Subject:

Disabling Voucher Matching

Guidance:

It has come to our attention that several agencies have disabled or "turned off" the matching option on many POs/vouchers created in SFS. Agencies are instructed that failure to utilize voucher matching is unacceptable and that this practice must stop immediately. The voucher matching process provides important controls including:

• Prevention of duplicate payments and overpayments;
• Validation that goods received match goods ordered;
• Validation that expenditures do not exceed contract amounts; and
• Assurance that total expenditure against a PO does not go over the total encumbrance.

Agencies that encounter difficulty in processing vouchers should contact the SFS Help Desk for assistance: phone 518-457-7737 (toll-free 877-737-4185), e-mail [email protected].

OSC will continue monitoring to ensure compliance with best practices and to assist agencies with business-specific needs.