Subject:

Go-Live Guidance for Contracts Requiring OSC Review

Guidance:

In preparation for the EE1 Upgrade to the State Financial System (SFS), all contract transactions in a Pending OSC Status were cleared out of SFS by September 29, 2015. All contract transactions requiring OSC review must be entered in SFS 9.2 and properly pre-encumbered.

Remember that in order to submit a purchase order to OSC for review, a contract transaction with an OP prefix must be created in the SFS to represent the purchase order. SFS no longer allows the direct submission of purchase orders to OSC for review.

To avoid unnecessary delays in processing times, the Office of the State Comptroller (OSC) has outlined transaction processing and submittal requirements as follows:

Contracts/Amendments Currently at OSC

OSC has allotted a thirty day grace period to accommodate agency creation of these transactions in SFS 9.2. Contracts/amendments will be held at OSC until November 15, 2015, after which OSC will begin returning documents which do not have a corresponding SFS entry, back to agencies.

For Transactions OSC Did Not Review and Non-Approved in Preparation for SFS Shutdown, the Agency Must:

• Enter transaction(s) in SFS 9.2
• Pre-encumber transaction(s) according to OSC guidelines documented in Chapter XI, Section 2.C – Contract Funds Reservation of the Guide to Financial Operations (GFO)
• Print and submit STS or AC 340-S
• Attach copy of OSC non-approval notice
• Forward all above documents to OSC via established procedures*
  
  *In special circumstance and for transactions that otherwise need to be expedited, arrangements may be made with OSC Bureau of Contracts staff to submit these required documents via e-mail, fax, etc.

For Transactions That Arrived At OSC After Contract Submittal Cutoff Date of 9/21/2015 and During System Blackout, the Agency Must:

• Enter transaction(s) in SFS 9.2
• Pre-encumber transaction(s) according to OSC guidelines in GFO
• Print and submit STS or AC 340-S
• Forward all above documents to OSC via established procedures

Contract Transactions to Be Forwarded to OSC for Review After SFS Go-Live

For Transactions to Be Sent Directly to OSC, the Agency Must:

• Enter transaction(s) in SFS 9.2
• Pre-encumber transaction(s) according to OSC guidelines in GFO
• Print and attach STS or AC 340-S
• Forward documents to OSC via established procedures

Contract Transactions Submitted to the Attorney General’s Office for Approval

For Transactions to Be Sent to OSC ** the Agency Must:

• Enter transaction(s) in SFS 9.2
• Pre-encumber transaction(s) according to OSC guidelines in GFO
• Print and attach STS or AC 340-S
• Forward documents to AG with request that transaction be forwarded to OSC
  
  **Transactions received at the Attorney General’s Office without a request to forward the transaction to OSC will be returned to the owning agency

References:

Guide to Financial Operations, Chapter XI, Section 2.C – Contract Funds Reservation and Chapter XI, Section 3 - Purchase Orders Subject to OSC Review.