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New York State Office of General Services Business Services Center Finance Policies & Procedures for Accounts Payable and Purchasing Service Lines

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TABLE OF CONTENTS

TABLE OF CONTENTS .......................................................................................... 1

About the Service Lines: Accounts Payable ..................................................................................... 3

About the Service Lines: Purchasing ............................................................................................... 4

Governing Policy: Accounts Payable ............................................................................................... 5

Governing Policy: Purchasing ......................................................................................................... 6

Contact the Service Lines: Accounts Payable ................................................................................... 7

Contact the Service Lines: Purchasing ............................................................................................. 8

Agency/BSC Responsibilities: Accounts Payable .............................................................................. 9

Agency/BSC Responsibilities: Purchasing ...................................................................................... 10

Accounts Payable ........................................................................................................................ 11 Policies and Procedures: General ....................................................................................................................... 12 Receipt of Goods and Services ........................................................................................................................... 13 Supplier Invoices ................................................................................................................................................ 14 Confirming Purchase Orders .............................................................................................................................. 17 Matching Process ............................................................................................................................................... 18 Contracts Used by Multiple Agencies ................................................................................................................. 19 Petty Cash Replenishment ................................................................................................................................. 20 Direct Pay for Small Dollar Confirming Orders ................................................................................................... 22 Non-Employee Travel (NET) Transactions .......................................................................................................... 24 Checks ................................................................................................................................................................ 25 A-Routed ............................................................................................................................................................ 26 Billing Vouchers .................................................................................................................................................. 27 Discounts ............................................................................................................................................................ 28 Paper Print Overruns .......................................................................................................................................... 29 Agency Financial Reporting Package .................................................................................................................. 30 Utilities ............................................................................................................................................................... 31

Purchasing ................................................................................................................................... 32 Policies and Procedures: General ...................................................................................................................... 33 Purchase Requisitions ......................................................................................................................................... 34 Stand Alone Purchase Orders ............................................................................................................................. 36 Stand Alone Purchase Order Change Notices ..................................................................................................... 37 Lease Purchase Orders ....................................................................................................................................... 38 New Contracts and Amendments Requiring OSC Approval ................................................................................ 39 New OGS Let Leases ........................................................................................................................................... 40 Procedures for Holdovers ................................................................................................................................... 42 One Time Purchase – Lease (OPL) Contract Process .......................................................................................... 44 Contract or Lease Purchase Order Change Requests ......................................................................................... 46


Invitation for Bids (IFB) ....................................................................................................................................... 47 BSC Buy Desk ...................................................................................................................................................... 48

Forms & Publications: Accounts Payable ...................................................................................... 49

Forms & Publications: Purchasing ................................................................................................ 50

Frequently Asked Questions: Accounts Payable ............................................................................ 51

Frequently Asked Questions: Purchasing ...................................................................................... 54

Definitions of Terms: Accounts Payable ........................................................................................ 59

Definitions of Terms: Purchasing .................................................................................................. 63


ABOUT THE SERVICE LINES: ACCOUNTS PAYABLE

The BSC Accounts Payable Service Line (Accounts Payable) is responsible for processing and

paying supplier invoices on behalf of customer agencies.

BSC provides the following services to our customer agencies:

Receives supplier invoices, secures approvals, and processes for payment.

Processes interagency bills.

Responds to questions from suppliers and our customer agencies.

Issues announcements on Accounts Payable topics. All announcements can be found at the following link: https://bsc.ogs.ny.gov/announcements.

Hosts a monthly Customer Forum to discuss broad topics that touch all agencies. Information on previous and future Customer Forums can be found at the following link: https://bsc.ogs.ny.gov/content/finance-customer-forum

https://bsc.ogs.ny.gov/announcements

https://bsc.ogs.ny.gov/content/finance-customer-forum


ABOUT THE SERVICE LINES: PURCHASING

The Purchasing Service Line (Purchasing) generates and executes purchase orders (POs).

BSC provides the following services to our customer agencies:

Provides guidance and training to customers. For current training opportunities, see the BSC Training Calendar at the following link: https://bsc.ogs.ny.gov/training-events.

Prepares and issues agency standalone POs.

Makes changes to existing POs at customer’s request for standalone and lease POs.

Reviews PO documentation to ensure that an adequate procurement record exists and maintains all related documentation in accordance with State guidelines.

Issues Invitation for Bids (IFBs) for onetime commodity purchases as they are requested but does not perform Requests for Proposals (RFPs), Requests for Quotes (RFQs), or IFBs that result in "C" or "T" contracts.

Establishes OGS negotiated leases in SFS and provides all lease contract administration functions including: processing amendment holdovers, assignments, reallocations, voucher processing, and payments.

Issues announcements on Purchasing topics at the following link: https://bsc.ogs.ny.gov/announcements.

Hosts a Customer Forum monthly to discuss broad topics that touch all agencies. Information on previous and future Customer Forums can be found at the following link: https://bsc.ogs.ny.gov/content/finance-customer-forum.

https://bsc.ogs.ny.gov/training-events

https://bsc.ogs.ny.gov/announcements

https://bsc.ogs.ny.gov/content/finance-customer-forum


GOVERNING POLICY: ACCOUNTS PAYABLE

All accounts payable transactions are processed by the Business Services Center (BSC) in accordance with all rules and regulations applicable to Executive Department agencies including:

Office of the State Comptroller (OSC) accounts payable rules and regulations: - Accounts Payable Advisories:

http://osc.state.ny.us/agencies/accounts_payable_advisories/index.htm - Operational Advisories:

http://osc.state.ny.us/agencies/operational_advisories/index.htm

OSC Guide to Financial Operations, Chapter XII Expenditures: http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

Statewide Financial System (SFS): http://www.sfs.ny.gov/

http://osc.state.ny.us/agencies/accounts_payable_advisories/index.htm

http://osc.state.ny.us/agencies/operational_advisories/index.htm

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

http://www.sfs.ny.gov/


GOVERNING POLICY: PURCHASING

All purchasing transactions are processed by the BSC in accordance with all rules and regulations applicable to Executive Department agencies, including:

Office of the State Comptroller (OSC), Guide to Financial Operations, Purchasing rules and regulations, Chapter XI Procurement and Contract Management found at: http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

NYS Finance Law, Article XI, State Purchasing found at: http://www.ogs.ny.gov/purchase/snt/sflxi.asp

New York Procurement Guidelines - State Procurement Council, May 2014 found at: www.ogs.state.ny.us/procurecounc/default.asp

NYS Procurement Bulletin Preferred Source Guidelines, Updated 9/2012 found at: www.ogs.state.ny.us/procurecounc/pdfdoc/psguide.pdf

Citibank Procurement Card Guidelines found at: http://www.ogs.state.ny.us/purchase/pdfdocument/CreditCardGuidelines.pdf

Statewide Financial System (SFS): http://www.sfs.ny.gov/

Office of Information Technology Services (OFT), Plan to Procure guidelines: https://its.ny.gov/ptp

Office of General Services (OGS) Policy on Permissible Contacts in Accordance with State Finance Law 139-j and 139-k (Procurement Lobbying Law): http://searchlight/OGSProcedures/LEGAL/ProcurementLobbying.asp

Division of Budget (DOB), Bulletin on Agency Contracts, Non-Personal Service and Capital Spending Controls: https://www.budget.ny.gov/guide/bprm/bulletins/b-1184_reissue.html

OGS Office of Minority and Women-Owner Business Enterprises: http://ogs.ny.gov/mwbe/

OGS Division of Service-Disabled Veterans’ Business Development: http://ogs.ny.gov/Core/SDVOBA.asp

Procurement Lobbying:

http://ogs.ny.gov/acpl/

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

http://www.ogs.ny.gov/purchase/snt/sflxi.asp

http://www.ogs.state.ny.us/procurecounc/default.asp

http://www.ogs.state.ny.us/procurecounc/pdfdoc/psguide.pdf

http://www.ogs.state.ny.us/purchase/pdfdocument/CreditCardGuidelines.pdf

http://www.sfs.ny.gov/

https://www.budget.ny.gov/guide/bprm/bulletins/b-1184_reissue.html

http://ogs.ny.gov/mwbe/

http://ogs.ny.gov/Core/SDVOBA.asp

http://ogs.ny.gov/acpl/


CONTACT THE SERVICE LINES: ACCOUNTS PAYABLE

To contact us about accounts payable inquiries or new invoices for payments:

Questions regarding Accounts Payable transactions should be referred to the Accounts Payable Service Line via e-mail at [email protected].

Supplier invoices should be sent to the BSC via e-mail to: [email protected]. Only one invoice should be attached to each e-mail.

Invoices can be sent by mail to: Name of Agency indicated on the PO Unit ID: xxxxxxxxx c/o NYS OGS BSC Accounts Payable Building 5, 5th Floor 1220 Washington Avenue Albany, NY 12226-1900

Invoices can be sent by interagency mail to: Business Service Center Accounts Payable Service Line Building 5, 5th Floor 1220 Washington Avenue Albany, NY 12226-1900

Invoices can be submitted by vendors electronically, if the vendor has agreed to eSettlements terms and conditions. There are three ways vendors can submit e-invoices: - Self Service Invoices – manually created in SFS

- XML file transfer from Marketplace

- XML file transfer from vendor billing system

All FileNet requests including troubleshooting and Role Request Forms should be e-mailed to: [email protected].

To contact us by phone, call (518) 457-4272

mailto:[email protected]



CONTACT THE SERVICE LINES: PURCHASING

For inquiries related to standalone POs or PO Change Notices, e-mail

[email protected].

For inquiries regarding lease related transactions, e-mail [email protected].

For inquiries regarding Invitation for Bids and Buy Desk Services, e-mail [email protected].

For all other inquiries, please e-mail [email protected].

To contact us by phone, please call (518) 457-4272.

Send faxes to: (518) 485-7020.

To contact us by mail: Business Services Center Purchasing Service Line

Building 5, 6th Floor 1220 Washington Avenue Albany, NY 12226-1900






AGENCY/BSC RESPONSIBILITIES: ACCOUNTS PAYABLE

Activity Agency BSC

Instructs all suppliers to send invoices to the BSC. X

Submits invoice to BSC if received directly within 3 business days of

receipt. X

Provides the BSC updates on recurring payment templates (for straight-

payment suppliers with recurring payments on accounts). X

Provides approval to BSC to pay supplier within 5 business days of request. X

Officially receives goods/enters material receiving into SFS where

appropriate within 5 business days of receipt, enabling the BSC to execute

the match process.

