SECTION OVERVIEW AND POLICIES

This section informs Business Units of the Office of the State Comptroller’s (OSC) record retention requirements related to vendor registration in the Statewide Financial System (SFS).

OSC’s auditors will require access to documentation from the Business Unit to support information that is entered into the Statewide Vendor File in the SFS. As a result, OSC may contact the Business Unit’s personnel to either request documentation be sent to OSC or conduct an on-site review. In either case, supporting documentation must be readily available to OSC’s auditors to facilitate timely review.

Business Units should note that OSC’s request for payment documentation is in support of its constitutional and statutory authority and responsibility to audit State payments. Business Units should not anticipate an engagement letter or opening conference in conjunction with these requests.

Process and Document Preparation:

OSC requires Business Units to maintain any documentation used to create a Vendor Add Request until the Business Unit receives the email notification that the vendor in question has passed the Internal Revenue Service Taxpayer Identification Number match process.

See Section 3.A - Vendor Registration of this Chapter for more information on adding a vendor to the Statewide Vendor File.

Guide to Financial Operations

REV. 03/19/2012