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STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER New York State Office of the State Comptroller Thomas P. DiNapoli, Comptroller Office of Operations John.

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Presentation on theme: "STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER New York State Office of the State Comptroller Thomas P. DiNapoli, Comptroller Office of Operations John."— Presentation transcript:

1 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER New York State Office of the State Comptroller Thomas P. DiNapoli, Comptroller Office of Operations John Traylor, Executive Deputy Comptroller Division of Contracts and Expenditures Margaret Becker, Deputy Comptroller Bernie McHugh, Director, Bureau of State Expenditures Back to Basics Office of Operations 2013 Fall Conference November 6-7 Voucher, Vendor and Payment Processing – State Expenditures Frank Barno, Jessica Camuti, Carl Goertz, Robert Lehmann and Suzanne Trzcinski

2 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 2 VENDOR MANAGEMENT Vendor Management Unit Vendor Audit Vendor Maintenance 1099 Reporting Who are we and what do we do?

3 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 3 COMPONENTS OF THE VENDOR FILE Who Vendor Number How Location Where Address Authority to Make Changes Contact

4 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 4 SEARCH THE VENDOR FILE

5 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 5 VENDOR ADD/REGISTRATION PROCESS  Legal Business Name ONLY  Do not enter a Doing Business As (DBA) name  Do not use any punctuation except “&” and hyphens (-)  Please be careful not to include extra spaces  Never use prefix titles such as Dr, Mr, Ms etc.  Legal Business name exceeds 40 characters use Name 2  Refer to the Agency Vendor Manual for acceptable word abbreviations

6 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 6 VENDOR ADD/REGISTRATION  Add DBA to Line 1  55 Characters for each line  Second address should contain street direction and include Apt or Suite  Try not to use address line 3

7 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 7 VENDOR ADD/REGISTRATION  IRS Validation of Vendors and the Staging Table procedures  Common TIN Name Failures, name’s contain “LLC” or “Co”  TIN Mis-match Report  sent to agency contacts contain Staging Table ID  Other Vendor Adds  Foreign Vendor −W-9, W-8 and Foreign Vendor Registration Request Form  Single Payment Vendors − – Statewide non employee travel − – Statewide OSC Approved − – Statewide Dual Party Check  Special Use Vendors (Land Claim and Advance Accounts)

8 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 8 VENDOR MAINTENANCE  Address/Contact  Promote eSupplier for adding address  Only vendors submit change form  See updated forms  Stale Dated Report

9 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 9 VENDOR MAINTENANCE  Bank Account Information  Only one bank account per vendor unless specified in law   Name Changes  Business Structure Changes  Inactivation Forward Information to VMU

10 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER REPORTING  IRS Regulations require to file informational 1099 Forms to vendors/payees and IRS  If 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 own  New for 2013 – OSC will issue 1099 INT for prompt payment interest.

11 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER REPORTING  Business 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.

12 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER REPORTING –VENDOR FILE

13 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 13 VOUCHER – INVOICE TAB

14 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 14 VOUCHER - INVOICE TAB – WITHHOLDING LINK

15 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 15 WHAT IS REPORTABLE

16 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 16 WHAT IS REPORTABLE

17 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 17 WHO TO CONTACT  GFO – Chapter X  SFS Helpdesk    Vendor Management   1099 Reporting 

18 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 18 VOUCHER AUDIT TEAM Who are we? What do we do?

19 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 19 VOUCHER AND EXPENSE REPORT PROCESSING  Vouchers  Status of Pending OSC or Under OSC  Flow of vouchers  BU ----> OSC ----> Filters ----> Approval/Denial  Vouchers submitted to OSC  before 5pm will be approved the next day  after 5pm will be approved in two days

20 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 20 VOUCHER AND EXPENSE REPORT PROCESSING  Expense Reports  Status of Pending OSC Audit or Under OSC Audit  Flow of expense reports  BU ----> OSC ----> Filters ----> Approval/Denial  Expense reports submitted to OSC will be approved two business days from the day submitted

21 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 21 SPECIAL CIRCUMSTANCES Lapsing and Fiscal Year End Requested Expedites and Rejections

22 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 22 OUR WORK  Audit Filters  About 150 filters  Constantly changing  Special Audit Processes  Citibank  Interest  Releases  Vouchers  Expense Reports

23 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 23 OUR WORK  Contacts – Information requests and rejection notices  Online – Voucher Authorizer  Bulkload – previously designated by BU  What we are looking for:  Pricing criteria  Proof of delivery  Invoice  Follow ups and Site Visits

24 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 24 AUDIT SERVICES Audit Services Help Desk Payment Processing Liens & Offsets Who are we and what do we do?

25 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 25 PAYMENT PROCESSING  Appropriate Voucher Style  Unique Invoice Numbers  Appropriate Vendor & Add Sequence  Payment Location

26 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 26 PAYMENT PROCESSING  Special Handling  Separate Payments  Scheduled Payment Date

27 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 27 INVOICES  Complex Vendors  Vendor Invoices

28 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 28 CANCEL & REISSUE PAYMENTS

29 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 29 LIENS & OFFSETS  Mechanic’s Lien  Restraining Notice  Administrative Offset  Sheriff’s Execution  Department of Labor Lien  Federal Tax Lien  Federal Tax Levy  Department of Labor Levy  Department of Taxation and Finance Lien

30 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 30 LIENS & OFFSETS  When an agency contacts the Lien & Offset Unit to request an offset, it should provide the following information:  Reason for the offset  Correspondence with the vendor regarding the offset  Amount of the offset  Vendor ID  Contract associated with the offset, if applicable

31 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 31 LIENS & OFFSETS  Location  Address  Lien ID  Reference

32 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 32 CONTACTING US   To request a rejection or an expedite  To determine why a voucher or expense report has not paid yet  To find out what information we need to approve something we’re auditing  To find out when a voucher or expense report will be approved  To request approval to use the One Time OSC Approved and the Emergency Vendor ID  Any questions on why we rejected a voucher or expense report   To change a scheduled payment date  If a vendor claims to not have received payment, to verify address and bank account  Special handling (handling codes, payment methods, etc)  Status of payments (cancelled checks, returned ACHs, etc)   Any vendor related issue or question   Any lien related issue or question

33 STATE OF NEW YORK OFFICE OF THE STATE COMPTROLLER 33 QUESTIONS?


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