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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. Do I need to file a Substitute W-9 when I sign up for the Electronic Payment program?
  6. Can I e-mail or FAX my enrollment form to OSC?
  7. The guidelines indicate that I can only have one bank account. What if I need to have certain payments credited to another bank account?
  8. What is a pre-note?
  9. What notification will I receive that an electronic payment has been made?
  10. If I elect to participate in this program, will I receive all my State payments electronically?
  11. If I choose e-mail, can I be notified at more than one e-mail address?
  12. What if I decide to change my e-mail address?
  13. Can I access remittance information other than through the e-mail link?
  14. What if I cannot identify the payment from the remittance information?
  15. What if I need to change my Payee Name or I.D. Number?
  16. What if I decide to change my banking information?
  17. What if I need to change my mailing address?
  18. 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.

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.

 

How do I apply for Electronic Payments?

Complete the Electronic Payment Authorization Form for Vendors and Government Entities OR Electronic Payment Authorization Form for Individuals. Vendors must also complete a Substitute W-9 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.

 

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 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.

 

Do I need to file a Substitute W-9 when I sign up for the Electronic Payment program?

Yes.  The State is implementing a new Statewide Financial System.  Part of this initiative is to establish a centralized vendor file, and the Office of the State Comptroller (OSC) is in the process of populating the new file.  By providing the information on this form, we can ensure the vendor file contains the information agencies will need to contract with and pay you.  The Substitute W-9 form and Electronic Payments Authorization Forms are available on the OSC website and both forms must be mailed directly to the Bureau of State Accounting Operations as shown at the end of these Q&A’s. Questions regarding the Substitute Form W-9 should be directed to the OSC – Bureau of State Expenditures, Vendor Management Unit at 518-474-5504 or vmu@osc.state.ny.us

 

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 Authorization Form must be mailed directly to the Bureau of State Accounting Operations as shown at the end of these Q&A’s.

 

The guidelines indicate that I can only have one bank account. What if I need to have certain payments credited to another bank account?

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.

 

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?

All payments made from the State's general checking account will be made electronically to the bank account you designate.

 

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

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.

Example of remittance advice.

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.

 

If I choose e-mail, can I be notified at more than one e-mail address?

Generally, Electronic Payments sends e-mail notification to one e-mail address; however up to two e-mail addresses can be accommodated in our system. 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.

 

What if I decide to change my e-mail address?

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.  Upon receipt, a representative of OSC will contact the payee by telephone to confirm the change.

 

Can I access remittance information other than through the e-mail link?

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.

 

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 need to change my Payee Name or I.D. Number?

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 must 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.

 

What if I decide to change my banking information?

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 must 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.

 

What if I need to change my mailing address?

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) 486-1255.

 

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

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) 486-1255 or by e-mail to: epunit@osc.state.ny.us.

 

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

NYS Office of the State Comptroller
Bureau of State Accounting Operations
Warrant & Payment Control Unit
110 State Street - 9th Floor
Albany, NY 12236 Telephone: (518) 486-1255
E-Mail: epunit@osc.state.ny.us