Agencies must forward all checks, money orders, etc. and a printout of either the SFS “Summary” page or “Invoice Information” page from the Voucher Entry screens, with the total dollar amount added to the printout, to DTF Treasury who will deposit the funds into the appropriate State bank account. Effective August 1, 2024, Treasury will only accept cash on a preapproved basis. Agencies must obtain preapproval by e-mailing [email protected] with the amount of the cash deposit and a justification as to why there is no alternative. Cash deposits received by Treasury without preapproval will be returned to the agency.
Sending cash through the mail exposes the agency to the risk of theft or loss. Therefore, agencies must have proper control activities in place to mitigate the risk.
Checks and documents must be properly prepared for deposit before being sent to DTF Treasury. If items are received that are not properly prepared, they may be returned to the agency.
Deposit Preparation:
- For a refund of appropriation document associated with a single check, submit only the check and SFS printout. For a refund of appropriation document associated with multiple checks, agencies may also submit a document listing the checks. Do not submit any other documents to Treasury.
- Checks must be ready to be deposited, e.g., no advice attached or staples.
- Limit fasteners such as paperclips, staples, rubber bands, etc. Best practice is to either use a single paperclip to group a check and printout together, or in the case of multiple checks, to fold the printout around the checks.
- Multiple refund of appropriation deposits can be sent in a single envelope to DTF Treasury, but do not separate them in individual envelopes inside a larger envelope.
- The total of the checks and money orders submitted for deposit must match the document total and the amount entered into SFS.
For electronic (ACH or wire) funds, agencies must submit a screenshot of either the SFS “Summary” page or “Invoice Information” page from the Voucher Entry screens to [email protected].
For bulkload agencies a hardcopy (submitted for checks) or emailed (submitted for electronic funds) form AC 1286-S is acceptable as a substitute for the SFS Voucher Entry screens.
| Via Interoffice Mail | Via U.S. Postal Service |
|---|---|
New York State Taxation & Finance Division of Treasury - Accounting 110 State Street, 2nd Floor Albany, NY 12207 | New York State Taxation & Finance Division of Treasury - Accounting PO Box 22119 Albany, NY 12201-2119 |
Guide to Financial Operations
REV. 06/26/2024