X

Receives supplier invoices and records and tracks in FileNet. X

Answers supplier inquiries about the state of an invoice and/or payment

application. X

Enters invoice information into SFS. X

Runs the match process and resolves match exceptions, immediately

reaches out to the agency and/or supplier as needed. X

Approves payment to supplier in SFS. X

Works collaboratively to resolve budget and match errors. X X


AGENCY/BSC RESPONSIBILITIES: PURCHASING

Activity Agency BSC

Creates and approves requisitions in SFS for purchases, soliciting BSC

assistance and securing B1184 and other approvals as required. X

Follows the purchasing policies as set forth by the BSC, DOB and OSC,

consistent with State Procurement Council Guidelines. X

Ensures funds are allocated for the procurement and the proper budget coding

is utilized. X

Responds fully to requests for additional information or budget failure within 2

business days. X

Administers Agency Specific Contracts including Invitation for Bid (IFB)

transactions and process all related POs. X

Generates POs: Processes POs in keeping with NYS laws and guidelines Contacts the agency promptly if an issue arises with the PO

X

Dispatches POs and distributes according to dispatch method. X

Reviews supplier issues with the agency relating to POs: adjusts or cancels the

PO accordingly. X

Provides training to agencies for requisition and receiving in SFS. X

Processes PO for grants that require agency contracts. X

Processes POs for grants that do not require agency contracts. X


ACCOUNTS PAYABLE

Policies and Procedures: General Receipt of Goods and Services Supplier Invoices Confirming Purchase Orders Matching Process Contracts Used by Multiple Agencies Petty Cash Replenishment Direct Pay for Small Dollar Confirming Orders Non-Employee Travel (NET) Transactions Checks A-Routed Billing Vouchers Discounts Paper Print Overruns Agency Financial Reporting Package Utilities


Policies and Procedures: General

Agency responsibilities:

Notifies suppliers of BSC’s role and impact of payment process for invoices. Reminds suppliers during the procurement process to add agency name, valid PO

number, Unit ID (if applicable), and SFS supplier ID number to invoices. Instructs suppliers to send invoices directly to the BSC; agencies will immediately

forward to the BSC any invoices received from suppliers not following those instructions.

Receives commodities in SFS ordered on a PO within 5 business days of receipt. Provides approval to pay for other invoices via the FileNet system within 5 business days

of transmission from BSC. Has a valid dispatched PO in place for all Contract/PO payments. Has sufficient funding in place for all non-PO payments. For multiple straight pays, agencies must provide one claim for payment per payee. Agency must provide one invoice per e-mail. Agency budget staff must monitor SFS budget reports for budget errors.

BSC responsibilities:

Processes invoices in keeping with NYS Prompt Payment Law (30 days from MIR to payment date).

Promptly dispatches invoices to agencies and requesting approval to pay. Communicates with suppliers on defined invoice matters and inquiries. Takes prompt payment discounts on invoices as identified on the PO. Maintains template vouchers centrally in SFS. Provides agency staff with FileNet training as needed. Provides agency budget staff with SFS reports of budget errors.


Receipt of Goods and Services


Receives goods or services and enters receiving into SFS within 5 days of receipt on all POs requiring receiving.

Properly records the actual receipt date on the SFS receipt record. Designates agency staff to provide receiving/approval in FileNet to pay on agency

invoices including non-employee travel, POs, contracts, etc. Agency approval may be by affirmation or by default. A receipt in SFS is considered approval to pay.


Intakes, scans, and indexes invoices in FileNet.

Process

Agency receives physical items ordered on a PO. Agency completes receiving process in SFS within 5 days of receipt.


Supplier Invoices


Updates agency’s PO billing addresses in SFS to the BSC’s designated billing address.

Agency Name, Unit ID: xxxxxxxx c/o NYS OGS BSC Accounts Payable Building 5, 5th Floor 1220 Washington Ave. Albany, NY 12226-1900

Instructs all current suppliers to send invoices to the BSC address. If any invoice arrives at the agency, the agency should date stamp, approve for

payment, add chartfield coding information (if needed), and forward immediately to the BSC via e-mail ([email protected]) or interagency mail.

Provides approval to pay in FileNet within 5 business days of request or notifies BSC of any reason why an invoice should not be paid. If an agency does not want an invoice paid, they should indicate the reason the invoice should not be paid in the comments section of FileNet and send it back to the Disposition queue. The BSC can then notify the supplier.

Provides updates to SFS template vouchers. Obtains W-9s from new suppliers and non-employees who are to be reimbursed for

state-related travel expenses.


Processes invoices for payment. Identifies invoices with discounts for payment within discount terms. Flags invoices that are coming due for priority processing. Updates FileNet with voucher number. For contract invoices, BSC verifies if the invoice falls within the contract period and

verifies enough funds are encumbered.

BSC Invoice Review

Supplier ID

Invoice Number

Invoice Date

Invoice Amount

Invoice Received Date

Pay Terms

Master Contract ID

Freight Amount

PO Number

Receiving if a PO

Rates

Quantities

Accounting Date

Hours

Approval to Pay

Unit ID

Obligation Date

Responds to OSC requests for voucher backup.



Process

Supplier sends invoice directly to the BSC. Invoices sent in error to the agency are to be date stamped and forwarded to the BSC by

mail, e-mail or interagency mail. Invoices are date stamped. Invoices are scanned into FileNet within 48 hours.

AP processor identifies and verifies the agency, valid PO number, invoice/account number, supplier’s name and SFS Vendor Number, payment terms, Unit ID (if necessary) and if receiving is required.

If PO number is not on the invoice, BSC sends the invoice to the Agency Review Queue with a request for the PO number.

Contract invoices: BSC will verify the invoice falls within the contract period, that the invoice is not over the spending limit, and that enough funds are encumbered.

Receiving for SFS POs:

Role Action

BSC AP Processor Checks to see if receiving has been completed in SFS.

BSC Staff Notifies agency liaison via FileNet if receiving is not complete.

Agency Liaison Notifies agency staff to complete receiving, or obtains reason for lack of receiving.

Agency Liaison Responds to BSC via FileNet that items have been received and provides receipt ID for PO entered into SFS.

Approval to pay actions are undertaken as follows:

- Invoices that need to be approved are forwarded to the agency queue in FileNet. - Agency provides approval to pay or reason to hold payment via FileNet within 5

business days of request. - BSC continues processing invoice after agency provides approval to pay (if

applicable). BSC enters invoice into SFS to bring in receiving and PO information. Voucher number is assigned; processor indexes voucher number in FileNet. Matching runs on SFS schedule; system says matched. BSC runs reports after matching process in SFS to identify exceptions, agency is involved

with resolving exceptions. BSC AP Processor submits invoice to BSC AP Approver for approval in SFS. BSC AP Approver approves in SFS. Budget check runs (every two hours in SFS):

- If transaction fails budget check, BSC will notify the agency contact via e-mail. - Agency corrects the problem or advises BSC how to proceed via e-mail.

Quality assurance check to verify all pages are scanned, readable, indexed, and fields are correct; submit to repository in FileNet.


Transaction goes to OSC for audit. Shred paper copies after three months. If OSC contacts the BSC for voucher backup via e-mail to the approver and copies

[email protected] on the e-mail, the BSC will: - Provide to OSC the backup documentation from FileNet via e-mail to the OSC

auditor/staff. - Include the customer agency finance liaison’s name and e-mail address in the e-mail

response to OSC. - OSC will contact the agency finance liaison for any further questions or

documentation beyond the information that the BSC has in its files. - Agency liaisons, or their designees, who receive a request for additional

documentation should reply directly to OSC with their response. There is no need to include the BSC on the agency response, as there may be sensitive information involved.

- If agency does not provide documents to OSC, the voucher will be denied back to the BSC and the BSC will need to contact the agency.



Confirming Purchase Orders


Ensures goods and services were completed and received. Creates purchase requisition in SFS, attaching the invoice and all supporting documentation, and indicate ‘Confirming PO’ in the comments section.


Receives PO on Confirming PO list from Purchasing Service Line. Processes voucher in SFS. Retains documents in FileNet.

Process

Agency receives goods and services and all supporting documents. Agency creates a purchase requisition, attaching the invoice and all supporting

documents, and indicating ‘Confirming PO’ in the comments section and then approves the requisition.

BSC Purchasing receives draft PO generated by SFS from agency’s purchase requisition. BSC Purchasing sends PO and all supporting documents to BSC Accounts Payable. BSC Accounts Payable prints out all documents, reviews, enters, and approves vouchers

in SFS. Posts approval, all confirming PO documentation is sent to Accounts Payable Receiving

to be scanned and indexed into FileNet. BSC Accounts Payable reviews indexing in FileNet, and retains hard copy for three (3)

months.


Matching Process


Resolves match exceptions when BSC inquires. Completes a PO change request form for any adjustments to a PO. Provides receiving if required.


Every two hours the SFS match process runs automatically. The BSC will review and resolve match exceptions directly or with agency input.

For contracts: AP processor will advise agency if a PO Change or receipt is needed. For POs: AP processor will work with the agency to either request a PO change and/or

receipt or cut the invoice based on the PO. Cuts an invoice if amount owed is less than the amount charged, indicates cut to

supplier via message field in the payments tab in SFS. Agency advises when changes are complete. Processor then makes any necessary changes to AP Voucher.

Process

SFS runs batch matching process; system says matched or not. If not matched, BSC resolves or contacts the agency via e-mail to resolve the match

exceptions.

Match Exceptions and Solutions

Reason Solution

Purchase Order

Agency completes a PO change request BSC enters a PO Change Notice (POCN)

Receipt Enter receipt within 5 business days Agency advises items not received, BSC cuts invoice and indicates

cut via message field in SFS payments tab

Voucher Make corrections to the voucher

Inspection Make corrections to the inspection (related to four-way matching)

Invoice Indicate cut via message field in SFS payment tab if prices exceed PO prices or if items are not received.


Contracts Used by Multiple Agencies

An agency allows another agency to “piggyback” off their contract.


When the contract is sent to OSC for approval, the pricing pages are sent to the agency Contract PO Unit identifying the user agency. Also required is the project number (if applicable), maximum funds to be used, and contact information for the person that will be submitting the requisition.

Contracting agency notifies supplier to clearly indicate on each invoice the user agency name or a unique project number.

Funding agency submits a requisition to the BSC.


BSC issues the PO against the centralized contract charging the user agency funds. BSC updates master list of contracts that cross agencies.


Indicates on invoice or through FileNet that MSC01 funding will be used for payment.


BSC issues the PO against the contract charging the user agency funds.


Petty Cash Replenishment


For new petty cash accounts, agency must submit a request to the OSC Vendor Management Unit (VMU) for the addition of a vendor ID.

Monitors and reconciles the balance in the petty cash account. Submits a Claim for Payment (AC 3253-S) only to the BSC to replenish the account. Do

not provide receipts. Maintains receipts for reconciliation and audit purposes.


Creates a regular voucher in Accounts Payable to replenish the account.

Process

Agency monitors and reconciles the balance in the petty cash account. When the balance gets low, agency submits a claim for payment for replenishment via SFS.

BSC AP Processor creates a regular voucher in Accounts Payable and submits to OSC for payment.

The payment of this voucher results in the deposit of the funds into the appropriate account through OSC’s ACH process.


