5 Vendor Add/Registration process Legal Business Name ONLYDo not enter a Doing Business As (DBA) nameDo not use any punctuation except “&” and hyphens (-)Please be careful not to include extra spacesNever use prefix titles such as Dr, Mr, Ms etc.Legal Business name exceeds 40 characters use Name 2Refer to the Agency Vendor Manual for acceptable word abbreviations
6 Vendor add/Registration Add DBA to Line 155 Characters for each lineSecond address should contain street direction andinclude Apt or SuiteTry not to use address line 3
7 Vendor add/registration IRS Validation of Vendors and the Staging Table proceduresCommon TIN Name Failures, name’s contain “LLC” or “Co”TIN Mis-match Reportsent to agency contacts contain Staging Table IDOther Vendor AddsForeign VendorW-9, W-8 and Foreign Vendor Registration Request FormSingle Payment Vendors– Statewide non employee travel– Statewide OSC Approved– Statewide Dual Party CheckSpecial Use Vendors (Land Claim and Advance Accounts)
9 Vendor Maintenance Bank Account Information Only one bank account per vendor unless specified in lawName ChangesBusiness Structure ChangesInactivationForwardInformation to VMU
10 1099 ReportingIRS Regulations require to file informational Forms to vendors/payees and IRSIf New York State does not comply with the IRS regulations, the IRS will assess substantial penalties against the State. The Office of the State Comptroller will transfer these penalties to the Business Unit that did not comply with the regulation.Please do not submit Form 1099 on your ownNew for 2013 – OSC will issue 1099 INT for prompt payment interest.
11 1099 ReportingBusiness Units play a vital role in helping New York State comply with these IRS regulations by ensuring vouchers accurately identify whether the amount is subject to 1099 reporting and by classifying the reportable amount for the appropriate withholding class.
17 Who to contact GFO – Chapter X SFS Helpdesk 518-457-7717 Vendor Management1099 Reporting
18 Who are we? What do we do? firstname.lastname@example.org Voucher Audit TeamWho are we?What do we do?
19 Voucher and Expense Report Processing VouchersStatus of Pending OSC or Under OSCFlow of vouchersBU ----> OSC ----> Filters ----> Approval/DenialVouchers submitted to OSCbefore 5pm will be approved the next dayafter 5pm will be approved in two days
20 Voucher and Expense Report Processing Expense ReportsStatus of Pending OSC Audit or Under OSC AuditFlow of expense reportsBU ----> OSC ----> Filters ----> Approval/DenialExpense reports submitted to OSC will be approved two business days from the day submitted
21 Special Circumstances Lapsing and Fiscal Year EndRequested Expedites and Rejections
22 Our Work Audit Filters Special Audit Processes Releases About 150 filtersConstantly changingSpecial Audit ProcessesCitibankInterestReleasesVouchersExpense Reports
23 Our Work Contacts – Information requests and rejection notices Online – Voucher AuthorizerBulkload – previously designated by BUWhat we are looking for:Pricing criteriaProof of deliveryInvoiceFollow ups and Site Visits
29 Liens & offsets Mechanic’s Lien Restraining Notice Administrative OffsetSheriff’s ExecutionDepartment of Labor LienFederal Tax LienFederal Tax LevyDepartment of Labor LevyDepartment of Taxation and Finance Lien
30 Liens & offsetsWhen an agency contacts the Lien & Offset Unit to request anoffset, it should provide the following information:Reason for the offsetCorrespondence with the vendor regarding the offsetAmount of the offsetVendor IDContract associated with the offset, if applicable
32 Contacting Us email@example.com To request a rejection or an expediteTo determine why a voucher or expense report has not paid yetTo find out what information we need to approve something we’re auditingTo find out when a voucher or expense report will be approvedTo request approval to use the One Time OSC Approved and the Emergency Vendor IDAny questions on why we rejected a voucher or expense reportTo change a scheduled payment dateIf a vendor claims to not have received payment, to verify address and bank accountSpecial handling (handling codes, payment methods, etc)Status of payments (cancelled checks, returned ACHs, etc)Any vendor related issue or questionAny lien related issue or question