SECTION OVERVIEW AND POLICIES
Business Units must use a Centralized Corporate Customer to create a revenue contract in the SFS, for Interagency billing and payment processing and to track revenue received from Federal Grant sources. OSC’s Vendor Management Unit (VMU) creates and maintains all Centralized Corporate Customers. Creation of a Centralized Corporate Customer requires the customer to first be a registered vendor in the New York State Vendor File. Refer to Section 3 - Vendor Registration of this Chapter for additional guidance on how to register a vendor.
The VMU creates Centralized Corporate Customers using the same legal name and remit to address that is on the entity’s Vendor File record. Business Units may use the Centralized Corporate Customers as created, or may customize the Centralized Corporate Customer information, such as billing address or contact information. The customization is only accessible to the Business Unit that made the change and does not overwrite the information on the Centralized Corporate Customer record accessible to all Business Units.
There may be instances where a Business Unit needs to bill and/or track receivables for vendors that will provide revenues to only that Business Unit. In this case, a Centralized Corporate Customer is not required. Business Units can create Local Customers accessible to only that Business Unit. Refer to Section 7.B - Local Customers of this Chapter for additional guidance on the Local Customers.
Centralized Corporate Customers are used for Revenue Contracts, Interagency billing and payments, and Federal Grants.
REVENUE CONTRACTS
Revenue Contracts are agreements between the State and private individuals and/or businesses for the collection of revenue.
The VMU is responsible for creating all Centralized Corporate Customers for Revenue Contracts in the SFS at the request of the Business Units. Refer to Section 7.A - Centralized Corporate Customer Registration of this Chapter for guidance on how to make this request. All Customer IDs for Revenue Contracts begin with “NYCST” followed by the ten digit Vendor ID number (e.g., “NYCST1100000023”).
INTERAGENCY BILLING AND PAYMENTS
Each Business Unit is assigned a Customer ID and Vendor ID in the SFS for interagency billing and payment processing. This process allows Business Units to bill and/or pay each other without the need for paper and checks. Business Units may still seek additional support for the transaction as needed. As the SFS creates new Business Units, the VMU will create the related Vendor and Centralized Corporate Customer records.
The naming convention for Business Unit Centralized Corporate Customers will follow the naming convention of the General Ledger Business Unit used for statewide reporting and interagency billing. Refer to Section 7.A - Interagency and Federal Grant Centralized Corporate Customers of this Chapter for a listing of all Federal Grant Customers and their IDs.
FEDERAL GRANTS
Tracking revenue received from Federal Grant sources allows the State to properly account for and manage the revenue received. OSC’s Bureau of Accounting Operations will notify the VMU about new sources of Federal Grant revenues. VMU will then create the related Vendor and Centralized Corporate Customer records.
All Customer IDs for Federal Grant sources follow the naming convention of “US_XXXX.” For example: “US_DEFENSE”, “US_HOUSING”, “US_SOC_SECURITY.” Refer to Section 7.A - Interagency and Federal Grant Centralized Corporate Customers of this Chapter for a listing of all Federal Grant Customers and their IDs.
- Centralized Corporate Customer Registration
Business Units must use Centralized Corporate Customers to create and approve Revenue Contracts in SFS, to process interagency bills, and to receive Federal Grant revenues.
Process and Transaction Preparation:
X.7.A Centralized Corporate Customers - Image
QUESTIONS
For questions about this process, contact the VMU (518) 486-4602 or email [email protected].
- Interagency and Federal Grant Centralized Corporate Customers
Business Units must use Centralized Corporate Customers to receive interagency and federal grant revenues. The Vendor Management Unit establishes these Customers. If the Customers in this section do not meet the Business Unit’s needs, please refer to Section 7.A - Centralized Corporate Customer Registration of this Chapter for instruction on requesting a Centralized Corporate Customer.
INTERAGENCY CENTRALIZED CORPORATE CUSTOMER IDS
This section informs Business Units of their established Interagency Identification Numbers (IDs) to be used in the Statewide Financial System (SFS).
