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Voucher Coding Spreadsheet
Voucher Coding Spreadsheet
https://www.osc.ny.gov/files/state-agencies/excel/xii-6-b-paying-purchase-voucher-coding.xlsxXII.8.A Workflow in the Accounts Payable Module – XII. Expenditures
… have the ability to take the following actions: Hold – prevents users from taking action on a voucher until the user … supervised the services provided by a vendor. If the user does not have an approver role, the Business Unit can insert … Pushback functions, the workflow is restarted and the SFS does not automatically reinsert the Ad Hoc Reviewer or Ad Hoc …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii8a-workflow-accounts-payable-moduleXII.7.C Reprocessing an OSC Denied Voucher – XII. Expenditures
… a voucher that has been rejected by the Office of the State Comptroller (OSC), the Business Unit should address all of the reasons the voucher was rejected. Process and Document … in Section 5 - Agency Payment Preparation and Submittal of this Chapter. ONLINE BUSINESS UNITS When denying a …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7c-reprocessing-osc-denied-voucherXII.5.A Selecting the Appropriate Voucher Style – XII. Expenditures
… voucher styles are not used. Voucher Style Description of Use Additional Information Regular Voucher Used for … net to zero. A line must be added to record the receipt of the cash to a clearing account. Prepaid Voucher Used for … fund, department, and PCard clearing account). The use of the appropriate vendor and ChartFields is critical to …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5a-selecting-appropriate-voucher-styleExtra Service Payroll Voucher - AC 873
Extra Service Payroll Voucher - AC 873
https://www.osc.ny.gov/files/state-agencies/payroll/pdf/ac873_f.pdfXII.4.E Electronic Invoicing – XII. Expenditures
… If the invoice passes the initial validations, it will be selected for processing by the Voucher Build … and the invoice passes validations within the module, it reaches the Voucher Build process. Agencies should refer … will experience errors in the Voucher Build process. It is important that the agency correct the errors and enter …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii4e-electronic-invoicingXII.4.B Certification of Vouchers – XII. Expenditures
… SECTION OVERVIEW AND POLICIES Overview Section 110 of New York State Finance Law requires the head of the agency certify or approve vouchers for submission to the Comptroller for audit. Other … Section 110 of New York State Finance Law requires the head of the agency …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii4b-certification-vouchersXII.5.E Processing Vouchers Against a Purchase Order – XII. Expenditures
… exceeds the purchase order due to allowable variances in price or quantity, the purchase order must be amended to …
https://www.osc.ny.gov/state-agencies/chapter-xii/xii5e-processing-vouchers-against-purchase-orderVII.3 AP Adjustment Voucher Overview – VII. State Revenues and Appropriated Loan Receivables
… This Section explains the appropriate types of transactions and required Vendor ID to be used on each AP Adjustment … York State often receives checks from vendors, recipients, and employees that represent a return of a full or partial … of payments are called “Refunds of Appropriation” (ROA) and result in a credit to the appropriation expenditures from …
https://www.osc.ny.gov/state-agencies/gfo/chapter-vii/vii3-ap-adjustment-voucher-overviewAccounts Payable Advisory No. 21
… Guidance: This advisory is to inform Business Units of new guidelines for referencing a Master Contract ID on a voucher. As stated … one invoice on each voucher. Prior to creating a voucher, the vendor must provide the Business Unit with a proper …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/21-master-contractsXII.8.B Matching – XII. Expenditures
… orders in four basic ways and these configurations affect how associated vouchers are matched. The four basic … purchase orders in two basic ways and these configurations affect how associated vouchers are matched. The two basic …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii8b-matchingOperational Advisory No. 32
… regarding new Vendor ID’s, the proper use of the Vendor ID and required supporting documentation including related voucher identification and attachments for all ROA transactions submitted online or … but the refund would be from the actual vendor (i.e. Staples). Agencies must include the Citibank voucher ID as …
https://www.osc.ny.gov/state-agencies/advisories/operational-advisory/32-refund-appropriation-ap-adjustment-voucher-guidelinesAccounts Payable Advisory No. 57
… Subject: Selecting the correct Vendor ID when preparing a voucher Guidance: When preparing a … agencies should ensure they select the correct Vendor ID of the vendor that provided the goods or services. The Vendor ID on the voucher should match the Vendor ID on the purchase …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/57-selecting-correct-vendor-idTravel Advisory No. 14
… and/or the agency’s finance office are responsible for responding to the request. XII.7.B Voucher Denials …
https://www.osc.ny.gov/state-agencies/advisories/travel-advisory/14-gfo-updates-responding-audit-questions-voucher-denial-codesXII.5.B Unique Invoice Number Requirements – XII. Expenditures
… has worked with certain complex vendors, such as National Grid and Verizon, to develop a consistent invoice numbering …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5b-unique-invoice-number-requirementsAccounts Payable Advisory No. 58
… facilitate the SFS functionality that prevents the payment of duplicate invoices. When an agency enters a duplicate … the voucher until it enters a unique invoice number. In such instances, agencies should exercise due diligence in researching the potential duplicate invoice prior to …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/58-unique-invoice-number-requirementsVIII.3 Interagency Billing – VIII. Accounts Payable Journal Vouchers & General Ledger Journal Entries
… billing process provides visibility into the status of interagency receivables (open item) and payables … Billed Agency. If the Billed Agency disputes the amount of the charge, they must negotiate with the Billing Agency … voucher to the appropriate ChartField values for payment of the invoice before submitting the voucher for payment. The …
https://www.osc.ny.gov/state-agencies/gfo/chapter-viii/viii3-interagency-billingXII.9.D Refunds Owed to the State – XII. Expenditures
… section outlines the process for each of these options. Cancel the check Process a credit memo voucher Obtain a check … combined with another Business Unit’s check, they cannot cancel the check. Instead, the Business Unit must follow the … returns the State-issued check, the Business Unit must cancel the check. To cancel the State-issued check issued …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii9d-refunds-owed-stateXII.7.A Responding to Voucher and Expense Report Audit Questions – XII. Expenditures
… a Voucher Authorizer at the agency via phone call or email. Agencies have the following responsibilities to ensure … Online agencies must ensure their Voucher Authorizers’ email addresses are up to date in the Statewide Financial System, as these are the email addresses Bureau auditors will use. Bulkload agencies …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7a-responding-voucher-and-expense-report-audit-questionsXII.7.B Voucher Denials – XII. Expenditures
… email to inform them of the rejection reason. Agencies can run the Agency Comments Report to access information on the … and the voucher status will be “denied.” Agencies can run the Agency Comments Report to access information on the …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii7b-voucher-denials