REIMBURSEMENTS
All cash advance
accounts must only be reimbursed for appropriate, allowable
and documented State expenses.
Batch types
VRN and VRT are to be used for all cash advance reimbursement
vouchers.
- Travel (VRT) and non-travel (VRN) reimbursements
must be batched separately regardless of whether advances
are consolidated into one account.
- Use of batch types VRN and VRT for all other types
of voucher payments is discouraged.
Reimbursements
to cash advance accounts are required at least once a
month and made electronically after Special Charge Vouchers
are audited and released for payment.
Salary
advances will continue to be recouped using the procedures
outlined in Volume XI - Controls and Special Procedures,
Section 4.0310.
ELECTRONIC
PAYMENT PROCESS
ALL
reimbursements will be made by electronic means directly
to the agency's cash advance bank account.
Information
from Electronic Payment Authorization forms is entered
into the CAS Payee Name and Address (PNA) file under the
three-position advance account number and five-position
Agency Code used in the subledger code.
Agencies
are required to prepare the reimbursement voucher, but
leave the Route Code field blank . Agencies
should enter the three-digit advance account number in
the Payee ID on reimbursement vouchers.
-
Note: The
Payee ID for advance accounts can be keyed into the
CAS as a three-digit number using only the last three
positions of the advance account's subledger code OR
as a nine-digit number using six leading zeroes
followed by the last three positions of the advance
account's subledger code.
CAS
voucher processing will automatically enter the Originating
Agency Code from VRT and VRN batches into the Payee ID
Additional field of vouchers reimbursing advance accounts.
This will result in a PNA lookup that will match the Payee
ID and Originating Agency Code of the reimbursement voucher
to the PNA file. If a match is found, the bank information
will be used to make the reimbursement electronically.
If no match is found, the voucher will not process until
OSC receives the advance account's bank information on
an Electronic Payments Authorization form and enters it
into the PNA file or until the batch Originating Agency
Code and/or Payee ID is changed to match the three-position
advance account number and five-position Agency Code used
in the subledger code.
Important
points:
-
Agencies will
not be required to key the Payee Name and Address for
cash advance reimbursements. A lookup will be
done to automatically supply this information.
- Agencies
should make certain that advance account subledgers
are associated with the agency that originates the Special
Charge Voucher. Payments will be made to advance accounts
based on the Payee ID and Originating Agency Code on
the Special Charge Voucher.
- A
warning message that displays the subledger being reimbursed
will print on the Batch Control List (BCL) so agencies
can verify that the correct Payee ID and Originating
Agency Code were used.
- The
electronic payment of cash advance reimbursements will
only apply to payment
transactions in VRT and VRN batches with a Payee ID
equal to a cash advance account number (i.e. less than
or equal to 000000999).
ENROLLMENT
To register
bank account(s) for OSC to make direct deposits, fill
out the Electronic Payments Enrollment Form.
Part 1 of this
form must be completed by the custodian of the cash advance
account.
Part 2 of this
form is the Financial Institution Certification. A representative
of the financial institution holding the advance account
must complete Part 2 and forward the
form to the address shown at the bottom of the Electronic
Payment Enrollment Form.
For internal
control purposes, the completed original
enrollment form must be sent to OSC by the Financial
Institution. Forms sent from any other source
will be rejected.
If bank account information for an
advance account changes, a new Electronic Payments
Authorization Form must be submitted to OSC through
your financial institution to the following address:
NYS Office of the State Comptroller
Bureau
of Accounting Operations - Revenue Processing Section
110
State St. - 9th Floor
Albany,
NY 12236
E-MAIL
NOTIFICATION
OSC strongly
encourages agencies to elect e-mail notification of electronic
payments because e-mail notification
- Gives an agency advance notification of the deposit.
- Provides a link to OSC’s secure payment remittance
web site.
The web site
- Provides remittance information for electronic payments
(and checks).
- Requires a 14-digit Payee ID number consisting of
six leading zeroes, the three-digit advance account
code, and the five-digit agency code that the subledger
is associated with to get information on electronic
cash advance reimbursements.
- Provides information on prior electronic payments
to the advance account if the 14-digit Payee ID number
of the advance account and a valid electronic payment
trace number are entered.
- Can also be accessed directly at the following address:
https://wwe1.osc.state.ny.us/pay
Elect
e-mail on the initial Electronic Payments Enrollment
Form by entering the Agency’s e-mail
address in the designated area.
Elect the
e-mail option or change the e-mail address after the
initial Electronic Payments Enrollment Form has been
submitted by sending a message that includes your Payee
Name (Agency and advance account name) and Payee ID
(three-digit advance account number) from the new e-mail
address to the following e-mail address:
epunit@osc.state.ny.us
If e-mail
notification is not elected, the agency needs to arrange
for notification with its financial institution.
QUESTIONS?
Direct questions
regarding cash advance account reimbursements to:
Manager or
Assistant Manager, Revenue Processing and State Receivables
at (518) 474-4018.
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