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Basic Voucher process ‐ creation through payment

Presentation from 2016 Fall Conference

XII.5.F Payment Dates and Terms Overview – XII. Expenditures

… section is to provide guidance to agencies about important dates involved in the payment process as well as the payment … determining the later of invoice or merchandise received dates. However, there may be instances where the agency must … section is to provide guidance to agencies about important dates involved in the payment process as well as the payment …

XII.9.G Reissuing or Cancelling a Refund Check – XII. Expenditures

… SECTION OVERVIEW AND POLICIES The purpose of this section is to provide guidance to agencies regarding refund checks … of the original payee. Depending on the reason the check is returned, the payee and the agency must take various … a Stop Payment Request To ensure a stop payment request is processed the same day as it is entered, agencies must …

Accounts Payable Advisory No. 54

… vouchers built using the Accounts Payable (AP) Mass Upload Tool, and lease vouchers created in the Real Estate …

XII.5.K Federally Reportable Payments – XII. Expenditures

… payments subject to federal reporting, including payments for legal settlements, judgments, and awards. Determining … exceptions to this rule require federal reporting for: All medical/healthcare services, except services from … or extended care facilities All attorney services except for real estate transactions. What is the payment for? …

Accounts Payable Advisory No. 1

… the invoice field . For instance, if an agency needed to pay the  May 2022  credit card invoice for account number …

XII.9.B Liens Against Payments Processed Using a Joint Custody Account – XII. Expenditures

… click the “View All” hyperlink on the Payment Information line. Review the Location field on each scheduled payment line. If the Location field on any scheduled payment line is “OSCOFSET” followed by a two-digit number (e.g. …

Opinion 89-10

… 3 of section 77-b provides that all actual and necessary registration fees, all actual and necessary expenses of … to attend a conference for estimated expenditures for registration fees, travel, meals, lodging and tuition fees. …

VII.3.C AP Adjustment Voucher Document Review – VII. State Revenues and Appropriated Loan Receivables

… OSC Review After Treasury notifies OSC Bureau of State Accounting Operations (BSAO) – Budgets and … the Fiscal Year by SFS, BSAO - Budgets and OSC’s Bureau of State Expenditures (OSC – BSE) according to the … After Treasury notifies OSC Bureau of State Accounting Operations BSAO Budgets and …

XII.5.H Appropriate Payment Amounts – XII. Expenditures

… Finance Law, Business Units cannot submit a voucher for payment unless goods or services and a proper invoice have … voucher. However, Business Units must retain and produce payment documentation to the Office of the State Comptroller … Finance Law Business Units cannot submit a voucher for payment unless goods or services and a proper invoice have …

Accounts Payable Advisory No. 40

… Subject: Business Units must always use the invoice and distribution lines in the … In order to account for payments properly, Business Units must always use the Invoice and Distribution Lines of the … Business Units must always use the invoice and distribution lines in the …

V.3.H Category Code – V. Chart of Accounts (COA) Governance

… SFS is configured to use UNSPSC (United Nations Standard Products and Services Code) Category codes statewide. There …

XII.6.H Paying an Accidental Death Benefit – XII. Expenditures

… In the event of an accidental death, the appropriate Business Unit must submit a payment through the Statewide Financial System (SFS). Business Units must create a Single Payment voucher using … payment for the reporting year. REQUIRED DOCUMENTATION Business Units are required to attach the following to the …

XII.8.H Voucher Mass Approval – XII. Expenditures

… Vouchers built using the Accounts Payable (AP) Mass Upload Tool; and Lease vouchers created in the Real Estate …

VII.3 AP Adjustment Voucher – VII. State Revenues and Appropriated Loan Receivables

XII.9.C Reissuing or Cancelling a Vendor, Employee Expense, or SSP Check – XII. Expenditures

… identified by the letter that appears on the face of the check. Vendor and employee expense checks have an “A” on the … or cancel other types of checks is as follows: Letter on Check Type of Check How to Reissue or Cancel Guidance B Payroll Payroll …

Housing Trust Fund Corporation – Internal Controls Over and Maximization of Federal Funding for Various Section 8 Housing Programs and the COVID Rent Relief Program (Follow-Up)

… – Internal Controls Over and Maximization of Federal Funding for Various Section 8 Housing Programs and the COVID Rent … Corporation (HTFC). Through HTFC, HCR receives federal funding from the U.S. Department of Housing and Urban …

XII.6.G Paying Debt Service – XII. Expenditures

… section informs Business Units how to process vouchers for Debt Service payments. The Office of the State Comptroller’s … created a Vendor ID to associate with every New York State Debt Service agreement. The Vendor IDs follow the schema … “03DSXXX001”. In the actual Vendor ID, X will equal the debt service number assigned to each agreement from the …

Accounts Payable Advisory No. 29

… Program) to assist with the certification due by April 30, 2026, and provide the additional area of review for the … by April 30, 2027. For the certification due by April 30, 2026, in addition to the annual certification of internal …

XII.6.F Paying Deceased Legislator Benefits – XII. Expenditures

… In the event of a legislator’s death, the appropriate Business Unit needs to submit an accounts payable claim. In order to do so, the Business Unit must establish the beneficiary as a single … status for beneficiaries. OSC NOTIFICATION Once the Business Unit obtains the single payment vendor ID and …