SECTION OVERVIEW AND POLICIES
The Office of the State Comptroller’s (OSC)Office of Operations (OOO) maintains agency contact information for various audit and operational purposes. The OOO requires all agencies to keep this information current by updating contacts within two weeks of a change and reviewing contact information bi-annually to ensure it is accurate.
Process and Document Preparation:
CONTACT INFORMATION FOR FINANCIAL FUNCTIONS
Agencies must review and update contact information through the OOO Contact Management System. The following chart lists the types of contacts stored for financial functions:
| Contact Type | Contact Description | Reporting Required in Online Contact System |
|---|---|---|
| Financial Report Recipient | Required by law to receive financial reports or those that have requested to receive financial reports | Yes, for those required by law |
| Compensated Absences Representative | Responsible for reporting compensated absences for the Annual Financial Reporting Package | Yes |
| Financial Reporting Representative | A minimum of one representative required for each topic for the Annual Financial Reporting Package: Accounts Receivable – quarterly Accrued Liabilities – quarterly Local Assistance – quarterly Patient/Client Revenues (only selected agencies) – quarterly Pollution Remediation – annually Landfill – annually Contingencies – annually External Reports – annually Asset Retirement Obligations – annually Intangible Assets – annually Impaired Assets – annually | Yes – based on topic and required frequency as noted. Each agency is required to maintain one contact per topic. One contact is permitted for several topics at the agency’s discretion. |
| State Agency - Head of Agency | Responsible for the operations of an agency. Ex. Commissioner, Chancellor, Executive Director | Yes |
| State Agency - Head of Facility/Campus | Responsible for the operations of a facility, or campus within an agency. Ex. President of a campus, Superintendent of a prison, Executive Director of a psychiatric center | Yes, for agencies with these structures |
| State Agency - Deputy for Administration | Responsible for the procurement and business office functions of an agency, facility, or campus. | Yes |
| State Agency - Fiscal Officer | Responsible for the procurement and business office functions of an agency, facility, or campus. | Yes |
| State Agency - Internal Auditor | Responsible for the internal audit functions of an agency, facility, or campus. | Yes |
| State Agency - Internal Control Officer | Responsible for the internal control activities of an agency, facility, or campus. | Yes, if position exists |
| State Agency - Audit Liaison | Responsible for coordinating and facilitating the audit process between OSC and the agency, facility, or campus. | Yes |
| State Agency - Voucher Authorizer | Responsible for authorizing the transmission of vouchers for payment to OSC. | Optional, see Voucher Authorizers heading in Chapter XII Section 4.D for information about the filing requirement |
| State Agency – Credit Card Rebate | Responsible for coordinating the credit card rebate of an agency. | Yes, for agencies with credit card programs |
| State Agency – Fleet Card Administrator | Responsible for the fleet card program of an agency. | Yes, for agencies with fleet card programs |
| State Agency – Procurement Card Administrator | Responsible for the procurement card program of an agency. | Yes, for agencies with procurement card programs |
| State Agency Travel Card Administrator | Responsible for the travel card program of an agency. | Yes, for agencies with travel card programs |
CONTACT INFORMATION FOR PAYROLL FUNCTIONS
Agencies must review and update contact information through the OOO Contact Management System. The following chart lists the types of contacts stored for payroll functions:
| Contact Type/Organizational Role | Contact Description | Reporting Required in Online Contact System |
|---|---|---|
| Payroll Officer | Responsible for maintaining employee payroll data, ensuring compliance with applicable state, federal, and city tax laws and numerous collective bargaining agreements, and maintaining documentation for authorized deductions from pay, etc. | Yes |
| Payroll Certification | Responsible for making sure that the bi-weekly payroll is processed in a timely manner so that their agency employees get paid. | Yes |
| Payroll Employee Verification | Responsible for all incoming employment verification questions regarding loans or housing for your agency employees. This can be a designated employee, or your agency can set up a generic mailbox/phone number for this purpose. This information will be given out to the public which is something to keep in mind when designating this role. | Yes |
| Payroll Earnings - Salary Calculations | Responsible for handling Overpayments, Underpayments, Performance Advances, Settlements, Longevity and BDA. | Yes |
| Payroll Earnings - HCM Transactions | Responsible for handling Appointments, Leaves, Addl Pay begin and end. | Yes |
| Payroll Deductions - Benefit Administrator | Responsible for setting up the deductions/benefits for employees, making any changes as necessary. | Yes |
| Payroll IT Coordinator | Responsible for handling file transmittals sent to/from OSC for payroll purposes for example time entry or the automated interface files. | Yes |
| Payroll Security Coordinator | Responsible for handling agency employee access, roles and permissions for payroll applications including PayServ. | Yes |
| Payroll Chart of Accounts Liaison | Responsible for updating position pools and funding pools in PayServ. | Yes |
| Payroll HR Representative | Responsible for Human Resources related tasks such as health insurance, accruals etc. | Yes |
| Payroll Online (NYSPO) Coordinator | Responsible for all incoming NYSPO questions/issues for your agency. This position can also belong to a designated employee, or your agency can set up a generic mailbox/phone number for this purpose. | Yes |
| Payroll Executive Management | Point of contact for issues that need escalation or during an emergency situation. | Yes |
Users can access the OOO Contact Management System at https://onlineservices.osc.state.ny.us/Enrollment/login?0
Users can receive access to the online system by contacting [email protected]
Guide to Financial Operations
REV. 12/02/2024