XII.6.Z.5
Processing Payments to National Grid

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to National Grid.

Please note that Business Units may make payments to National Grid for both utility and non-utility services.

Consistent with Chapter XII, Section 5B - Unique Invoice Number Requirements and Chapter XII, Section 5C - Selecting the Appropriate Vendor and Address Sequence, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Document Preparation:

Utility Payments

National Grid is a provider of electric and gas services in New York State. To provide these services, National grid has acquired Brooklyn Union Gas Company, Key Span Gas East Corporation, and Niagara Mohawk. These companies are now known as National Grid Companies.

Since the acquisitions, all billing services are provided by National Grid for all New York State service territories including: Upstate (previously Niagara Mohawk); Brooklyn, Queens, Staten Island (previously Brooklyn Union Gas Company); and Long Island (previously Key Span Gas East Corporation). As a result, if your agency received electric and/or gas utilities from one of these companies, all payments you make should be made to one of three vendor numbers assigned to National Grid as shown in the payment tables below.

1. Select the correct Vendor ID.
   

• When processing utility payments, select one of the three Vendor IDs shown in the Utility Payment Tables below based on the geographic location of the service. For example, for gas and/or electric services provided to a state building in Albany, NY, the Business Unit must select Vendor ID 1000007312 (National Grid - Upstate Utility).
  
  

2. Select the correct Address Sequence.
   
   

• Vendor IDs 1000007312 (National Grid - Upstate Utility) and 1000005962 (National Grid - Long Island Utility) have multiple address sequences. Therefore, the Business Unit should review the invoice and select the correct remit-to address in the Payments tab of the voucher to ensure the payment is sent to the correct address. Failing to select an address in the Payments tab will result in the delivery of the payment to the default remit-to address associated with the Vendor ID. This may be the wrong address for your bill. If vendors are unable to receive State payments, it may delay payment crediting and Business Units may experience unintended service interruptions.
  
  
• National Grid has advised the State of New York that the remit-to address on the invoice will match one of the addresses shown in the Payment Tables below. If a Business Unit finds this not to be true, please notify the Vendor Management Unit (VMU) at VMU@osc.state.ny.us and VMU will contact National Grid to resolve the discrepancy.
  
  

Utility Payment Tables

 

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Upstate	1000007312	National Grid - Upstate Utility	Utility	1	PO Box 11742 Newark, NJ 07101
			HEAP	2	PO Box 4706 Syracuse, NY 13221

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Brooklyn, Queens, and Staten Island	1000005525	National Grid - NYC Utility	Utility	2	PO Box 11741 Newark, NJ 07101

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Long Island	1000005962	National Grid - Long Island Utility	Utility	2	PO Box 9040 Hicksville, NY 11802
				3	PO Box 9037 Hicksville, NY 11802
			HEAP	4	300 Erie Boulevard West, C-1 CAS Syracuse, NY 13202

 

3. Populate the invoice number field.
   
   
   • In order for National Grid to properly credit Business Unit’s utility accounts, Business Units must enter in the invoice number field their ten-digit account number followed by the two-digit month, two-digit day, and two-digit year of the invoice ending service date.
     
     For instance, if a Business Unit needed to pay an invoice for services rendered during June 11, 2012 – July 10, 2012 for the account number 0123456789, the accounts payable employee should enter 0123456789071012 in the invoice number field on the voucher. (Business Units must use their own account number and not the dummy account from this example.)
     
     Business Units should use digits only in the invoice field. National Grid will return payments that have invoice numbers that include spaces, letters or characters, such as dashes or asterisks.
     
     

   Non-Utility Payments
   
   

   National Grid is also a provider of non-utility services in New York State (e.g.; infrastructure). When processing non-utility payments, Business Units should select one of the three Vendor IDs shown in the Non-Utility Payment Table below. Business Units should select the appropriate Vendor ID based on the remit-to address provided on National Grid’s invoice.
   
   

Non-Utility Payment Table

 

Generally, Business Units should NOT use the following Vendor IDs to pay National Grid for utility or non-utility services unless there is a specific business need (e.g.; contract) or as directed by the vendor:

 

Vendor ID	Vendor Name
1000005959	National Grid – Keyspan - Non Utility
1100010053	National Grid Corporate Account - Non Utility
1000056251	Keyspan - Glenwood Energy Center LLC
1000056680	Keyspan - Port Jefferson Energy Center LLC
1000000632	Anchor Fuel Company
1000056633	National Grid Electric Services LLC
1000056632	National Grid Energy Trading Services LLC
1000056629	National Grid Generation LLC
1000054328	National Grid Energy Management LLC

Business Units must select the correct address sequence and ensure the information in the invoice number field is unique, as referenced above.

Note: Business Units must change any National Grid payments in process that reference the incorrect Vendor ID or Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section 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. 07/30/2012