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Electronic Payments |
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Questions and Answers Q: What are the benefits of participating in Electronic Payments? A:It's Easy - Receiving your payments electronically (Electronic Payments) eliminates check handling and manual deposits. The money is credited directly to your account, ready for you to use. There are no additional steps for handling the payment (like mail rooms, the post office, etc.) where checks can be misdirected or lost. It's Fast - With Electronic Payments, State payments go directly from the Office of the State Comptroller (OSC) to your account. It's Secure - Electronic Payments uses the Automated Clearing House (ACH) network - the same system your bank uses to handle transactions with other banks. When electronic payments are credited to your bank account, the funds become immediately available for payments or investments. Timely Notification - If you use the e-mail notification option to assist in your daily cash management, you'll know in advance when the payment will be made. Q: How do I apply for Electronic Payments? A: Complete the Electronic Payments Authorization Form. Attach a voided check and mail the completed form to OSC at the address provided at the end of these Q&A's. If you do not attach a voided check, your financial institution must complete the 'Financial Institution Certification' portion of the form. The form must then be submitted to OSC by the financial institution. Q:Why must my financial institution sign the authorization form and send it directly to OSC? A: OSC uses the Electronic Payments Authorization Form to make sure the payments due to you are handled accurately. If a voided check does not accompany your form, verification by bank personnel is required as an internal control to ensure that the bank account information is correct. For example, there are instances where the bank's ACH routing number is different from the Federal wire routing number. Banks also verify whether the designated account is a savings or checking account, as required by ACH regulations. Q: The guidelines indicate that I can only have one bank account. What if I need to have certain payments credited to another bank account? A: Arrangements should be made with your financial institution to transfer funds from the bank account you designate for Electronic Payments to other accounts as necessary. Q: What is a pre-note? A: A pre-note is a zero-dollar test transaction initiated electronically to your bank account when your account information is initially set up by OSC. A pre-note confirms that OSC has entered your account information correctly. Q: If I elect to participate in this program, will I receive all my State payments electronically? A: All payments made from the State's general checking account will be made electronically to the bank account you designate. Q: What notification will I receive that an electronic payment has been made? A: You can choose either e-mail notification from OSC or notification from your bank. E-mail notification will give you advance notice of an electronic payment into your account. This feature can assist you in your cash management process. The e-mail notification contains a link to OSC's secure web site. After you enter your Payee ID (FEIN, SSN or Municipal Code), you will see a detailed remittance advice. As shown below, the advice contains useful information: date, amount, voucher reference and a telephone number for contacting the State agency that originated the payment.
If you choose e-mail notification, all payments for that day, from one or more State agencies, will be combined into one electronic payment. Each component of the payment will be described on the remittance advice. If you choose notification from your bank, the credit advice from the bank will include the payment reference information from the original voucher. Arrangements should be made with your financial institution to notify you of all Electronic Payments credits to your account. Q: If I choose e-mail, can I be notified at more than one e-mail address? A: Generally, Electronic Payments sends e-mail notification to one e-mail address. We recommend a business rather than a personal address. You may use an address, e.g. a group mailbox, that provides access to payment notification to more than one person. You can, of course, forward the notification to other staff in your office as needed. Q: What if I decide to change my e-mail address? A: You must send a message, including your Payee Name and Payee ID (FEIN, SSN, or Municipal Code), your name, title, and telephone number from your new e-mail address to the e-mail address of OSC's Warrant and Payment Control Unit (E-Pay Unit): epunit@osc.state.ny.us. Q: Can I access remittance information other than through the e-mail link? A: Yes. You can view Electronic Payments (and check) information at OSC's secure web site https://wwe1.osc.state.ny.us/pay. You will need to enter your Payee ID (FEIN, SSN, or Municipal Code) and an Electronic Payments trace (or a check) number. Q: What if I cannot identify the payment from the remittance information? A: Call the originating agency at the telephone number shown on the remittance advice. Q: What if I need to change my Payee Name or I.D. Number? A: Another completed Electronic Payments Authorization Form must be submitted. Be sure to check 'Change' at the top of the form. If you attach a voided check to the form, you may mail the completed form directly to OSC at the address shown at the end of these Q&A's. If a voided check is not attached, you must submit the Electronic Payments Authorization Form to OSC through your financial institution. Q: What if I decide to change my banking information? A: Another completed Electronic Payments Authorization Form must be submitted as soon as possible. Be sure to check 'Change' at the top of the form. If you attach a voided check to the form, you may mail the completed form directly to OSC at the address shown at the end of these Q&A's. If a voided check is not attached, you must submit the Electronic Payments Authorization Form to OSC through your financial institution. Q: What if I need to change my mailing address? A: You may send an e-mail regarding this change to OSC's Warrant and Payment Control Unit at epunit@osc.state.ny.us or fax the required change to the attention of the E-Pay Unit at (518) 473-6836. Be sure to include your Payee Name and Payee I.D. number, as well as your name, title and telephone number with your request for this change. To ensure that the E-Pay Unit has received your faxed change, please call (518) 474-6019. Q: What if - without my initiation - I stop receiving payments electronically and receive checks instead? A: This may be due to inaccurate address information. Compare the address that is shown on the check you receive with the address you entered on your enrollment authorization form. These should be identical. If the mailing addresses are different, you should contact the state agency that originated the payment. If the addresses match but the Zip Plus 4 codes (9-digit Postal Zip Code) do not, contact OSC's Warrant and Payment Control Unit at (518) 474-4032 or by e-mail to: epunit@osc.state.ny.us. Q: Am I required to participate in this program? A: No. Although the Comptroller is encouraging participation, Electronic Payments is a voluntary program. OSC believes that the advantages and benefits of Electronic Payments (eliminating check handling and delays, plus strengthened internal controls and improved cash management opportunities) are significant. If you do not participate in Electronic Payments, checks will be printed and mailed as they are now, and payment notification will remain unchanged.
Inquiries relating to OSC's Electronic Payments program should be directed to:
Note: For check payment inquiries, contact OSC's Voucher Status
Request Unit at
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Example
of remittance advice. 