Postage Replenishment Procedures


Agency sends a claim for payment to the Expedites mailbox.


Creates a regular voucher in Accounts Payable to replenish the account.

Process:

Claim for payment is printed, and stamped with Vendor ID/Voucher ID stamp and given

to the Receiving Unit to scan and index as an Expedite.

Invoice number to be used is as follows: account# MM/DD/YYYY.

Processor enters in SFS using the coding that is provided on the claim for payment.

Once entered in SFS, voucher numbered, and submitted, the voucher is approved.


Direct Pay for Small Dollar Confirming Orders

For instances where an agency would have traditionally submitted a confirming PO in the amount of $5,000 or less, the BSC will now process the payment without a Requisition or PO. These will be considered “Direct Pay” transactions. Direct Pay Includes:

Standalone POs

Preferred Sources (except Corcraft)

Purchases from Centralized Contracts

Open Market Purchases

Direct Pay Does NOT Apply to:

Agency Specific Contract Payments

Template Vouchers - Utilities

Corcraft


BSC staff will enter transactions as submitted by the customer agency from a mailbox that is pre-determined to be the source of Direct Pay Requests.

No changes will be made to the amount, vendor, or other submitted information. In partnership with the agency, monitoring this process to address any concerns about

split ordering, noncompliance with State Finance Law, or potential for expanded credit card usage.


Retains the procurement record for the Direct Pay Transaction. Resolving any questions from OSC Expenditures regarding the procurement. Fully auditing the invoice(s) including ensuring pricing is consistent with Centralized

Contract Terms and Conditions or Preferred Source Guidelines, and identifying the centralized contract number when applicable.

The agency will adhere to agency specific procurement rules and all other appropriate governing requirements.

Ensuring all State Finance Law and agency internal controls are met for every invoice submitted to the BSC for processing.

In partnership with the BSC, monitoring this process to address any concerns about split ordering, noncompliance with State Finance Law, or potential for expanded credit card usage.

Entering the transactions as submitted by the agency. No changes will be made to the amount, vendor or other submitted information.

Process:

Invoices are received at the agency.


Confirming invoices for $5,000 or more, agency audits the invoice, enters a requisition in SFS, attaches supporting documentation, and submits for approval.

If the invoice is for $5,000 or less, agency staff audits the invoice, attaches any supporting documentation and submits to the agency central office with a completed BSC Direct Pay form.

The agency central office performs any necessary audit of transactions and approves for payment by signing the BSC Direct Pay form. Once approved, the agency central office submits invoice, backup and BSC Direct Pay form to the BSC via e-mail from a predetermined mailbox set up as “[email protected]”. BSC Direct Pay form needs to be scanned with the invoice, not attached separately.

BSC receives e-mail from agency designated e-mail account and imports documents into FileNet.

BSC enters invoice into SFS and approves payment. If invoices are received at the BSC, they will be entered into FileNet as any vendor

invoice and moved to the Agency Review Queue. Since confirming orders should be the exception and not the rule and vendors generally only have one ‘bill to address’, the BSC should be the default.

Agency will monitor FileNet for invoices that are submitted directly to the BSC. If confirming and $5,000 or less the agency completes the Direct Pay form and submits to the agency central office with any back up. Agency central office reviews in FileNet, approves the BSC Direct Pay form and attaches the form to the invoice in FileNet. BSC will only process invoices submitted this way from designated agency staff.

BSC enters invoice into SFS and approves for payment.



Non-Employee Travel (NET) Transactions


Submits Claim for Travel Reimbursement by a Non-Employee Form (AC3257-s) and attach all supporting documentation.

Submits Statement of Automobile Travel (AC160-s) and attach all supporting documentation.


Reviews claim to ensure all supporting documentation is attached, and travel expenses comply with OSC rules and regulations.

Processes voucher in SFS.

Process

Agency submits AC3257-s or AC160-s forms with all supporting documents to [email protected].

For faster processing of the invoice, the agency should also complete and attach the BSC Invoice Submission Information Sheet. This can be found at the following link: http://bsc.ogs.ny.gov/content/accounts-payable.

BSC Receiving scans and indexes documents in FileNet. The BSC Travel & Expense Service Line audits travel expenses and supporting

documentation on the invoice, then the BSC Accounts Payable Service Line processes the voucher in SFS.

If the invoice is related to a PO or a contract, the BSC Travel and Expense Service Line audits the travel portion, then routes the invoice back to BSC Accounts Payable, informing if the travel is approved, or to cut the travel charges from the invoice.

BSC Accounts Payable will process invoice.


http://bsc.ogs.ny.gov/content/accounts-payable


Checks


For non-BSC processed transactions, runs stale dated report to identify checks returned that were processed by the agency.


Runs stale dated check report for items processed by the BSC. Reviews the report to determine if the check can be reissued. Submits a completed TD346 form to OSC. Revenue checks are handled via e-mail and not form TD346.


A-Routed


Indicate that the check will need to be A-routed either through the purchase requisition, or in the Agency Review queue in FileNet.

Provide justification for why the check will need to be A-Routed. Reasons must be in compliance with the OSC Guide to Financial Operations.


BSC will put “Return to Agency” in the Handling Code box on the voucher, and checkmark the ‘Separate Payment’ box.

BSC will also ensure the supplier location is ‘MAINCHECK’.

Process:

Agency indicates that a check will need to be A-Routed in the purchase requisition, or in the Agency Review Queue in FileNet. The agency will need to indicate why the check needs to be A-Routed.

The BSC will indicate “Return to Agency” in the Handling Code box, and mark it as a separate payment on the voucher.

Once the voucher is fully approved, the agency’s courier will pick up the checks at the Division of Treasury.


Billing Vouchers


Receives and approves vouchers and provides appropriate coding. Downloads Pinnacle (LDAP) system for telecom. Requests duplicate invoices from billing agency if original invoice was not processed

within the agency. Contacts billing agency to resolve any billing issues. Runs NYGL0442 for fringe and provide necessary coding to the BSC. Runs the NYAP3240 Outstanding Interagency Vouchers report to identify all outstanding

interagency payments.


Processes payment in SFS.

Process

The billing agency creates/bulkloads a bill in the billing module of SFS. SFS automatically creates a receivable in the accounts receivable module and generates a voucher in accounts payable via the voucher bulk batch process.

These processes are automatically run in the overnight batch schedule. Agency receives invoice from billing agency. Agency downloads invoice from Pinnacle

system for telecom. If there is an error in the billing voucher, the billed agency needs to communicate with

the billing agency. Agency approves voucher and provides coding, and forwards that information via e-mail

to the BSC. BSC AP Processor processes billing voucher by updating chartfields. The voucher is budget checked after it is approved. If the budget check is valid, the

voucher is submitted into FileNet. If the budget check is not valid, BSC e-mails agency liaison to resolve budget/coding issues; agency to return an e-mail when complete.

Voucher is submitted for OSC approval. Voucher and payment post. A series of processes transfers the payment from AP to AR. Invoice # is used to link

payment with previously created receivable. Payment is received in AR module and receivable is closed. Payment information can be viewed using AR or AP reports or inquiries. If agency did not receive original billing voucher, a duplicate invoice must be requested

from the billing agency.


Discounts


Advises BSC of any transaction that includes a discount.


Processes discount transactions within discount terms.

Process

Agency completes requisition stating in the Additional Information box, the discount rate available.

BSC completes PO stating discount. Invoice is researched upon arrival at the BSC to see if it is available for discount and

processed accordingly.


Paper Print Overruns

Allowable overruns. Orders up to 50,000 copies shall not exceed + 5%. Orders over 50,000 copies shall not exceed + 3%. Tolerances built into PO within SFS.


Agency, at its option, may either accept or reject additional quantities beyond the allowable overrun. If overruns beyond the allowable percentages are accepted, they will be at a negotiated reduction in price by the agency.

Agency to communicate its decisions to the BSC.


Notifies agency of print overruns. Processes invoice when finalized and approved by agency.

Process

BSC receives a printing invoice and reviews it to see if it contains an overrun charge. If there is a charge and it falls within the PO tolerances, it will be processed as usual.

o The agency requests a PO Change by e-mailing the BSC Purchasing Unit at:

[email protected].

o BSC receives change request.

o BSC verifies the change information.

o BSC enters updated information in SFS.

o BSC approves and issues POCN to supplier with a copy to the agency.

If the charge is beyond allowable limits, BSC will e-mail the agency liaison to see if the agency accepts or rejects the overrun.

If the agency accepts the overrun, agency will negotiate price with the supplier and e-mail the BSC at: [email protected] with a PO Change Request.

If the agency rejects the overrun, BSC will perform an invoice cut procedure. The agency will e-mail the direction/decision to the BSC.

BSC will process the invoice (see Section B for the process).




Agency Financial Reporting Package

The State’s accounting and financial reporting system, under the control of the OSC, provides for the collection, summarization and reporting of unique financial data and information maintained at State agencies. This financial information is required to ensure full and proper disclosure in financial statements prepared in accordance with generally accepted accounting principles (GAAP). The Agency Financial Reporting Package (AFRP) has been developed for the purpose of gathering data-in-process, which has not been entered into the State’s statewide financial system (SFS) at specified closing dates.


Agency requests needed information to complete their report from the BSC. Agency responds to OSC.


BSC provides needed financial information.

Process

OSC makes the request to the agency for information. The agency requests the information on invoices in, but not yet in SFS, from the BSC. BSC responds to the agency. The agency responds to OSC.


Utilities


Provides the BSC with the vendor name, SFS vendor ID, utility account number, and SFS

chartfield coding information for any utility invoices that need to be paid each month.


Creates template vouchers as customer agencies need them.

Pays the current charges per the utility invoice.

Notifies the vendor if payment is being held for any reason.

Works with the vendor to ensure credit is applied for prior payments made by the BSC if they are not reflected on current or future invoices.

Process

The BSC uses SFS template vouchers to pay utility invoices for customer agencies, for utilities that are regularly recurring charges (monthly, quarterly, etc.) for services such as electricity, phone (landline, cellular, pager), internet, water, sewer, cable and natural gas.

Invoices are not sent to FileNet Agency Review for approval.

Sales tax, late payment fees, or prior amounts are not paid.

Utility invoices are scanned into FileNet when received.

During the third week of the month, the agency will receive a report of all Utility invoices paid for the prior month.


PURCHASING

Policies and Procedures: General Purchase Requisitions Stand Alone Purchase Orders Stand Alone Purchase Order Change Notices Lease Purchase Orders New Contract Amendments Requiring OSC Approval New OGS Let Leases Procedures for Holdovers One Time Purchase – Lease (OPL) Contract Process Contract or Lease Purchase Order Change Request Invitation for Bids


Policies and Procedures: General

Agencies must procure commodities, services, and technology in accordance with Article 11 of

the New York State Finance Law.


Makes the final decision on the details of what the agency needs to procure including supplier, model, quantity, and whether price is reasonable.

