XII. Expenditures
Guide to Financial Operations

XII.5.B Unique Invoice Number Requirements

SECTION OVERVIEW AND POLICIES

The Statewide Financial System (SFS) requires Business Units to enter a unique Invoice Number on each supplier’s voucher. The SFS has validations that will help prevent Business Units from processing and paying duplicate invoices. With few exceptions, as described later in this section, Business Units should use the invoice number on a vendor’s invoice to process the voucher.

Business Units must include only one invoice on a voucher to facilitate the SFS functionality that prevents the payment of duplicate invoices.

XII. Expenditures
Guide to Financial Operations

XII.5.A Selecting the Appropriate Voucher Style

SECTION OVERVIEW AND POLICIES

Business Units must select the appropriate voucher style when entering payments in the Statewide Financial System (SFS).

Process and Document Preparation:

Online Business Units

Business Units should only use the voucher styles listed in the chart below. “Reversal,” “Register,” and “Third Party” voucher styles are not used.

XII. Expenditures
Guide to Financial Operations

XII. Expenditures
Guide to Financial Operations

XII.4.E Electronic Invoicing

SECTION OVERVIEW AND POLICIES

The eSettlements module in the Statewide Financial System (SFS) provides online agencies with the ability to receive electronic invoices (e-invoices) from vendors.

The SFS enables all vendors with a classification that identifies them as “open for ordering” to submit electronic invoices.

Agencies should refer to Chapter X, Section 4.A - Vendor Classifications of this Guide for guidance related to vendor classifications and ordering status.

XII. Expenditures
Guide to Financial Operations

XII.4.B Certification of Vouchers

SECTION OVERVIEW AND POLICIES

Overview

Section 110 of New York State Finance Law requires the head of the agency certify or approve vouchers for submission to the Comptroller for audit. Other individuals may also approve vouchers if the head of the agency (or designee) has granted that authority by a rule or written directive filed with the Comptroller.

OSC defines the terms Agency Head and Voucher Authorizer, as follows:

XII. Expenditures
Guide to Financial Operations

XII.4.B.1 Supporting Information

SECTION OVERVIEW

The purpose of this section is to provide guidance to assist agencies in determining whether claims for payment from vendors and state employees are appropriate to pay prior to certifying the claims to the Comptroller.

XII. Expenditures
Guide to Financial Operations

XII.4.F Proper Invoice

SECTION OVERVIEW AND POLICIES

This section provides agencies with guidance regarding a proper invoice.

Process and Transaction Preparation:

A proper invoice is a written or electronic request for payment submitted by the vendor that must contain the following information:

XII. Expenditures
Guide to Financial Operations

XII. Expenditures
Guide to Financial Operations

XII.4.C Updating Agency Contacts

SECTION OVERVIEW AND POLICIES

The Office of the State Comptroller’s (OSC) Bureau of State Expenditures (Bureau) maintains agency contact information for various audit and operational purposes. The Bureau requires all agencies to keep this information current by updating contacts within two weeks of a change and reviewing contact information quarterly to ensure it is accurate.

Process and Document Preparation:

CONTACT INFORMATION

XII. Expenditures
Guide to Financial Operations

XII.4.A Vendor Requests for Payment

SECTION OVERVIEW AND POLICIES

State Finance Law § 109 requires vendors to submit a certificate to the Office of the State Comptroller (OSC) with each claim stating (i) the claim is just, true and correct, (ii) the State has not paid any part of the claim, and (iii) the balance stated on the claim is actually due and owing.

Process and Document Preparation: