You are here: Chapter XII Expenditures > 8. Payment Processing > B. Payment Alternatives

XII.8.B
Payment Alternatives


SECTION OVERVIEW AND POLICIES

 

This section advises Business Units how to change their payment method subsequent to processing a voucher through the Statewide Financial System (SFS).

“MAINCHECK” and “MAINEPAY” are the two primary vendor payment methods in the SFS. MAINCHECK produces a hard-copy check, while “MAINEPAY” transmits the payment via Automated Clearing House (ACH). ACH is the preferred method of payment.

 

When a Business Unit selects the wrong payment method or requires a payment method other than “MAINCHECK” or “MAINEPAY”, the Office of the State Comptroller (OSC) offers the following payment alternatives:

 

 

Process and Document Preparation:

 

Two-Party Checks

 

Business Units may process two-party checks in processing payments under a previously approved single-payment vendor ID. When the Business Unit determines it needs to process a check to two parties, the name of the second party should be entered in the "Address 1" field of the voucher. The street address would then be entered into the "Address 2" field.

 

For regular vendor payments, the Business Unit can only issue a two-party check if the existing Vendor Record has an address-sequence containing the necessary data. In these situations, the Business Unit would submit the voucher using the "MAINCHECK" location with the applicable "Address Sequence."

 

See Chapter X, Section 5B - Requesting a Single Payment Vendor ID for more information on requesting a single payment vendor ID.

 

Express Checks

 

When a Business Unit determines it needs to expedite a payment, it must first submit the voucher to OSC through the SFS via either online entry or bulk load. Business Units must then contact the Bureau of State Expenditures at (518) 474-4868 to request an expedited payment and provide the Business Unit number and voucher number. The Business Unit must provide a statement of justification to support the need for an express check (e.g. real-property closing). Upon approval of the voucher, the Bureau of State Expenditures will expedite the payment by completing the voucher’s payment cycle individually and creating the check immediately. Express checks will be available by 3 p.m. the same day.

 

Payment Wire

 

OSC has the ability to process two types of payment wires: occasional and recurring. Occasional wires are necessary when the Business Unit anticipates that the wire transfer will only be necessary for this payment. Recurring wires are necessary when the vendor in question requires a wire transfer for every payment it receives from Business Unit.

 

When a Business Unit determines it needs to wire a payment to a vendor, whether occasional or recurring, it must first submit the voucher electronically to OSC through the SFS via either an online entry or bulkload. The Business Unit must enter an “N” in the handling code field of the voucher.

 

For occasional and recurring wires, the Business Unit should then contact OSC’s Bureau of State Expenditures at (518) 474-4868 and provide the following information:

 

 

In addition, the Business Unit must provide an AC 3243-S ePayment form to the Bureau of State Expenditures via fax at (518) 474-3534 with the following information:

 

 

*For recurring wires, the Bureau of State Expenditures’ Vendor Management Unit will update the vendor record to ensure all payments are wire transferred. If at any point the Business Unit determines that a vendor no longer requires a recurring wire, the Business Unit must notify the Bureau of State Expenditures at (518) 474-4868.

 

After processing the payment wire, the Bureau of State Expenditures will enter a payment confirmation number in the Payment Reference field of the Payments tab in order to complete the transaction. Business Units should also check the M-161 extract or online inquiry to confirm the payment wire was processed.

 

For questions regarding the payment alternatives, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to stexpend@osc.state.ny.us.

 

 

Guide to Financial Operations
REV. 03/19/2012