SECTION OVERVIEW AND POLICIES

The Statewide Financial System (SFS) has bulkload functionality available, as well as mass approval functionality available for the following payment types:

• Procurement Card reconciliation vouchers;
• Vouchers built using the Accounts Payable Mass Upload Tool; and
• Lease vouchers created in the Real Estate Management Module.

Agencies are required to obtain approval from the Office of the State Comptroller’s Bureau of State Expenditures before utilizing the mass approval and/or bulkload functions on new payment streams in the SFS, including the three itemized above. This section provides agencies with guidance on how to request this approval. 

To request mass approval or bulkload functionality for any payment type, agencies must email the Bureau of State Expenditures at [email protected] and respond to the questions listed in the Process and Document Preparation section of this document. Agencies must have sufficient internal controls in place to ensure payment(s) are just, due and owing in accordance with State Finance Law §§ 109 and 110. For more information on payment certification requirements, please refer to Section 4.A – Vendor Requests for Payment and Section 4.B – Certification of Vouchers of this Chapter. 

Additionally, for the request for mass approval or bulkload functionality for a new payment stream to be considered, the agency must be in compliance with the New York Codes, Rules and Regulations’ annual requirement to certify their internal controls over the payment process. Please refer to Section 4.D – Certification of Internal Controls over the Payment Process of this Chapter for more information.

Process and Document Preparation:

To request voucher mass approval or bulkload functionality for any new payment stream for any payment type, the agency head or finance officer must send an email to [email protected].

The agency must include the following information in the email:

• Description of the payment stream associated with the request, as well as the anticipated annual volume and dollar amount of payments.
• The internal controls in place to ensure payments for the specific payment stream meet the certification requirement in State Finance Law §§ 109 and 110. Agencies must address how controls ensure payments are (i) just, true and correct, (ii) due and owing, and (iii) supported by sufficient and appropriate information.
• Justification for the mass approval or bulkload functionality. If the agency chooses bulkload functionality, provide justification on why bulkload is more efficient than using voucher mass approval.
• The name of the agency, and an agency contact person.
• Any other information the agency deems relevant.

OSC will notify the contact person identified by the agency of its decision.

If you have questions regarding voucher mass approval or bulkload, please contact Bureau of State Expenditures by email at [email protected].

Guide to Financial Operations

REV. 07/21/2026