- Introduce and explain a new "Auto" Check Combining Process.
- Review US Postal addressing standards.
- Eliminate "K" Check Route.
|Auto Check Combining Process:
The CAS currently combines payments across agencies for vendors receiving electronic payments and for selected "high volume" vendors receiving checks. Effective October 9, 2001, a new Auto Check Combining process will expand this function and will combine payments to any payee, across agencies, into one check without requiring any special voucher coding by agencies. Vendors will benefit by no longer receiving many checks from the State each day, reducing their processing costs. OSC and the Division of the Treasury will benefit from reduced checks and decreased postage and handling costs.
Auto Check Combining will be applied only to NYS' General Checking Account (A warrant) and the Thruway Operating Account (M warrant). Payments will be combined if the following match:
- Check date
- Payee ID
- "Zip Plus 4" code (generated from postal-approved software on the CAS)
Important Auto Check Combining points.
- Payments will only be combined within, not between, bank accounts. 'A' warrants won't be combined with 'M' warrants.
- The current High Volume Vendor Combining process (Bulletin A-458), which requires entry of a Payee ID, Payee ID Additional and Zip Code on the voucher, will not be affected at this time. If an agency currently uses this process for a vendor, continue to do so until further notice.
- Auto Check Combining requires entry of a payee name and properly coded address.
- Current check stock can list up to 25 invoices per check. For checks referencing more than 25 invoices, the CAS prints a separate Remittance Advice (VOU460) which the Division of the Treasury will mail with the check. Page 4 of a VOU460 is illustrated on Exhibit A.
|Auto Check Combining Exclusions :
The following payments are excluded from the Auto Check Combining process.
- Payments with a Check Route code.
- Payments to school districts and municipalities on the CAS Payee Name and Address file (Bulletin A-250R1).
- Payments to the NYS Payee ID 146013200.
- Payments from the following batch types.
- VJT - Judgements, Taxes and Court Awards on State owned Land
- VLC - Land Claims
- VLL - Liens
- VMA - Employee Moving Expense Reimbursement
- VNC - Not-For-Profit Contract Interest
- VNL - Not-For-Profit Contract Loans
- VPR - Payroll Audit
- VPZ - Payroll Maintenance
|Payments to Correctional Industries :
Payments to Correctional Industries use the State's Payee ID and will not be combined through Auto Check Combining. Vouchers for payments to Correctional Industries should continue to include the following voucher coding so payments are combined into one check.
- Payee ID: 146013200
- Additional: DCS99
- Zip Code: 12204
- Route Code: 'B'
|CAS Reports and Transactions Files:
CAS reports and transaction files will not be affected by Auto Check Combining.
- Payee List By Agency and Voucher (VOU065) will continue to list all current data.
- Transaction files sent to agencies will not change but the same check number can appear for multiple vouchers.
- The Payment Database inquiry (https://wwe1.osc.state.ny.us/pay ) will show the total check amount and list all combined payments.
|Postal Addressing Standards:
The Auto Check Combining process relies on a properly addressed payment so the CAS can generate a valid 'Zip Plus 4' code. The following standards apply; examples can be found in Bulletins A-265, A-332R1 and A364R1.
- Use a valid, precise delivery address (e.g. 12 Main Street or PO Box 162).
Note: Enter either a street address or a PO Box, but not both.
- Use US Postal standard abbreviations (e.g. PO Box, Dept, Bldg).
- Punctuation (periods, commas, etc.) should not be used in the delivery address line.
- Break down the delivery address line into its individual components, showing floor, room, suite, etc., if known. Leave one space between address components.
- Use voucher fields for intended information only. Don't enter address in the payee name field, city name in the address field or state name in the city field.
- Begin in the first position of voucher address fields; do not lead with spaces.
|Obsolete "K" Check Route:
In conjunction with changes for the Auto Check Combining process, Route Code 'K' will be made obsolete.
- Effective immediately, discontinue use of Route Code 'K'.
- Error code 631-INVALID ROUTE CODE will be issued if Check Route 'K' is used in voucher entry or correct.
Direct questions on this bulletin to the Accounting Information Center at email@example.com or (518) 473-1170.
A-250R1 Municipality and School District Payee Ids
A-265 US Postal Addressing Standards
A-332R1 US Postal Addressing Standards
A364R1 US Postal Addressing Standards
A-458 Vendor Combining Process