XII.6.Z.2
Processing Payments for the USPS and Related Postal Services

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments for postage and related services.

Consistent with Chapter XII, Section 5C - Selecting the Appropriate Vendor and Address Sequence, Business Units must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Document Preparation:

1. POSTAGE METERS
   
   It is important for each Business Unit to select the Vendor ID that relates to the meter program they use so payments will be applied correctly. When adding postage to a meter, it is important for Business Units to select the correct Vendor ID from the list below. For meter payments, five Vendor IDs have been created based on the type of meter the Business Unit uses.

*For Pitney Bowes Meter payments:

• Pitney Bowes Vendor ID 1100042900 is for making payments for a meter with no reserve (NR) account,
• Pitney Bowes Vendor ID 1000009724 is for making payments for a Pitney Bowes meter with a reserve (R) account.

2. USPS CAPS PROGRAM

For making payments for the USPS Centralized Account Processing System (CAPS) postage service program, use Vendor ID 1000009784 (US Postal Service CAPS Service Center). The CAPS program is an electronic postage payment system that provides Business Units with a centralized way to fund Permit Imprint and business reply accounts. This Vendor ID should be used only by Business Units that already have a CAPS account set up with the USPS.

 

3. OTHER POSTAL SERVICES
   
   For the rental of post office boxes, business reply accounts (not associated with a CAPS account), and postage not paid through meters, Business Units should select Vendor ID 1000031673 (United States Postal Service (USPS)). Business Units should also ensure that the correct address is selected for the post office location to which the payment must be delivered.
   
   If the USPS requires the Business Unit to personally deliver the check to the post office location, Business Units should enter handling code A on the voucher and check the “Separate Payment” box in the Payment Options section of the voucher. Handling code A allows the agency’s currier to pick up the check at the office of the State Treasurer. Checking the “Separate Payment” option prevents the Business Unit’s check from combining with other payments processed to the USPS on the same day.
   
   USPS checks that have a handling code A are bundled by Business Unit ID and cannot be broken out by facility or other location.
   
   Note: Business Units must change any payments for postage or related services in process that reference the incorrect Vendor ID and Address Sequence before sending it to the Office of the State Comptroller (OSC) for approval. For payments already sent to OSC, please contact the Voucher Audit Team at voucherauditmailbox@osc.state.ny.us to have the payment returned to the Business Unit for reprocessing.

Guide to Financial Operations

REV. 08/01/2012