Subject:

GFO Updates - Reissuing or Cancelling Refund, Vendor, Employee Expense, or SSP Checks

Guidance:

The Office of the State Comptroller (OSC) has updated the policies and procedures regarding refund, vendor, employee expense, and SSP checks that are returned and/or need to be reissued. The reason for these changes is to increase efficiencies and reduce the time required for agencies, The Department of Taxation and Finance (DTF) Treasury and OSC to process stop payment requests for checks. 

Effective July 1, 2025, the following changes will go into effect:

• Agencies will now enter stop payment requests directly into the SFS for all refund checks issued from the Comptroller’s Refund Account and checks representing payment of one voucher issued from the State’s General Checking Account. Checks representing payment of multiple vouchers, regardless of agency, will still be requested by submitting a completed TD-346 form to [email protected].
• Agencies must work with their SFS Agency Security Administrator (ASA) to assign the new role of NYF_AGY_AP_PYM_STOP_REQ to agency staff that will enter stop payment requests directly into the SFS. This role will need to be assigned for both bulkload and online agencies. During the transition period, OSC and DTF Treasury will continue to assist in processing stop payment requests for agencies while they work on assigning the required SFS role to agency staff.
• Agencies will no longer need to email an AC3337 to OSC or a TD-346 to DTF Treasury for stop payment requests they enter directly into the SFS.
• Form AC3337 has been renamed to “Request for Check Copy or Forgery Claim for the Comptroller’s Refund Account (P and W Checks)”. The form has also been updated to remove the options to request that OSC complete check stops.  The updated form can be obtained from the OSC website (see reference below). If an agency needs a copy of the previous AC3337 form to use until they have completed the role assignment in SFS, they can request a copy by emailing [email protected].
• A new public query ‘NY_AGY_STOP_PAYMENT_REQUESTS’ will be made available for agencies to monitor stop payment transactions entered directly in the SFS.
• SFS will add a new handbook ‘Agency Stop Payment Request’ and job aids to SFS Coach on July 1, 2025.

Reference:

Guide to Financial Operations (GFO):

Chapter XII.9.C – Reissuing or Cancelling a Vendor, Employee Expense, or SSP Check
Chapter XII.9.G - Reissuing or Cancelling a Refund Check

Office of the New York State Comptroller Website: https://osc.state.ny.us/state-agencies/forms