To outline key steps in

• Voucher preparation in order to minimize vendor inquiries, and
• Handling vendor inquiries.

The Auto Check Combining process (Bulletin A-491) began October 9, 2001 and combines payments with the same Check Date, Payee ID number and CAS-generated Zip Plus 4. The Zip Plus 4 is based on the address an agency enters on the voucher. With each check, the CAS generates a remittance advice that is printed either on the check stub (if there are 25 or less remittance records) or on a separate page (VOU460) that is mailed with the check. The remittance advice includes the originating agency, telephone number, voucher number, reference/invoice number, date and amount for each payment included in the check. This information can also be found on OSC's Payment Information Inquiry website at:

https://wwe1.osc.state.ny.us/pay

NOTE: Please bookmark this site for faster, more efficient access.

Overall, the Auto Check Combining process is successful. Vendors benefit by no longer receiving many checks from the State each day, reducing their processing costs. OSC and the Division of the Treasury benefit from reduced checks and decreased postage and handling costs. A projected reduction of 750,000 checks annually will result in savings of over $300,000.

However, there have been instances where vendors have been unable to properly apply portions of combined payments. These instances can be avoided if the following points are adhered to when creating vouchers and when dealing with vendors who have questions about payments.

Because Auto Check Combining relies on the information agencies enter on the voucher, pay particular attention to the following.

• Use correct Payee ID Numbers.
• Use the correct "remit to" address in the address field. (This will be used to generate the Zip Plus 4 for combining.)
• Adhere to postal addressing standards (Bulletins A-265, A-332R1, A-364R1).
• Use the reference/invoice field on the voucher to provide accurate, meaningful information (e.g. account number, invoice number) to the vendor so payments are credited correctly.
  • Failure to provide accurate, meaningful reference/invoice information could delay the proper crediting of not only your payment but also the payments from the multiple agencies that are included in the combined check.

If a vendor does have questions on the correct application of a payment, agencies should:

• Access OSC's Payment Information Inquiry website at https://www2.osc.state.ny.us/pay. This will show whether the check has combined payments and will allow the agency to verify that meaningful reference/invoice information was included on the voucher.
• Refer the vendor to this website, and suggest they bookmark it. This will give the vendor reference/invoice information for each payment on the check.
  • This website can also display remittance advices for all payments made to a vendor over the last three years. It's an important reference tool which vendors should be encouraged to use before contacting agency finance offices.

Direct questions on this bulletin to the Accounting Information Center at acctsys@osc.state.ny.us or (518) 473-1170.