SECTION OVERVIEW AND POLICIES
This section informs agencies how to make a payment to a single payment vendor in the Statewide Financial System (SFS).
Specific agencies use single payment vendors to process payments to multiple payees for claims or refunds. These vendors do not provide goods and services to the State, and the Office of the State Comptroller’s Vendor Management Unit (VMU) does not maintain their information in the Statewide Vendor File. Therefore, the agency must request a single payment vendor ID from the VMU in order to process a single payment voucher. The VMU will assign single payment vendor IDs starting with “01” for agency-specific transactions.
Process and Document Preparation:
- Create a single payment voucher using the single payment vendor ID assigned to the agency-specific transaction.
- Refer to Chapter X, Section 5.B - Requesting a Single Payment Vendor ID of this Guide for instructions on how to obtain a single payment vendor ID.
- Refer to Section 5 - Agency Payment Preparation and Submittal of this Chapter for instructions on how to submit a regular voucher.
- Agencies should enter vendor information on the voucher using the following standard formats:
Vendor Name
- Use CAPITAL LETTERS for the entity’s legal name.
- Do not enter a Doing Business As (DBA) name.
- Use First Name Middle Initial Last Name format for individuals and use a space between each.
- Example: JOHN J SMITH
- Do not use any punctuation or special characters except when “&” is part of the entity’s legal name.
- Example: PETERSON LAMBERT BACHMAN & CAREY LLC
- If the entity’s legal name contains initials, enter the initials with no spaces or punctuation in between the initials.
- Example: IBM INC
- Compress last names that contain a space.
- Example: Enter DE BONIS as DEBONIS
- Replace hyphens with a space.
- Example: Enter WATSON-ERRICK as WATSON ERRICK
- Never include prefix titles for individuals, such as Dr., Ms., Mr., etc.
- Only use “THE” if it is part of the entity’s legal name, except when it is the first word of the legal entity name.
- Example: SAVE THE CHILDREN
- Example: Enter THE BELL GROUP as BELL GROUP
- The following table lists the unique coding to use when processing a single payment voucher.
| Legacy Bulkload Field Name | PeopleSoft Bulkload Field Name | SFS Field Name | SFS Voucher Coding |
|---|---|---|---|
| T302-PAYEE-NAME | TVOH-PAYEE-NAME | Name | Enter the name of the individual or entity receiving payment. |
| T302-STR-ADDR-1 | TVOH-STR-ADDR-1 | Address Line 1 |
Enter the address of the individual receiving the refund. |
| T302-STR-ADDR-2 | TVOH-STR-ADDR-2 | Address Line 2 | |
| T302-CITY | TVOH-CITY | City | |
| T302-STATE | TVOH-STATE | State | |
| T302-ZIP | TVOH-ZIP | Zip | |
| T302-DESCRIPTION | TVOH-COMMENTS | Comments | Enter the payment description. |
| T302-INVC-NUM | TVOH-INVC-NUM | Invoice Number | Enter the claim number or reference number. |
4. Submit the voucher for payment electronically into the SFS.
For questions regarding the processing or payment of vouchers using a single payment vendor ID, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to [email protected].
Guide to Financial Operations
REV. 04/02/2018