Creates, submits, and secures necessary approvals on a SFS requisition for all of the agency’s purchasing transactions.

Obtains required purchase approvals (e.g., Division of the Budget B-1184 (B-1184), Office of Information Technology Services Plan to Procure (PTP).

Uses a Procurement Card (p-card) whenever possible. Obtains quotes in accordance with the BSC guidelines (refer to the document

“Purchasing Requirements for BSC Customer Agencies” located on the BSC Website at https://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirements.pdf).

Ensures that funding is available for the purchase and valid budget coding is supplied. Ensures that the agency’s Minority and Women Business Enterprise (M/WBE) goals are

being met.


Arranges/provides guidance and training to requisitioners and receivers. Reviews PO documentation to ensure an adequate procurement record exists for POs

issued. Issues Invitation for Bids (IFBs) for one time commodity purchases when requested to

do so. (Please note that Requests for Proposals (RFPs), Requests for Quotes (RFQs) and IFBs resulting in C or T contracts remain the agency’s responsibility.)

BSC Buy Desk will assist or conduct basic RFQs for multiple agencies. Maintaining all procurement documents for procurements processed by the BSC in accordance with state record retention guidelines.

https://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirements.pdf


Purchase Requisitions

If a good and/or service can be charged to a procurement card (if the supplier accepts the card

for payment and the charge is within cardholder limits) the card should be used. Agencies

should not use a requisition for a purchase that will be paid for with a P-card.

The BSC requires an SFS requisition for ALL PO types including those for one-time (standard),

occasional (blanket), emergency, and on-going (contract) purchases. In addition, requisitions

are required regardless of the timing of the purchase. For example, if an emergency or off-hour

emergency PO is necessary, an SFS requisition will need to be entered the next business day to

maintain a proper procurement record.

Agency Requestor Responsibilities:

Determines and defines what goods or services are needed.

Contacts the BSC for procurement guidance, as needed.

Researches procurement and secures outside approvals (B-1184 and PTP).

Places order via an agency P-card, whenever possible.

Creates requisition in SFS.

Attaches quotes, reasonableness of price, and other supporting documentation in SFS.

Includes account number, when available.

Ensures items quoted on an OGS NYSPro contract are actually on the contract at the

quoted price for the quoting supplier. See http://www.ogs.ny.gov/BU/PC/.

BSC requires receiving on most POs .

Receipt must be entered in SFS after goods or services are received.

Identifies Unit ID for indexing in FileNet on line 1 of the requisition along with the first

item.

Includes the following items in the additional information section of the requisition, if

applicable:

Supplies B-1184 approval number.

Supplies quote number.

Identifies contract number.

In the comment field or line item description, indicates if an “A” route check is

required including location for check delivery.

In the comment field or line item description, indicates that PR is confirming

(Requestor must attach invoice to the PR and amount of PR and invoice must match

exactly).

Provides agency delivery contact name and phone number for commodity purchases.

http://www.ogs.ny.gov/BU/PC/


Agency Requestor’s Supervisor/Department Manager/Procurement Manager Responsibilities:

Reviews and approves requisitions in SFS.

Approvals are required as defined in the agency SFS role mapping process.

Orders should only be approved for transactions that are an appropriate use of State

and/or Federal funds.

Agency Budget/Finance Office Responsibilities:

Reviews and approves requisitions in SFS.

Ensures funds are allocated for the requisition and the proper budget coding is used.


Provides purchasing advice upon request.

Process:

There are a number of tools and resources available to assist agencies with the requisition

process:

The BSC Purchasing Requirements Chart (https://online.ogs.ny.gov/BsCenter/Forms/PurchasingRequirementsBSC.pdf) provides guidance on requirements for purchases given their dollar value and purchase type.

The BSC and SFS offer live training classes on requisition and receiving in SFS. Sign up in the Statewide Learning Management System (SLMS) located at:

https://nyslearn.ny.gov/. If you require SLMS assistance call: (518) 473-8087 or e-mail [email protected].

Staff in the BSC Purchasing Service Line are available to answer questions related to the requisition process. They can be reached at (518) 457-4272.

https://online.ogs.ny.gov/BsCenter/Forms/PurchasingRequirementsBSC.pdf

https://nyslearn.ny.gov/


Stand Alone Purchase Orders

Stand Alone POs are those that are not associated with an agency specific lease, C, D, or T

contract. They are purchases made from preferred sources, OGS Procurement Services

Centralized Contracts, an IFB for a one-time purchase, or purchases made using discretionary

spending authority. See Definitions for an in-depth discussion of each of these terms.


Submits an approved requisition with the appropriate supporting documentation to the BSC. (See Requisition Section A.1.)

Responds within 3 business days to any requests from the BSC including requests for additional supporting documentation, clarifications, and correction of requisition budget check errors.


Follows up with agency requisitioner as required. Ensures PO complies with purchasing rules and regulations. Establishes a procurement record to support the PO. Generates PO encumbering funds. Dispatches PO according to dispatch method defaulted in SFS. If dispatch method is

print, sends a copy of the PO to the supplier, agency requestor, and any other contact as designated by the requestor. Additional contacts may be added to the Additional Information section.

Dispatches POs within 3 business days from the receipt of a properly completed and supported requisition with a valid budget.

A properly completed and supported requisition is defined as one that meets all of the requirements as outlined in the Purchasing Requirements for BSC Customer Agencies chart and includes the documentation to support it.

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Stand Alone Purchase Order Change Notices

A change notice is a request to amend an already dispatched PO. The request should not

substantially change the value or composition of what was originally included on the PO.

Updates may include changes to pricing, quantity, items, delivery terms, etc. A PO Change

Notice may increase the value of a PO to the extent that it warrants additional purchasing

requirements, e.g., B-1184, Contract Reporter, etc.


Determines there is a need to increase, decrease, revise, or cancel an existing PO. Submits e-mail (along with new quote, if prices, items or quantities are changing) to

request a change notice/cancellation. Submits the request to the BSC mailbox: [email protected].

Supplies additional documentation that may be required based on changes in the value of the PO (please see the “Purchasing Requirements for BSC Customer Agencies” chart on the BSC website at http://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirementsBSC.pdf).

Secures a B-1184, PTP, or other approvals that may be required as a result in the change in the PO amount.

Responds within 3 days to information requests from the BSC concerning change/cancellation order or budget check failure.


Processes change notices in SFS within 5 business days based on properly documented

requests from agency for PO Change Requests.

Contacts agency when budget check errors occur.

Ensures PO Change Notice complies with purchasing rules and regulations.

Establishes a procurement record to support the PO Change Notice.

Dispatches PO and sends to the supplier via e-mail or fax where required. Change

Notices that do not require supplier action do not get sent to the supplier (e.g., small

change to pricing to pay an invoice received in the Accounts Payable Service Line).

E-mails a copy of the PO or notification that the change has been completed to the

agency requestor, the agency liaison, and any other contact as designated by the

requestor.


http://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirementsBSC.pdf

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Lease Purchase Orders

Lease POs are those that are associated with an agency specific lease. When OSC requests a PO

to complete the contract approval process, and a commencement letter is received from OGS Real

Estate Property Development, the BSC will issue the PO.

Types of Lease Purchase Orders:

New Contract and Amendments Requiring OSC Approval Procedures for New OGS Let Leases OPL Contract Process Contract or Lease PO Change Request

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New Contracts and Amendments Requiring OSC Approval


At the same time contract is submitted to OSC for approval, completes and submits an approved requisition to the BSC.

Ensures coding is valid and funds are available in SFS to encumber. Requests encumbrance values that are commensurate with the percentage of agency

budget allocated by DOB for the year. Supplies supporting documentation to the BSC as required. Responds within 3 business days to any requests from the BSC including requests for

clarifications and requests for correction of requisition budget check errors.


Follows up with agency requisitioner as required for clarification and additional documentation.

Follows up with agency when budget errors occur. Approves PO and links to contract upon OSC request. Dispatches PO and e-mails to the agency requestor, the agency liaison and any other

contact as designated by the requestor.

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New OGS Let Leases

Agency/OGS Real Estate Planning (OGS/REP)

Agency and OGS/REP will work together to negotiate and secure lease location and lease contract documents.

At this point OGS/REP creates a lease project ID, which is the identifier to track all costs related to said lease.

OGS Real Estate Planning

OGS/REP will notify the BSC and agency via Proposed X Year Lease Letter and Abstract of Economic Clauses (which summarize the lease terms and conditions).

These documents indicate that OGS/REP is preparing to send the lease contract to OSC.


The agency will complete a New Lease Purchase Requisition Form. This form includes information such as agency, lease number, lease contract begin and

end dates, supplier information as well as total value of contract. This total value of contract amount is the amount that will be included on the Single

Transaction Summary (STS). Additionally, at this point, in order to establish the contract, coding will be required to

add lines to the contract.


Based on information from OGS/REP and the agency, the BSC will enter the contract requisition into SFS and submit to the agency for review and approval.


The agency will approve the contract requisition in SFS.


Upon agency approval, the BSC will generate and execute an STS and provide to agency.


Upon receipt of the STS, the agency will request a B1184 (required if transaction is over $20k) from the Division of Budget (DOB) to be included in the OSC submission along with the STS and all required lease documentation.

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Upon OSC and AG approvals, the BSC will create a contract release to generate a PO. Once the BSC receives a Commencement Letter from OGS/REP, the BSC will link said PO

to the lease in the Real Estate Module to facilitate automated payments for all fixed monthly costs indicated in the lease contract.

Once the PO is linked, the lease changes from ‘pending’ to ‘active’ in the Real Estate Module.

TYPES OF LEASE DOCUMENTS

RECURRING NON-RECURRING

FIXED Base rent, parking, janitorial* N/A

VARIABLE Real estate taxes, operating expenses, escalations, electric**

OPL – One Time Purchase – Lease***

*services included within the scope of the lease where dollar amounts are defined (fixed). **services included within the scope of the lease where dollar amounts are not defined (variable). ***see separate OPL procedures document.

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Procedures for Holdovers

OGS Real Estate Planning (OGS/REP)

Upon lease expiration, a holdover may be issued. OGS/REP issues a letter to agency and BSC with notification that the lease will be going

into holdover status for the initial term only. OGS/REP will update the new lease terms in the Real Estate Module with an end date of

12/31/2099, indicating that this lease is in holdover status. The initial term is generally for a six month to one year period. BSC and the agency will continually review SFS contract expirations. If additional terms are needed on the SFS contract, the agency is responsible for

letting the BSC know the additional term required; as the holdover letter is an indefinite letter until such time the lease terminates or an amendment is provided. It is imperative to have this information prior to current holdover expiration. At this point, all steps will need to be followed to extend the end date and add additional funding, if necessary.


Based on the holdover letter, the BSC will work with the agency to obtain a Lease Purchase Requisition form to include new end date of the lease contract, as well as additional funding required.


The agency will complete a Lease Purchase Requisition Form and request a B1184 from the Division of Budget (if required). The agency will then send the Lease Purchase Requisition Form, B1184 and all additional required paperwork.


Based on information from the holdover letter as well as the Lease Purchase Requisition Form, the BSC will create and execute a Single Transaction Summary (STS).

The BSC is responsible for sending all holdover paperwork to OSC, and notifying the agency when the paperwork has been sent to OSC.

For holdovers issued for an entire fiscal year, please note that OSC requests rent be encumbered through 4/30 to allow for April’s rent to be paid prior to blackout.

OSC

OSC will review all information provided by the BSC and either approve or deny the transaction.

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If the transaction is approved, OSC will send original documentation back to the BSC indicating the transaction has been approved.

The BSC will generate a contract release to create a PO and inform the agency once PO has been dispatched.

Once the PO is dispatched, the BSC will link said PO to the lease in the Real Estate Module to facilitate automated payments for all fixed monthly costs indicated in the lease contract.

If the transaction is denied, the BSC will work with OSC and the agency to obtain any additional information required.

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One Time Purchase – Lease (OPL) Contract Process

This process was created to ensure that OGS and OSC have a true cost for all leased facilities. Since these purchases require OSC approval, they are processed through the contract module in SFS as ‘OPL’ (One Time Purchase – Lease) contracts. This includes all requests for goods or services at a leased facility, not included in the scope of the lease contract. They are tracked in the contract module by the project ID number. Agency responsibilities:

Agency initiates a request to process a one-time lease transaction (OPL to the BSC via e-mail to the OGS Contract Mailbox).

The subject line of the e-mail should read: “OPL Contract Needed,” along with the “Lease Number.”

For prompt processing, the e-mail should contain a completed ‘OP Contract Request Form’ along with the invoice/quote from the Landlord (subcontractor, or supplier) and any additional supporting documentation required. Please see table below.


BSC will review OPL requests and if no further documentation is required, enter the contract requisition in SFS.

After the BSC reviews the information, they will enter it into the contract module, and contact the agency for review and approval of the requisition.

If additional information is required, the BSC will reach out to the agency with further instructions/requirements.


Agency will review and approve the contract requisition in SFS and a contract header will be established.


BSC will review the contract, change the status to pending OSC, generate an STS and forward to OSC with all supporting documents for contract approval.

OSC:

OSC will review STS and supporting documents for approval. Once they have reviewed all the documentation, they will approve the contract.


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BSC will create a contract release to generate a PO. Once dispatched, the BSC will send a copy of the PO to the agency, and Accounts Payable if invoices were previously attached.


Agency will enter the invoices into FileNet and reference the approved PO number received.


The BSC will process the invoice for payment.

Confirming OPL – work has been completed and invoices are attached/received.

Non-Confirming OPL – work has not yet been completed and an estimate/work order was received. Invoices will be submitted via FileNet/e-mail at a later date.

Threshold Requirements

Any Amount Lease #

Any Amount Quote or Invoice from Landlord (or subcontractor)

> $5,000 or modifications

to the building OGS Real Estate Planning Approval Letter (Cost Justification)

Modifications include, but are not limited to: additional electric outlets or connections, wall/

door modifications, lighting changes, modular furniture installation, finishes refurbishment,

paint, carpet, vinyl composition tile (vct), connections for electrically operated equipment,

replacement or major repairs exceeding tenant fit out costs that are described in the lease.

Additional Supporting Documentation Required

If PO IS issued to:

(a) Management Company

(b) Supplier (not landlord)

W/C Insurance

Disability Insurance

Supplier Responsibility Profile

Supplier Questionnaire

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Contract or Lease Purchase Order Change Requests


Submits a lease contract purchase requisition for each contract PO at the start of each new fiscal year.

Supplies supporting documentation as required. Ensures coding is valid and funds are available in SFS to encumber. Requests encumbrance values that are commensurate with the percentage of agency

budget allocated by DOB for the year.


Follows up with agency requisitioner as required for clarification and additional documentation.

Follows up with agency when budget errors occur. Approves PO and links to contract. Dispatches PO and e-mails to the agency requestor, the agency liaison and any other

contact as designated by the requestor.

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Invitation for Bids (IFB)

At the agency’s request, the BSC will conduct an Invitation for Bids (IFB) for a single commodity

purchase that results in a one-time Purchase “OP” Contract. The BSC will not process Request

for Proposals (RFPs), IFBs for services or IFBs for other than one-time commodity purchases due

to the subjective nature of requirements and the evaluation process. Agencies will continue to

be responsible for processing those procurements that result in a service contract, a term

contract or “C” and “T” contracts.


Secures all required approvals: PTP, B-1184, etc. Provides goals for M/WBE and SDVOB participation. Submits completed Agency Request for Bid form via e-mail. Clearly defines the goods to be procured and provides specifications. Approves supplier selected as a result of the IFB process. Provides chartfield coding. Approves the Contract Requisition in SFS. Approves supplier-provided staffing plan, if applicable. Tracks M/WBE and SDVOB goals.


Manages the IFB Process: Compiles and issues Invitation for Bids. Advertises in the NYS Contract Reporter. Creates bidder solicitation list. Administers question and answer period and issues addenda. Conducts Bid Opening. Evaluates bids received. Informs the agency of the bid results. Conducts supplier responsibility research. Issues tentative award letters. Creates the contract requisition in SFS. Submits recommendation for award package to the OSC for approval. Answers any questions from OSC during the approval process. Generates the PO from SFS and issues it to supplier with cc to agency requestor, the

agency liaison and any other contact as designated by the requestor.

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BSC Buy Desk

The BSC Buy Desk assists agencies in conducting procurements efficiently. The BSC Buy Desk:

Conducts RFQs under $50,000 for commodities, services, or technologies.

Identifies opportunities for cost savings and/or adds value.

Identifies opportunities for centralized statewide contracting and/or preferred source offering.

Obtains price quotes.

Offers purchasing advice to BSC Customers.

Provides guidance for understanding OGS contracts.

Verifies pricing.

Guides/Obtains documents that are required for open market purchases.

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FORMS & PUBLICATIONS: ACCOUNTS PAYABLE

Request for Payment to Vendor: http://www.osc.state.ny.us/agencies/forms/ac3253s_f.pdf

Additional chartfield documentation for an Accounts Payable transaction: PeopleSoft Charge Continuation - AC 3254-S: http://www.osc.state.ny.us/agencies/forms/ac3254s_fe.pdf

Request for a refund of appropriation: Refund of Appropriation - AC 1286: https://bsc.ogs.ny.gov/sites/default/files/Refund_of_Appropriation.xls

BSC Invoice Submission for Agencies:

https://bsc.ogs.ny.gov/sites/default/files/BSC_invoice_submission_for_agencies_0_0.pdf

Invoice Submission for Dual Agency Approval:

https://bsc.ogs.ny.gov/sites/default/files/Invoice_Submission_for_Dual_Agency_Approval.pdf

Merchandise Invoice Received Dates:

https://bsc.ogs.ny.gov/sites/default/files/Merchandise_Invoice_Received_0.pdf

http://www.osc.state.ny.us/agencies/forms/ac3253s_f.pdf

http://www.osc.state.ny.us/agencies/forms/ac3254s_fe.pdf

https://bsc.ogs.ny.gov/sites/default/files/Refund_of_Appropriation.xls

https://bsc.ogs.ny.gov/sites/default/files/BSC_invoice_submission_for_agencies_0_0.pdf

https://bsc.ogs.ny.gov/sites/default/files/Invoice_Submission_for_Dual_Agency_Approval.pdf

https://bsc.ogs.ny.gov/sites/default/files/Merchandise_Invoice_Received_0.pdf

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FORMS & PUBLICATIONS: PURCHASING

Purchasing Requirements for BSC Customer Agencies: https://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirements.pdf

Purchase Order Checklist: https://bsc.ogs.ny.gov/sites/default/files/Purchase_Order_Checklist.pdf

NYS Procurement Council Guidelines:

http://www.ogs.ny.gov/BU/PC/Docs/Guidelines.pdf

https://bsc.ogs.ny.gov/sites/default/files/PurchasingRequirements.pdf

https://bsc.ogs.ny.gov/sites/default/files/Purchase_Order_Checklist.pdf



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FREQUENTLY ASKED QUESTIONS: ACCOUNTS PAYABLE

Question: Does the BSC process fringe benefits payments on behalf of customer agencies? Answer: Yes, the BSC processes quarterly fringe benefits payments upon receipt of approved interagency billings from the customer agency. Customer agencies must additionally supply the appropriate chart of accounts coding required to process the payments in the SFS. Question: How does the BSC retain backup documentation for transactions? How do they provide this during an audit? Answer: The BSC electronically retains all documentation related to each voucher processed for customer agencies. This documentation is provided directly to auditors by the BSC with a notification to the customer agency’s finance liaison. If additional information is required beyond what is available from the BSC, such as packing slips, the auditor will reach out to the customer agency finance liaison directly to request the needed documentation. Question: Who addresses vendor and contractor questions regarding payments – the BSC or the customer agency? Answer: The BSC provides payment information when contacted by vendors or contractors. Customer agencies should direct their vendors and contractors to reach out directly to the BSC at (518) 457-4272 with questions or concerns about payments so that we can work with them to resolve any issues. Question: What business process does the BSC follow to process service contract invoices? Answer: The BSC requires POs to be in place for all contract payments. Vendors are notified when a customer agency transitions to the BSC, that all invoices should be sent to the BSC directly for payment. Once the BSC receives the invoice and secures approval to pay from the agency, we process it for payment against a valid PO. Question: What should a customer agency do if an invoice is received at the agency instead of being sent directly to the BSC? Answer: If a customer agency receives an invoice directly from a vendor or contractor instead of it being sent to the BSC for payment, the following steps should be taken:

Date stamp the invoice to reflect the date it was received.

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If applicable, receive the goods or services in the SFS and write the receipt number on the face of the invoice, or indicate an invoice can be paid by the BSC by writing “Approved for Payment” on the face of the invoice.

Ensure the PO, contract number, or utility account number is on the invoice or write this in if it is missing. If this is an invoice that does not require a PO (i.e. an interagency bill, non-employee travel), the coding or template voucher to be used to pay the invoice should be written on its face.

Scan and e-mail invoice to BSC at: [email protected]. Notify the vendor or contractor to send future invoices directly to the BSC.

Question: What process is followed if a voucher fails budget check or produces a matching error in SFS during processing? Answer: If a budget check exception or matching error occurs during voucher processing, the BSC will notify the customer agency budget liaison via e-mail so that appropriate actions can be taken by the customer agency. Question: How is the BSC notified that an invoice is approved for payment? Answer: All invoices and related backup documentation received at the BSC are indexed and scanned into an electronic workflow and document retention system. The BSC Accounts Payable research team checks for receiving of the invoiced goods or services in SFS as part of its indexing. Any invoice that has not been received in SFS is placed into the customer agency workflow queue for its review and approval to pay. When in customer agency workflow queue, customer agencies are also able to provide payment information and additional comments to support invoice processing. Question: How are partial payments handled by the BSC? Answer: Customer agencies use the electronic workflow and document retention system to provide processing information to the BSC if an invoice should not be paid in full, including the reason for nonpayment. The BSC will send a letter to the vendor informing them of the reason that the payment has been reduced. If the remaining balance is to be cancelled, the customer agency should submit a PO change request to the BSC Purchasing team to cancel the balance and disencumber the funds. Question: What is the BSC‘s invoice document retention policy? Answer:


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The BSC scans and retains all invoices and supporting documents in the electronic workflow and document retention system in accordance with New York State Archives guidelines. Paper invoices are disposed of generally three months after scanning. OSC accepts electronic copies of voucher supporting documents from the BSC for its audits. Agencies are responsible for any supporting documents not submitted to the BSC. Question: When is a requisition required for payment versus when a straight payment may be done? Answer: Straight payment transactions refer to those payments processed without a related PO in SFS. Unless an agreement has been reached between the BSC and the customer agency, all payments processed at the BSC will require a requisition from the customer agency if a PO does not already exist, with the exception of utilities processed with template vouchers, interagency bills, and non-employee travel. This policy supports a strong internal control environment at both the customer agency and the BSC, and ensures the BSC has the appropriate payment coding information and customer agency approvals to process payment to a vendor. Question: What process does the BSC follow to process utility invoices? Answer: The BSC uses SFS template vouchers to pay utility invoices for customer agencies, for utilities that are regularly recurring charges (monthly, quarterly, etc.) for services such as electricity, phone (landline, cellular, pager), internet, water, sewer, cable and natural gas. The BSC will create template vouchers as customer agencies need them, with information including the vendor name and SFS vendor ID, utility account number, and SFS chartfield coding information that should be used to pay invoices each month. Utility invoices are scanned into the electronic workflow and document retention system when received. The BSC will pay the current charges per the utility invoice. The BSC will notify the vendor if payment is being held for any reason. During the third week of the month the Agency will receive a report of all Utility invoices paid for the prior month. The BSC will only pay current charges on a utility invoice, and will not pay sales tax, late payment fees, or prior amounts. Additionally, the BSC will work with the vendor to ensure credit is applied for prior payments made by the BSC if they are not reflected on current or future invoices.

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FREQUENTLY ASKED QUESTIONS: PURCHASING

Question: Will the BSC conduct the initial shopping and specification development required for a requisition on behalf of the agency? Answer: Yes, the BSC will assist with the research required to obtain quotes, determine the best available price, and provide other helpful information prior to processing a requisition. Please reach out to our Buy Desk Unit for assistance ([email protected]). Question: What is the purpose of the two purchasing e-mail addresses? Answer: [email protected] is the address agencies use to make changes and/or inquiries regarding standalone POs. [email protected] is for requests, changes to, and inquiries regarding contracts and POs that encumber funding for lease related contracts. Question: Will the agency, the BSC, or another entity prepare bid packages and materials and postings for

purchases requiring a competitive solicitation? Who will conduct the bid openings, evaluate

bids and submit recommendations for award?

Answer: The BSC will issue Invitation for Bids (IFBs) for one-time purchases when requested to do so by an agency. BSC will be responsible for holding a bid opening, evaluating the bids and recommending an awardee. The agency would review bids and concur or not concur with the awardee that BSC recommends. Upon concurrence, BSC would prepare the bid package and submit it to OSC for approval. Question: Are requisitions required for all POs? Can we do a requisition for blanket POs? Answer: The BSC requires a requisition for POs. A requisition should be done for blanket orders as well. Blanket orders can be for any part of the fiscal year depending on funds available and the seasonal nature of the order. If the agency is going to do quarterly POs, then the BSC will need a requisition each quarter or a PO change request. Question: Do I process a requisition in SFS if I am placing an order on a p-card? Answer: No, a requisition is not required in SFS if you are placing an order on a p-card. Question:




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Will agencies retain the responsibility for securing the appropriate DOB Attachment-A/B and other approvals? Answer: Agencies are required to obtain appropriate approvals. On a requisition, the information is added to the "additional information" area. Copies of approvals should be scanned and attached to the requisition in SFS. Question: Can requisitions be edited through the various levels of approvals? Answer: Requisitions can be edited by the originator and at the budget approver level. However if a change is made, the workflow is reset and the requisition must go through the approval process again. Once a requisition is sourced to a PO, no changes can be made to the requisition. Question: How will the BSC handle confirming orders? Answer: When a confirming order is done, the agency should complete a requisition and attach the invoice to the requisition, indicating that it is a confirming order. The BSC would like to reiterate that confirming orders are not exempt from State Finance Law. Preferred sources, state contracts, etc. should be used where appropriate. When they are not, an explanation should be provided. Question: When it comes to procurement records, do we transfer the original or do you want scanned copies? Answer: Originals are not required. Whenever possible, procurement record documents should be attached to the requisition electronically in SFS. Question: How should the agency map the requisition approval process? Answer: All roles stay with the agency. The agency should map their roles according to their process. Question: How does an agency require inspection? Answer: If an agency wants this requirement on a PO, it can indicate so on the requisition. When creating a requisition in SFS, on the final tab (review and submit) go to the line level, line defaults, item detail, inspection required check box, and save. This must be done for each line. Question: How will the BSC determine where to send POs?

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Answer: PO delivery is designated/defaulted in the Vendor Profile in SFS (EDX, e-mail, print). EDX and e-mail POs will not provide copies to the requester, but will be sent electronically to the vendor. Unauthorized copies can be printed by the agency for their records. The requisitioner and anyone else designated on the requisition will receive a copy of the PO at the same time it is sent to the vendor, on print method POs. Question: If POs will be issued by the BSC, who signs the PO (an agency designee or BSC designee)? Answer: Once the PO is approved by the BSC, it is authorized electronically. Question: Why does it take the BSC several days to issue a PO given that agencies usually approve the PO in a day? Answer: The BSC has a service level agreement with agencies to process POs in 3 business days, when a complete procurement package has been submitted with the requisition. If a PO needs to be processed quickly, please contact the BSC Purchasing Service Line. Question: Depending on availability of funds, an initial PO‘s coding may need to change after the PO is issued but before payment of the invoice. How is that handled? Answer: For standalone POs, the agency should send an e-mail request to [email protected]. The e-mail should include specific information as to the changes to line items, dollar amount and coding. For changes to lease related POs, the agency should send a request to [email protected]. Question: What types of POs require receiving? Answer: Most POs issued by the BSC will require receiving. The types of transactions that do not require receiving are: leases, confirming POs, agency specific contracts for service, utilities and direct pay transactions. Question: Where can I learn about receiving in SFS? Answer: The BSC offers training classes that customer agencies can sign up for through SLMS. More information can be found at https://bsc.ogs.ny.gov/training-events. Users can also refer to the Job Aids in SFS Secure under the receiving section located here: https://www.sfs.ny.gov/index.php/master-sfs/sfs-job-aids/category/37-rec.



https://bsc.ogs.ny.gov/training-events

https://www.sfs.ny.gov/index.php/master-sfs/sfs-job-aids/category/37-rec

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Question: How do I receive on an amount only PO? Answer: Receiver should create a receipt in SFS indicating the total dollar amount that has been completed against the PO. Question: How do I receive on a quantity based PO? Answer: Receiver will need to create a receipt indicating the total quantity of goods received against the PO. Question: What will happen if I don’t put receiving required on my requisition? Answer: The BSC will contact the agency to advise that the PO will be set up with receiving required, and make the change on the PO. Question: What do I do if I need an invoice paid in an emergency and I cannot perform SFS receiving? Answer: Agencies can reach out to [email protected], and indicate receiving needs to be removed due to an emergency. This should only be intended for “true emergencies”. Question: Should receiving be completed for P-card purchases? Answer: POs for P-cards are defaulted to not require receiving. Receiving is not required for these transactions. Question: Is receiving required for an eMarketplace PO which uses a credit card? Answer: No, receiving is defaulted to “not required” for purchases using a credit card in the eMarketplace. However, the PO will still need to be linked to the credit card transaction when reconciling. Question: Is receiving required in SFS for POs linked to agency specific contracts? Answer: Receiving is not required in SFS for POs linked to agency specific contracts for services. Receiving is required for agency specific quantity based contract POs. Question:


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How long after I received a good or service do I have to enter receiving in SFS? Answer: It would be best practice to enter the receipt immediately or as soon as possible. The receipt indicates your agency’s “ok to pay”. This will allow the BSC to bypass agency review, and voucher against the invoice when it is initially received. Question: If I enter receiving in SFS, will the voucher appear in Agency Review in FileNet for an OK to Pay? Answer: The receipt will indicate your agency’s “ok to pay”. As long as receipts are entered timely and match to what is invoiced, the BSC will automatically voucher the invoice without having to direct invoices to your agency review queue. Agency Review will only be needed if there are exceptions with the invoice that do not match to what is received, or if the receipt has not been added to SFS yet. Question: If I enter receiving in SFS, do I need to enter the receipt number in FileNet? Answer: If the receiving is entered timely and accurately, the invoice should bypass Agency Review. If an invoice has been sent to your Agency Review, and the receipt(s) were entered subsequently, you can simply respond with the receipt number for processing.

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DEFINITIONS OF TERMS: ACCOUNTS PAYABLE

Accounting Date: The date a transaction is recognized in accounts payable, as opposed to the

date the transaction actually occurred. The accounting date determines the period in the

general ledger to which the transaction is to be posted.

ACH: Automated Clearing House. Refers to government system that supports electronic fund

transfers.

Activity Summary: The section of a PO that gives a summary of all activity against that PO i.e.,

list of invoices paid, list of associated receipts, dollar amount invoiced or un-invoiced against

the PO.

Adjustment Vouchers (aka Credit Memos): Used for entering refunds owed to the State.

Processed via a vendor check or credit memo, for relating one voucher to another.

Agency Security Administrator (ASA): Person who controls assignment of system roles, have the ability to reset users passwords, lock and unlock user accounts, and report on employee data and role data within SFS.

Amount Only: Amount only sometimes is called a blanket PO, and covers when you need

something for a certain amount of time but you don’t know how many you will need or how

frequently you’ll need them. Often amount only POs are for multiple deliveries for multiple

invoices over a period of time.

Blanket PO: An order that the vendor makes that contains multiple delivery dates over a period

of time. It is normally used when there is a recurring need for expendable goods and usually

involves receiving discounts.

Budget Check: Occurs after the final approver at the Business Unit or BSC and before the

voucher is submitted to OSC. Transactions, such as POs, requisitions, expense reports, and

vouchers, are budget checked in SFS, meaning the transaction will check the available budget

and will reduce the budget by the amount of the transaction.

Business Unit: Abbreviation in SFS naming for an agency or in technical terms a chart field value

used to represent an organization or sub-set of an organization that is independent with regard

to one or more operation accounting functions.

Chartfield: The fields which store your charts of accounts and provide your system with the

basic structure to segregate and categorize transactional and budget data. The individual

components, or fields, that when combined make up the chartfield string, which defines the

accounting structure. Sample chartfields include: Program, Fund/Subfund, and Account.

Claim for Payment: The SFS Claim for Payment Form (AC3253-S) is to be used in conjunction

with or in place of a vendor invoice for purchases of materials, equipment and services (non-

contract), contract payments, or state aid. Business Units can use AC3253-S internally to ensure

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all essential vendor, invoice, and accounting information is retained in accordance with State

record retention requirements.

Coding: In order to process transactions, it is imperative that we receive the following

information, as indicated: Department, Program, Fund, Account, Budget Year, PC Business Unit,

Project if needed, Activity if needed, Operating units if needed, chartfields 1, 2, or 3 if needed.

Confirming Purchase Order: A process where a purchase has been made prior to a PO being

issued. When a confirming order is done, the agency should complete a requisition and attach

the invoice to the requisition, indicating that it is a confirming order. AP will then issue

payment against this confirming PO.

Contract: Contracts are written agreements between a buyer (the State) and a seller (the

vendor). These documents specify various terms and conditions to which the parties must

adhere.

Cut Letter: The BSC Accounts Payable Service Line is responsible for preparing notices to

vendors for invoices that have been reduced for payment to one of our customer agencies.

Deny: To return a voucher back to the processor who placed it into workflow to make a

correction.

Direct Pay: A process when a payment is made using agency provided coding as opposed to a

confirming PO. Direct Pays must be accompanied by a direct pay form and come from an

agency authorized e-mail address.

Dispatched: A PO with a status of “Dispatched” indicates this PO has been approved by the

State Agency.

Distribution Line: Multiple lines of coding against a PO line.

Duplicate: Two invoices that are exactly the same; one gets processed and the other is marked

duplicate in FileNet.

Exceptions: Can be a match exception or budget error in SFS that causes that transaction to

temporarily stop processing within SFS.

Expenditure: A charge against available funds in settlement of an obligation as evidenced by an

invoice, receipt, voucher, or other such document.

Federal Grant: Refers to federal financial assistance (grants, cooperative agreements, loans,

loan guarantees, property, interest subsidies, insurance, direct appropriations, and other non-

cash assistance) and federal cost reimbursement contracts that entities receive directly from

federal awarding agencies.

FileNet: An electronic document retention and Agency Work Flow platform.

Guide to Finance Operations (GFO): The GFO defines everything we do.

http://osc.state.ny.us/agencies/guide/MyWebHelp/Default.htm.

http://osc.state.ny.us/agencies/guide/MyWebHelp/Default.htm

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Invoice Received Date (IRD): This is the date the BSC receives an invoice.

Journal Voucher (JV): Also known as a JV. Journal Vouchers are used to correct/change

accounting entries for vouchers that have already been posted. Journal vouchers can only be

used to move or "reclassify" amounts between the same funds. For amounts that must be

reclassified between different funds, a General Ledger journal entry is required.

Match Exceptions: Results when the accounts payable invoice does not match successfully to

the PO, receipt, and/or inspection information (when applicable). Match exceptions must be

resolved in order for the transaction to move forward in SFS.

Match Workbench: Enables you to query match information, override exceptions, correct

errors, create debit memos, put vouchers on match hold and initiate the matching process.

Matching: A process in SFS to match the invoice, PO, and receipt information to each other and

to be sure the total dollar amount and/or quantity of invoices presented against the PO do not

exceed the amount of the PO.

Merchandise Invoice Received (MIR Date): The MIR date was established by New York State

and is required on accounts payable invoices entered into the Statewide Finance System (SFS)

to facilitate calculation of late payment fees when an invoice is not made timely and a vendor is

interest eligible, as defined in the Prompt Payment Law. SFS automatically calculates the MIR

date by comparing the invoice received date and the date recorded on an SFS receipt record,

whichever is later.

OK to Pay: Approval from an agency to pay the referenced invoice. Provided either at the time

of invoice submission from the agency or via FileNet with in Agency Review Queue.

Payment: This is the amount paid for an invoice. It could be a total amount on invoice or

amount paid after deductions the State does not pay, i.e. taxes and late fees.

Procurement Card: Also known as P-card. Utilized by agencies to make purchases that do not

require a PO. The cards are administered by the BSC Credit Cards Service Line.

Purchase Order Change Notice (POCN): It is any material change to a PO after it has been

dispatched to a supplier. The changes to a PO are tracked in SFS by a change order number in

the header and by a sequence number on the impacted lines of the PO.

Purchase Order Summary: Provides summary information for PO processing including PO

status and revisions.

Quantity Based PO: A PO based on the number of items being purchased at a specific amount

per unit. To pay an invoice on this type of PO, you must enter the number of items received and

the invoiced amount for each item must be the same as the PO Status.

Receipt: A receipt is a document used to record acceptance of goods and /or services from a

Supplier.

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Return to Vendor: RTV is a document used to initiate the process of returning defective

materials, excess shipments, items shipped in error, and non-required items to a Vendor/

Supplier.

RightNow: Software program used by the Tax Call Center and the BSC to track customer

inquiries and the home of the RightNow Knowledge Base.

Speed Chart: Increase data entry efficiency by reducing the number of keystrokes required to

enter frequently use chartfield combinations.

Stale Dated Check: A check that is returned as undeliverable by the Post Office. Treasury marks

the check as stale in SFS and destroys the check.

Stop the Clock Letter: A letter notifying a supplier that an invoice is invalid and not eligible to

accrue interest until the date a valid invoice is submitted.

Straight Pay: Usually a one-time payment, vendor is in the SFS and payment is made directly.

Supplier: Terminology in SFS referring to Vendor.

Template Voucher: Used to create a template for regular invoices that have similar

information, such as utility bills and leases.

Unit ID: Is a numeric code to uniquely identify a specific program area within an agency.

Voucher: An electronic document in SFS validating a payment to a supplier for a commodity or

service.

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DEFINITIONS OF TERMS: PURCHASING

Appendix A: Attached to all Centralized Contracts and Agency Specific Contracts is Appendix A, which contains a number of federal and New York State laws, rules, and regulations impact on NY State procurements. The NY State Department of Law summarizes some of these requirements into Appendix A, Standard Clauses for All New York State Contracts, which is to be attached to each state contract. Appendix A can be found on the OGS Procurement Services Website at: http://www.ogs.ny.gov/about/appendixa.asp.

Auto Sourcing: The processes will be selected to run for AutoSelect Requisitions, PO Contracts, PO Calculations and Create PO. These processes will select the requisitions that meet the criteria and auto source them to POs and also will create POs that were staged using the Contract Release functionality on the Procurement Contracts page. The PO Auto Sourcing process will be scheduled to run in batch at least once a day and if needed more frequently, batch processing can be adjusted to meet the business needs.

Blanket Purchase Order: Blanket POs are used to purchase those commodities and/or services that are needed on a regular or repetitive basis. A PO is prepared for a maximum amount. Multiple deliveries can be made against the PO, as needed, up to the total amount of the blanket order. There is no obligation to take the full amount of the order. A blanket PO closes at the end of the fiscal year.

Buyer: A buying entity (business unit) with the ability to enter, review, and dispute invoices. Each buyer must be registered in the system before processing any transactions, and a valid agreement with one or more suppliers must exist before being able to process self-service or XML transactions.

Centralized Contracts: Let and administered by OGS Procurement Services, Centralized Contracts for commodities, services, and technologies. All New York State agencies can make purchases from Centralized Contracts without conducting a formal competitive bid. These contracts are also known as P-Contracts, Master Contracts or statewide contracts.

Competition: State agencies are required to find the optimum solution at a reasonable price for all purchases. All procurements must guard against favoritism, fraud, or collusion. All procurements must allow qualified vendors to obtain state business.

Confirming Purchase Order: Used when an order is placed by a customer agency before proper approvals have been secured. Agencies are advised not to give vendors requisition numbers to place an order while waiting for a PO to be issued. Should be utilized in emergencies only. Customer agencies must enter the transaction into SFS on the next business day and write “Confirming” in the line 1 item description so as to prevent duplication of the order. If a vendor fulfills and orders without a PO, they risk not getting paid.

https://www.ogs.ny.gov/About/AppendixA.asp

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Discretionary Purchases: Transactions not subject to formal competitive bidding requirements however, over $50,000 (except OGS) requires OSC approval. Methods of Discretionary Purchases include New York State Small Businesses, New York State Certified Minority/Women Owned Business Enterprises, Remanufactured or recycled or harvested in NYS, Sole Source/Single Source, and Service-Disabled Veteran-Owned Business (SDVOB).

Dispatch Method: How a PO is sent to the vendor (EDX, PRT, EML).

Distribution Line: Line on an AP voucher that contains information about what is being paid and what account the invoice is being paid from.

Electronic Dispatch Method (EDX): PO Electronic Dispatch Functionality is where the PO is sent via electronic file and is used for Suppliers in the Marketplace. This eliminates the need for printing POs as there is no capability to do so.

E-mail Dispatch Method: PO Electronic Dispatch Functionality is where a .pdf of the PO is e-mailed directly to the supplier through the SFS. A hard copy is available to users by navigation in the system to Purchasing > POs > Review PO Information > Print PO. This will print a formatted PO, but without an electronic signature. This method should eliminate the need for printing POs.

Emergency Purchase Order: An emergency is an urgent and unexpected situation where there is a health and safety concern or where the safeguarding of public resources is at risk. Such PO requirements are acted upon immediately. The agency must inform the BSC Purchasing Service Line at [email protected] or 518-457-4272 of the emergency as soon as possible.

Encumbrance: To create an encumbrance means to set aside or reserve all, or a portion, of an appropriation for payment of future expenses. Appropriations are encumbered to ensure their availability for payment of specified expenses. Encumbered funds are not available for other than the specified purposes. Encumbrances in SFS are recorded through the creation of/or changes to POs.

eProcurement: The electronic procurement of goods and services in the SFS.

Green Cleaning: Green products are those that have a reduced environmental impact while maintaining the same quality of performance. Programs are encouraged to purchase green products for the cleaning needs. More information is available on website: https://www.ogs.ny.gov/purchase/GreenPurchasing.asp.

Item Master: The Item Master is a searchable SFS database of commodities and services that state agencies can use to make purchases. The Office of General Services (OGS) uses it already to track their emergency disaster stockpiles. Starting in April 2016, the database will be expanded to include more items and will be integrated with the new eMarketPlace Catalog from Procurement Services. As updates are made, the Item Master Governance Board (IMGB) will be responsible for revisions and additions of new items to the database. This group will also provide recommendations on policy and procedures for the database.


https://www.ogs.ny.gov/purchase/GreenPurchasing.asp

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Lease: A contract or instrument conveying property to another for a specified period or for a period determinable at the will of either lessor or lessee in consideration of rent or other compensation.

