Accounts Payable Advisory No. 28

Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures
Advisory Name
Internal Controls Certification
Date Issued
12/11/2019
Date Last Updated
01/05/2022

Subject:

Certifying Controls over the Agency’s Payment Process

Reference:

Guide to Financial Operations:
Chapter XII, Section 4.B - Certification of Vouchers
Chapter XII, Section 4.D - Certification of Internal Controls over the Payment Process
Chapter XIII, Section 2.C - Expense Report Certification

Guidance:

Title 2, Chapter I, Part 6.6 of the New York Codes, Rules and Regulations requires the head of an agency (e.g., Commissioner, Chancellor, Executive Director) to certify to the Comptroller annually, or at any time there is a new head of the agency, that the agency has sufficient internal controls over the payment process to ensure claims are appropriate to pay. Agency heads may use a variety of resources and techniques to obtain assurance about the internal controls over the payment process as a basis for that certification.

This certification requirement is separate and distinct from DOB’s annual Internal Control Summary and Certification.

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 a designee, has granted that authority by a rule or written directive filed with the Comptroller.  Section 110 also requires the designee be identified in writing and filed with the Comptroller. Agencies are required to have proper internal controls over the designation of Voucher Authorizers, including appropriate system access controls.

Update:

The Guide to Financial Operations Chapter XII, Section 4.D - Certification of Internal Controls over the Payment Process has been updated to provide agencies with an internal controls audit program to consider using for the 2022 certification.  

As a reminder, the 2022 certification is due by April 30, 2022. For this certification, in addition to certifying the internal controls over the payment process and the voucher authorizer designation process, agencies (including customers of the Business Service Center) should also assess controls over the proper use of a purchase order.

For more information, see Guide to Financial Operations Chapter XII, Section 4.D - Certification of Internal Controls over the Payment Process.