Each Business Unit has a Customer record and Vendor record in SFS for Interagency billing and payment processing. The following listing provides each Business Unit and their associated Vendor ID and Customer ID:
Vendor ID Customer ID Business Unit 0420000001 NYS01 NEW YORK STATE STATEWIDE 0420000002 ABC01 DIVISION OF ALCOHOL AND BEVERAGE CONTROL 0420000003 AGM01 DEPARTMENT OF AGRICULTURE & MARKETS 0420000004 APA01 ADIRONDACK PARK AGENCY 0420000005 ART01 COUNCIL ON THE ARTS 0420000006 BNK01 BANKING DEPARTMENT 0420000007 BOE01 BOARD OF ELECTIONS 0420000008 CFS01 OFFICE OF CHILDREN & FAMILY SERVICES 0420000009 CJC01 JUDICIAL CONDUCT 0420000010 CJN01 JUDICIAL NOMINATIONS 0420000011 CJS01 JUDICIAL SCREENING 0420000012 CNY01 CITY UNIVERSITY OF NEW YORK 0420000013 COC01 STATE COMMISSION OF CORRECTION 0420000014 CPB01 CONSUMER PROTECTION BOARD 0420000015 CPI01 COMMISSION ON PUBLIC INTEGRITY 0420000016 CQC01 QUALITY CARE & ADVOCACY PERSONS WITH DISABILITY 0420000017 OVS01 OFFICE OF VICTIM SERVICES 0420000018 DCJ01 DIVISION OF CRIMINAL JUSTICE SERVICES 0420000019 DCS01 DEPARTMENT OF CIVIL SERVICE 0420000020 DDP01 DEVELOPMENTAL DISABILITY PLANNING COUNCIL 0420000021 DEC01 DEPARTMENT OF ENVIRONMENTAL CONSERVATION 0420000022 DED01 DEPARTMENT OF ECONOMIC DEVELOPMENT 0420000023 DHR01 DIVISION OF HUMAN RIGHTS 0420000024 DMN01 DIVISION OF MILITARY & NAVAL AFFAIRS 0420000025 DMV01 DEPARTMENT OF MOTOR VEHICLES 0420000026 DOB01 DIVISION OF BUDGET 0420000027 DOH01 DEPARTMENT OF HEALTH 0420000028 DOL01 DEPARTMENT OF LABOR 0420000029 DOP01 DIVISION OF PAROLE 0420000030 DOS01 DEPARTMENT OF STATE 0420000031 DOT01 DEPARTMENT OF TRANSPORTATION 0420000032 DOC01 DEPARTMENT OF CORRECTIONAL SERVICES 0420000033 DPS01 DEPARTMENT OF PUBLIC SERVICE 0420000034 DSP01 DIVISION OF STATE POLICE 0420000035 DTA01 DIVISION OF TAX APPEALS 0420000036 DVA01 DIVISION OF VETERANS AFFAIRS 0420000037 EXC01 EXECUTIVE CHAMBER 0420000038 FOB01 FRANCHISE OVERSIGHT BOARD 0420000039 GHC01 GREENWAY HERITAGE CONSERVATION HUDSON VALLEY 0420000040 GOR01 GOVERNORS OFFICE OF REGULATORY REFORM 0420000041 HCR01 DIVISION OF HOUSING AND COMMUNITY RENEWAL 0420000042 HES01 HIGHER EDUCATION SERVICES CORPORATION 0420000043 HRV01 HUDSON VALLEY GREENWAY COMMUNITIES COUNCIL 0420000044 IOL01 INTEREST ON LAWYER ACCOUNT 0420000045 LAW01 DEPARTMENT OF LAW 0420000046 LTG01 LIEUTENANT GOVERNOR 0420000047 LGP01 LAKE GEORGE PARK COMMISSION 0420000048 LTY01 DIVISION OF LOTTERY 0420000049 MIG01 OFFICE OF MEDICAID INSPECTOR GENERAL 0420000050 NQN01 NORTHEASTERN QUEENS NATURE & HISTORY COMMISSION 0420000051 OAS01 OFFICE OF ALCOHOL & SUBSTANCE ABUSE SERVICES 0420000052 OER01 GOVERNORS OFFICE OF EMPLOYEE RELATIONS 0420000053 OFA01 STATE OFFICE FOR THE AGING 0420000054 OFT01 OFFICE FOR TECHNOLOGY 0420000055 OGS01 OFFICE OF GENERAL SERVICES 0420000056 DHS01 DEPARTMENT OF HOMELAND SECURITY 0420000057 OIG01 OFFICE OF THE STATE INSPECTOR GENERAL 0420000058 OLS01 OFFICE OF INDIGENT LEGAL SERVICES 0420000059 OMH01 OFFICE OF MENTAL HEALTH 0420000060 OPD01 OFFICE FOR PEOPLE WITH DEVELOPMENTAL DISABILITIES 0420000061 OSC01 OFFICE OF THE STATE COMPTROLLER 0420000062 OSF01 OIL SPILL FUND 0420000063 PDV01 OFFICE FOR PREVENTION OF DOMESTIC VIOLENCE 0420000064 PER01 PUBLIC EMPLOYEE RELATIONS BOARD 0420000065 PRK01 PARKS RECREATION & HISTORIC PRESERVATION 0420000066 RWB01 RACING AND WAGERING BOARD 0420000067 SED01 STATE EDUCATION DEPARTMENT 0420000068 SID01 INSURANCE DEPARTMENT 0420000069 SNY01 STATE UNIVERSITY OF NEW YORK 0420000070 SCF01 STATE UNIVERSITY CONSTRUCTION FUND 0420000071 TAX01 DEPARTMENT OF TAX AND FINANCE 0420000072 TDA01 OFFICE OF TEMPORARY & DISABILITY ASSISTANCE 0420000073 WCB01 WORKERS COMPENSATION BOARD 0420000074 WIG01 OFFICE OF WELFARE INSPECTOR GENERAL 0420000075 UCS01 UNIFIED COURT SYSTEM 0420000076 ASM01 ASSEMBLY 0420000077 SEN01 SENATE 0420000078 JOL01 JOINT OPERATIONS LEGISLATURE 0420000079 NCS01 NATIONAL AND COMMUNITY SERVICE FEDERAL GRANTS CORPORATE CUSTOMER IDS
Centralized Corporate Customers are created to track revenue received from Federal Grant sources. The following listing provides each Federal Grant entity and their associated Customer ID:
Vendor ID Customer ID Customer Name 1000033316 US_APP_REG_COMM US Appalachian Regional Commission 1100011543 US _NAT_COMM_SV US Corp for National & Community Service 1100011544 US_AGRICULTURE US Department of Agriculture 1100011544 US_AGRICULT/01 US Dep't of Agriculture 1000040945 US_COMMERCE US Department of Commerce 1100011545 US_DEFENSE US Department of Defense 1100011546 US_EDUCATION US Department of Education 1100011547 US_ENERGY/01 US Department of Energy /01 1100011547 US_ENERGY/06 US Department of Energy /06 1100011548 US_HHS US Department of Health and Human Services 1100011549 US_HOMELAND_SEC US Department of Homeland Security 1100011550 US_HOUSING US Department of Housing & Urban Development 1100011551 US_JUSTICE US Department of Justice 1000040944 US_LABOR US Department of Labor 1100011552 US_STATE US Department of State 1100011553 US_INTERIOR US Department of the Interior 1100011554 US_TRANSPORT US Department of Transportation 1100011555 US_VET_AFFAIRS US Department of Veterans Affairs 1100011556 US_ELECT_ASSIST US Election Assistance Commission 1000031974 US_ENV_PROTECT US Environmental Protection Agency 1000031971 US_EQUAL_EMPLOY US Equal Employment Opportunity 1100022687 US_FISH_&_WILD US Fish and Wildlife Service 1000017981 US_GEN_SVC_ADM US General Services Administration 1000032095 US_GEOLOGICAL US Geological Survey 1100011849 US_NAT_ARCHIVE US National Archives 1100022688 US_INST_STAND US National Institute Standards & Tech 1100022689 US_NAT_OCEANIC US National Oceanic & Atmospheric Admin 1100022690 US_PARK_SERVICE US National Park Service 1100011850 US_NAT_SCI_FND US National Science Foundation 1100022691 US_NAT_TELECOM US National Telecommunications & Info 1100011851 US_NEA/NEH US Nat'l Endowment for Arts/Humanities 1100011852 US_SMALL_BUS_AD US Small Business Administration 1100011853 US_SOC_SECURITY US Social Security Administration
Guide to Financial Operations
REV. 09/09/2015