Accounts Payable Advisory No. 5

Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures
Advisory Name
Complex Entity – Payments for Postage
Date Issued
06/21/2012
Date Last Updated
05/22/2015

Subject:

Making Payments to the United States Postal Service (USPS) and related postal services, such as Pitney Bowes

Guidance:

Consistent with the Guide to Financial Operations (GFO), Chapter XII, Section 5.C - Selecting the Appropriate Vendor and Address Sequence, Business Units must select the correct Vendor ID and Address Sequence when processing payments to vendors. Improper preparation of vouchers payable for USPS and related postal services may delay payment crediting.

For information on how to process payments to the USPS and related postal services, including specific information to be included in the invoice number field please refer to the GFO, Chapter XII, Section 6.Z.2 - Processing Payments for the USPS and Related Postal Services.

Please note there is a new requirement for entering information in the Invoice Field for payments to Pitney Bowes to fund meters. The Invoice Number field should contain the eight digit account number associated with the meter, followed by a space, and then the date of the payment in the format MM/DD/YYYY (e.g.,12345678 05/22/2015). This will help ensure Pitney Bowes credits the payment to the correct account. It will also ensure a unique invoice number in the SFS, which helps avoid the rejection of a perceived duplicate payment.