day Payment Term, the invoice would be scheduled for payment on February 15th. Since we issue checks every Thursday, the check for the invoice in this example would be issued on February 15th (Thursday).

PAYMENT TERMS

Our standard payment terms are:

  • Trade Vendors (Corporations, LLC, etc.)- Net 45 Days
  • Independent Contractors, Stringers, Contributors, Freelancer- Net 13 Days

NEW VENDOR SET-UP FORMS AND INSTRUCTIONS

Forms

http://www.irs.gov/pub/irs-pdf/fw8ben.pdf

http://www.irs.gov/pub/irs-pdf/fw9.pdf?portlet=3

Instructions

http://www.irs.gov/pub/irs-pdf/iw8ben.pdf

http://www.irs.gov/pub/irs-pdf/iw9.pdf

CLIENT AND CUSTOMER SUPPORT

AP Staff

Amy Jones, Director 212-767-4605

Raisa Piotrowski, Manager 212-767-4607

Disbursements, Check Info, Check Maintenance, 1099 questions

Pat Harley, Manager 212-767-4608

Invoice and General Questions

Lloyd Brown, AP Associate 212-767-4658

Genesis Jules, AP Associate 212-767-4685

Maggie Arroyo, T&E Associate 212-767-5081

CLIENT INVOICING AND CREDIT INFORMATION

ADVERTISING SERVICES – responsible for Billing, Credit & Collections and Cash Application for Advertising Services. For inquiries related to advertising service, please contact: Peter J. Fornabaio, Director at (212) 767 4619

BILLING – responsible for generating client invoices for display, classified and web services. For inquires related to invoice detail please contact: Michael Mullaly, Associate Director at (212) 767 4647

CREDIT AND COLLECTIONS – responsible for credit evaluation for new accounts and collection services. For inquires related to credit, collections or invoice payments please contact: Lancey Baskett, Associate Director at (212) 767 4614

  • HFMUS standard payment terms of sale are 30 days
  • A new advertising client is required to complete an application for credit prior to being entered AR System as a client
  • Credit application can be accessed at (Katherine to fill-in). Completed forms should be sent to Lancey Baskett at the above address

ACCOUNTS RECEIVABLE – responsible for cash posting of client payments. For inquires regarding lost payments or cash application postings please contact: Desiree Blackmore, Manager at (212) 767 4669

  • Please contact Accounts Receivable in order to receive HFMUS banking details for electronic

Click below to download a PDF of the Credit Application.

pdf Credit Application