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XI.2
Comptroller Approval of Contracts and General Contracts Processing

 

The Office of the State Comptroller (OSC) is charged with the responsibility, under Section 112 of the State Finance Law, for the pre-audit of State contracts.

This section of the Guide provides guidance to agencies in determining whether a contract-related transaction must be approved by OSC, and provides general policies and procedures for submission of contract-related transactions in the Statewide Financial System (SFS) and obtaining OSC’s approval where needed.

 

This section provides information regarding:


As a rule, the contract processing information provided in this section is applicable regardless of the specific contract type being used. For certain specific contract types and stand-alone purchase orders there may be additional or unique processes or requirements. Those are provided in later sections of Chapter XI.

 

Agencies should ensure information entered for Purchasing transactions, such as contract descriptions and comments, are accurate and appropriate as they cannot be modified once the transaction is submitted for approval. Additionally, agencies must use only Business Units / Department ID’s that have been specifically designated for use with contracts and purchase orders. For a list of contract and purchase order Business Units / Department ID’s refer to the Statewide Financial System Contract Business Unit / Department ID list. If an agency identifies a need to use a Business Unit / Department ID not included in the Statewide Financial System Contract Business Unit / Department ID document, prior to processing the transaction in SFS the agency must submit a helpdesk ticket to SFS identifying the reasons an alternate Business Unit and / or Department ID is needed. A determination on the agency request will be provided through the SFS Helpdesk.


Additional information relevant to the procurement process can be located in the Procurement section of Chapter XI - Procurement and Contract Management.



CONTRACT STATUS

Contract information is available on Open Book New York and the New York State VendRep System.

 

Open Book New York provides the public with access to active contracts that State agencies and State authorities have with businesses, not-for-profit organizations, and other governmental entities. Data is updated nightly with newly-approved contracts and contract amendments, as well as certain contracts that do not require approval by the State Comptroller, including state authority contracts that are submitted for filing.


The VendRep system provides authorized agency and vendor users a way to obtain the status of any contract transaction that has been received by OSC. Using the Contract Search feature, an agency can view the status of its own “Received,” “Approved” and “Non-Approved” contracts submitted to OSC. Agencies can also view the status of “Approved” contracts for all state agencies. A vendor can view the status of its own “Received,” “Approved” and “Non-Approved” contracts submitted to OSC by using the Contract Data link and filtering on Status. Contract status data is updated nightly.

See Chapter XI, Section 16 - Vendor Responsibility for additional information about the VendRep System, including instructions for enrollment.


Agencies are reminded not to direct vendors to OSC for contract status information. Agencies and vendors are encouraged to utilize Open Book New York and the VendRep system to obtain information about the status of contracts.

 

 

Guide to Financial Operations
REV. 03/19/2012