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XII.5.I Prompt Payment Interest – XII. Expenditures
… the Net Due Date is 30 calendar days, excluding legal holidays, after the MIR date. However, the following … contracts, the Net Due Date is 75 calendar days, excluding holidays, after the MIR date. For payments to qualified Small … vendors, the Net Due Date is 15 calendar days, excluding holidays, after the MIR date. If the Net Due Date falls on a …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5i-prompt-payment-interestXII.6.Q Paying and Reconciling State Credit Card Charges – XII. Expenditures
… contract expenditures are recorded accurately and timely. Invoice Field In the invoice field of the voucher, the agency must enter the full … the account number. Failing to use this format in the invoice field may prevent the credit card supplier from …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii6q-paying-and-reconciling-state-credit-card-chargesXII.8.G Payment Methods – XII. Expenditures
… date. To view a specific vendor’s available payment locations and methods, see the location tab on the vendor … Additional information about reviewing and selecting locations can be found in XII.5.D Selecting the Appropriate …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii8g-payment-methodsAccounts Payable Advisory No. 13
… Subject: Disabling Voucher Matching Guidance: It has come to our attention that several agencies have disabled or "turned off" the matching option on many POs/vouchers created in SFS. …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/13-voucher-matching-process-required-sfsIX.8.B Interest on Advance Payments to Vendors – IX. Federal Grants
In some instances payments are made to vendors including subrecipients before the vendors have disbursed their own funds
https://www.osc.ny.gov/state-agencies/gfo/chapter-ix/ix8b-interest-advance-payments-vendorsContract Advisory No. 21
… to be updated per Bureau of Contracts Contract Advisory 21 . Any contracts which have not been made available for use …
https://www.osc.ny.gov/state-agencies/advisories/contract-advisory/21-reminder-update-and-pre-encumber-contracts-converted-during-ee1-october-2015IX.12.M Journal Vouchers – IX. Federal Grants
… payments are considered interest neutral. Agencies are required to make every effort to properly allocate state … Agencies are required to make every effort to properly allocate state …
https://www.osc.ny.gov/state-agencies/gfo/chapter-ix/ix12m-journal-vouchersAccounts Payable Advisory No. 8
… payments on e-Supplier. Vendors are not able to seamlessly download the payment information to match up on invoice …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/8-one-invoice-voucherXII.6.A Paying Another State Agency – XII. Expenditures
… Interagency Vendor IDs. Before processing an Interagency payment, Business Units must identify if the billing is from … with one another, the Business Units must utilize the Accounts Receivable and Billing Modules in the SFS. The transaction is …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii6a-paying-another-state-agencyIX.8.A Accounting for Federal Refunds – IX. Federal Grants
… All federal refunds will be processed through AP as an adjustment voucher regardless of whether the grant award is open or closed with the federal … agency reach an agreement with a vendor that a refund debt will be entered as a credit memo, rather than submitted via …
https://www.osc.ny.gov/state-agencies/gfo/chapter-ix/ix8a-accounting-federal-refundsTravel/Conference Claim Requirements – Travel and Conference Expense Management
… should include: A copy of the approval form for travel or conference attendance (and if the traveler is exceeding the … standardized travel form. If the travel is for a conference, a certification of attendance and/or completion, … and necessary expenses claimed. This includes lodging; conference fees; air, train or bus travel; rental cars; meals …
https://www.osc.ny.gov/local-government/publications/travel-conference-expense/travelconference-claim-requirementsXII.6.L Replenishing an Advance Account – XII. Expenditures
… Units how to process vouchers to replenish a Business Unit’s advance account. Process and Transaction Preparation: … for the replenishment of an Advance Account, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii6l-replenishing-advance-accountXIV.13.A Overview – XIV. Special Procedures
… f requires the State to pay vendors promptly (within 30 days of the Merchandise/Invoice Received (MIR) date for most vendors, 15 days for qualified Small Business Vendors). When the State … 179 f requires the State to pay vendors promptly within 30 days of the MerchandiseInvoice Received MIR date for most …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xiv/xiv13a-overviewXII.6.O Paying Retainage – XII. Expenditures
… This section provides Business Units with instructions on recording and paying retainage against applicable contracts. … from an invoice for a contract payment that will be recording retainage, the Copy From option should be used. … This section provides Business Units with instructions on recording and paying retainage against applicable contracts …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii6o-paying-retainageXII.5.C Selecting the Appropriate Vendor and Address Sequence – XII. Expenditures
… Sequence associated with the remit-to address on the invoice for the vendor to receive payment. If vendors are … address: Select the appropriate Address Sequence on the Invoice tab of the voucher for the address from where the vendor mailed the invoice. Select the address that corresponds to where the …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xii/xii5c-selecting-appropriate-vendor-and-address-sequenceXI-A.8 Payment Tolerances – XI-A. Purchasing
… These select items typically have contractually volatile prices, such as fuel and milk products, or slight variances in quantities … Units may not be able to accurately anticipate the prices or quantities when creating the PO. Tolerance values …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xia/xi-a8-payment-tolerancesAccounts Payable Advisory No. 23
… of State Payments Reportable to the Internal Revenue Service Reference: Guide to Financial Operations (GFO), … of State Payments Reportable to the Internal Revenue Service …
https://www.osc.ny.gov/state-agencies/advisories/accounts-payable-advisory/23-properly-coding-vouchers-withholdingIX.8.C Payments to the U.S. Treasury and U.S. Department of Education – IX. Federal Grants
… purposes; Unspent “advance” funds for awards that are closed; Monies returned by grant recipients due to audit … Please note that while an agency might consider an award closed, the award may not have been closed by the awarding agency in the applicable draw system. …
https://www.osc.ny.gov/state-agencies/gfo/chapter-ix/ix8c-payments-us-treasuryForms for State Agencies and Employees
… Form # Form Name and Resources Format Accounting AC 22‑S Journal Voucher Excel AC 909‑S Report of Moneys Received Excel AC 1286‑S Refund of Appropriation Excel AC 3286‑A Federal …
https://www.osc.ny.gov/state-agencies/formsXIV.7 Monitoring Payments Made to Vendors – XIV. Special Procedures
… in New York’s Statewide Financial System requires Business Unit staff to verify all payments made are valid. To help in … made to vendors. It is important that designated Business Unit staff review the report regularly to ensure all transactions charged to your Business Unit are correct. It will alert your staff to errors that may …
https://www.osc.ny.gov/state-agencies/gfo/chapter-xiv/xiv7-monitoring-payments-made-vendors