MarketPlace: OGS-NYSPro designation for an online catalog/hosting site of goods (similar to Amazon). Provides both state agencies and local municipalities with listings of goods provided via State contract along with an electronic process for purchasing them that interfaces directly with SFS eSettlements. This initiative is not a part of the EE1 Project but is closely related to EE1. An effort is being made to coordinate the activities within the EE1 Project and the MarketPlace initiative. For example, every item that is available on the MarketPlace will have a unique NYS Item ID assigned to it.

Minority/Women Owned Business Enterprises (MWBE): A business entity which is at least 51% owned and controlled by minority group members and/or women and is certified by NYS Empire State Development Division of Minority and Women’s Business Development as a Minority and/or Women-owned Business. State Finance Law Article 15-A was enacted to ensure and promote fair and equal employment and minority and women-owned business participation in State Contracts through the establishment of goals for minority and women-owned business participation.

New York State Contract Number: Unique contract number assigned by an agency that will be captured on the requisition and/or contract.

New York State Finance Law: Article XI of the State Finance Law governs State Purchasing. The New York State Finance Law can be found at the following link: http://codes.findlaw.com/ny/state-finance-law/#!tid=N5A218A1C0D2E4AE99E6B45F5F7B414A6

New York State Preferred Sources: Authorized public or non-profit agencies that are given first opportunity the needs of state agencies in an effort to advance special social and economic goals. Preferred Sources include New York State Department of Correctional Services (Corcraft), New York State Preferred Source Program for People Who Are Blind (NYSPSP), and New York State Industries for the Disabled, Inc. (NYSID).

New York State Procurement Guidelines: Issued by the New York State Procurement Council, this document assists state agencies in making procurement efficiently and effectively. This document is available on the OGS Procurement Service website at: http://www.ogs.ny.gov/BU/PC/Docs/Guidelines.pdf.

New York State Small Businesses: A business which is resident in New York State, independently owned and operated, not dominant in its field, and employs 100 or fewer people.

Off-Hour Emergency Purchase Order: If an emergency arises off-hours requiring a PO to be issued, a requisition is to be entered into SFS the next business day with a written explanation of the extent of the emergency including health and safety concerns. The requisition must state that it is a confirming order. An off-hour emergency PO is typically for the first 24-48 hour time

http://codes.findlaw.com/ny/state-finance-law/





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period of the incident. The agency must inform the BSC Purchasing Service Line at [email protected] or (518) 457-4272 of the emergency as soon as possible. Additional planning may be required if the emergency situation continues beyond 48 hours.

OGS or Less: For contracts that contain the OGS or Less clause, agencies can buy from suppliers other than those participating in a centralized contract when more beneficial to the acquiring state agency. This procedure applies only to products not available from a Preferred Source. OGS or Less cannot be used if the existing agency specific contract or contract vendor will match price or terms. More information on OGS or Less can be found at the following link: http://www.ogs.state.ny.us/PROCURecounc/ogsorless.asp.

Order Splitting: The division of a PO between vendors or purchasing methods to circumvent the Procurement Guidelines and is a direct violation of purchasing policy. Individuals responsible for splitting orders, regardless of intent, risk losing their purchasing authority. Agencies shall consider the reasonably expected aggregate amount of all purchases of the same commodities, services, or technology to be made within a twelve (12) month period commencing on the date of purchase when determining which procurement methodology to use and are deemed a single transaction.

Payment Schedule Projection: The Payment Schedule Projection (“PSP”) establishes the planned cash impacts of the procurement (PO) and validates that the procurement’s cash impacts do not exceed the cumulative quarterly DOB Financial Plan available budget using delivered Commitment Control.

Payment Terms: The conditions under which a seller will complete a sale. Typically, these terms specify the period allowed to a buyer to pay off the amount due.

Pending Dispatch: The status of encumbrances for POs that have been entered into SFS and saved or budget-checked but have not yet been approved by OSC so that the PO can be dispatched. This concept recognizes that an encumbrance is created and the available budget is reduced prior to the PO being dispatched and available for ordering.

P-Contract: Statewide Master Contract Purchases - Contract that can be used by all state agencies. OGS offers a large number of contracts that state agencies can use when procuring goods or services. These contracts are also known as P-Contracts, Centralized Contracts or statewide contracts.

Plan to Procure (PTP): The purpose of PTP notification is to ensure ITS has a working knowledge of what technology is being purchased by New York State, to coordinate purchases, whenever possible, among agencies, to enhance IT spending and deployment oversight, and to ensure the compatibility of technology acquisitions on a statewide basis.

Pre-Encumbrance: The intent to consider a purchase or to obligate funds. A pre-encumbrance is often the first step in the procurement life cycle and usually takes the form of a requisition or travel authorization.


http://www.ogs.state.ny.us/PROCURecounc/ogsorless.asp

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Prevailing Wage Rates: Rates set by the Department of Labor that must be paid by law for work performed in certain occupations i.e. electricians, plumbers, painters, janitors and window washing. If an agency obtains Prevailing Rate Case Number (PRC), please provide the number as part of the backup. The BSC Purchasing Unit will secure and reference PRC on the PO on behalf of the agency. Department of Labor website to request for Wage and Supplement Information for PW-39: https://www.labor.state.ny.us/workerprotection/publicwork/PWReqforOWS.shtm.

Procurement Contract: A transactional contract used for executing purchases that is fully integrated to the Purchasing module for PO creation, integration to requests for quotes, and accounts payable. For New York State, Procurement Contracts are distinct from Revenue Contracts and Customer Contracts.

Procurement Record: The Procurement Record includes documentation of all decisions related to a procurement including justification for selection of vendor, reasonableness of price, copies of current quotes, and any required forms such as Procurement Lobbying, B1184, Insurance, etc. For more information about creating a procurement record, please see the OGS Procurement Services training website: https://nyspro.ogs.ny.gov/content/find-training.

Prompt Payment: By law, State has 30 days to pay vendors before interest charges accrue. State Agencies are required to enter receipt information into SFS timely. Partial shipments need to be reported timely. Program units will receive notification within FileNet for receiving, problems, or questions on invoices.

Purchase Authorization Contracts (PA Contracts): Can be used for commodities up to a five year period. Agency Procurement Office bids out the requirement and secures OSC approval of the contract. Once approved, the agency can purchase against the contract for the term of contract. Program enters a requisition into SFS and the BSC issues a PO. OSC approval of the actual PO is not needed regardless of dollar amount.

Purchase Order (PO): A PO is a written sales contract between a buyer and seller detailing the exact items or services to be rendered from a vendor.

Purchase Order Change Notices (POCNs, Change Notices): Any changes to a standalone PO after it has been dispatched to the vendor must be processed via a change notice issued by the BSC Purchasing Service Line. Requests for change notices must be in writing to: [email protected]. Change notices needed for Lease related POs must be in writing to [email protected]. Agency Administered Contracts requiring changes to a PO are processed by the Agency Procurement Office. The term that PeopleSoft uses for a copy of a dispatched PO that highlights changes to the original PO that has already been sent to the supplier. A PO Change Order can be created in PS Purchasing or by creating a Change Request in PS eProcurement. If a requisition has been sourced to a PO and dispatched to the supplier, then changing the requisition results in the dispatch of a PO change order to the supplier.

Quantity Based Contract: Purchases related to goods.

https://www.labor.state.ny.us/workerprotection/publicwork/PWReqforOWS.shtm

https://nyspro.ogs.ny.gov/content/find-training



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Real Estate Building and Land Management (RED): OGS State of NY Building and Land Management.

Real Estate Management (REM): The PeopleSoft module that is used to manage and track lease activity and properties. It supports both payable and receivable leases.

Real Net System: A legacy system previously used to manage Projects and Leases.

Reasonableness of Price: State agencies must provide reasonableness of price by obtaining quotes from vendors, determining the cost of identical procurements to other Government entities, and comparing current pricing to historical pricing.

Request for Quote (RFQ): A standard business process whose purpose is to invite suppliers into a bidding process to bid on specific products or services. In PeopleSoft, an RFQ would be used at the time of award and issued to the awarded vendor to tie to the contract.

Requisition: A formal request to buy a good or service. It is a typical pre-encumbrance transaction, i.e. it reserves funds that you expect to spend, but which you have no legal obligation to spend.

Responsive and Responsible Vendors: New York State Agencies must establish that vendors are responsive and responsible by ensuring the vendor has legal authority to do business in NY State, researching the integrity of the business; understanding the businesses capacity, both organizational and financial, and learning about the vendor’s previous performance.

Service-Disabled Veteran-Owned Business (SDVOB): Certified by Division of Service-Disabled Veterans' Business Development see http://ogs.ny.gov/Core/SDVOBA.asp, these business enterprises must be independently owned and operated and have a significant business presence in New York State one or more service-disabled veterans with a service-connected disability rate of 10% or greater from the Department of Veterans Affairs must own at least 51% of the business enterprise. The service-disabled veteran ownership must have and exercise the independent authority to control the day-to-day business decision of the business enterprise. The business enterprise must have not more than 300 employees and must have conducted business for, generally, at least one year prior to application date.

Single Source: More than one vendor is capable of providing the service but the agency has documented substantial justification for awarding to one vendor.

Sole Source: Only one vendor is capable of providing the goods or services i.e. proprietary vendor.

Sourcing: Sourcing is a batch process that allows users to automatically create POs from requisitions based on user defined criteria.



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Sourcing Workbench: The Sourcing Workbench provides users a view of the results of each of the sourcing steps. The Sourcing Workbench enables users to view staged rows, along with any errors accompanying them.

Special Request: A special request is a form within a requisition used to order a good and/or service that is not available within the Item Master.

Staged Release: A staged release can be established for the creation of 1 or multiple POs over a period of time.

Supplier: Any business, individual, not-for-profit municipality/local government or school district that provides goods or services to the State of New York. The Supplier record in SFS must also contain individuals or companies who lease property to the State. Supplier records are shared across the system and are used by the Purchasing, ePro, AP and real Estate Management modules among others.

Standard Purchase Order: A basic order issued to a vendor for a one-time purchase of commodities and/or services. Usually, the order is issued, goods or services are received, the vendor is paid, and the order is closed.

Stand-alone Purchase Order: A stand-alone PO represents both the agreement for the purchase and the encumbrance of funds in the SFS, and is generally for one-time purchases.

Tolerance Level: The percentage variance over budget allowed before the system creates an exception and the transaction fails budget checking.

Unit of Measure: A type of unit used for quantifying items. Units of measure might describe dimensions, weights, volumes, or amounts of locations, containers, or business activities.

Value Added Reseller (VAR): OGS will negotiate a single statewide agreement with multiple resellers. Agencies using these statewide agreements enter their specific agreement information and the statewide agreement number with no reference to the individual reseller (i.e., Value-added Re-sellers - VARs) receiving the order.

Date post:	16-Apr-2018
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