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Office of the New York State Comptroller

Electronic Payments

Frequently Asked Questions

 

  1. What are the benefits of participating in Electronic Payments?
  2. How do I apply for Electronic Payments?
  3. Am I required to participate in this program?
  4. Why must my financial institution sign the authorization form and send it directly to OSC?
  5. Can I e-mail or FAX my enrollment form to OSC?
  6. What is a pre-note?
  7. What notification will I receive that an electronic payment has been made?
  8. If I elect to participate in this program, will I receive all my State payments electronically?
  9. What if I cannot identify the payment from the remittance information?
  10. What if I need to change my Payee Name or I.D. Number?
  11. What if I decide to change my banking information?
  12. What if I need to change my mailing address?
  13. What if - without my initiation - I stop receiving payments electronically and receive checks instead?

 

 

What are the benefits of participating in Electronic Payments?

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.

 

How do I apply for Electronic Payments?

Complete the Electronic Payment (ePayment) Request Form. Attach a voided check and mail the completed form to OSC at the address provided at the end of these Qs&As. 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.

 

Am I required to participate in this program?

On January 22, 2010 the Governor’s Office issued a memorandum to all State agencies and public authorities directing that all contracts, grants and purchase orders executed after February 28, 2010 contain a provision that the contractors and grantees agree to accept electronic payments (in lieu of check payments) unless the agency Commissioner (or equivalent) grants an exemption based on extenuating circumstances.  The Comptroller is encouraging full participation by all persons doing business with the State since the advantages and benefits of Electronic Payments (eliminating check handling and delays, plus strengthened internal controls and improved cash management opportunities) are significant. 

 

Why must my financial institution sign the authorization form and send it directly to OSC?

OSC uses the Electronic Payment (ePayment) Request 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.


Can I e-mail or FAX my enrollment form to OSC?

For the protection of payees and to safeguard the transfer and control of sensitive information from the payee or financial institution to OSC, the original Electronic Payment (ePayment) Request Form must be mailed directly to the Vendor Management Unit as shown at the end of these Qs&As.

 

What is a pre-note?

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.

 

If I elect to participate in this program, will I receive all my State payments electronically?

Your Vendor Record will reflect your default payment method for all payments made from the State's general checking account be made electronically to the bank account you designate. If a paper check is required for a specific instance, you must work with the New York State Agnecy to change the method of payment for that instance.

 

What notification will I receive that an electronic payment has been made?

You can log in to your NYS Vendor Self Service account or request notification from your bank. This feature can assist you in your cash management process.

Using your NYS Vendor Self Service account, you can view the status of payments for that day, from one or more State agencies. The total amount 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.

 

What if I cannot identify the payment from the remittance information?

Call the originating agency at the telephone number shown on the remittance advice.

 

What if I am assigned a new or an additional Vendor ID?

Another completed Electronic Payment (ePayment) Request Form must be submitted for the new Vendor ID. If a voided check is not attached, you must submit the Electronic Payment (ePayment) Request Form to OSC through your financial institution.

 

What if I decide to change my banking information?

A completed Electronic Payment (ePayment) Request 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 must mail the completed form directly to OSC at the address shown at the end of these Qs&As. If a voided check is not attached, you must submit the Electronic Payment (ePayment) Request Form to OSC through your financial institution.

 

What if I need to change my mailing address?

To change your remit to mailing address, refer to the Vendor Guide to the New York State's Centralized Vendor Management Process for instructions on how to update your remit to address.

What if - without my initiation - I stop receiving payments electronically and receive checks instead?

This may be due to inaccurate banking information. Contact the SFS help desk at (855) 233-8363 or by e-mail to: epayments@osc.state.ny.us.

 

Inquiries relating to OSC's Electronic Payments program should be directed to:

NYS Office of the State Comptroller
Vendor Management Unit
110 State Street Mail Drop 10-4
Albany, NY 12236 Telephone: (855) 233-8363
E-Mail: helpdesk@sfs.ny.gov