SECTION OVERVIEW AND POLICIES
This section informs New York State agencies of established Special Use Vendor IDs used in the Statewide Financial System (SFS).
Vendor Management Unit (VMU) has populated the Statewide Vendor File with Special Use Vendor IDs for processing transactions to unique vendors. Special Use Vendor IDs are a ten-digit number starting with ”0” and are established for a specific business purpose other than for routine business use, including specific contract transactions.
If an agency has a need to setup an additional Special Use Vendor ID, one can be requested by following the procedures outlined in the sub section following this section overview.
The following chart provides the number schema and details for the assigned Special Use Vendor IDs in the Statewide Vendor File:
| Vendor ID | Usage | How to Request* | How to make Payments |
|---|---|---|---|
| 01. . . . . . . . | All Vendor IDs starting with “01” are created for a specific agency’s need. These Vendor IDs are to be used by the agency that requested the Single Payment Vendor ID and are authorized by OSC’s VMU.
These Vendor IDs cannot be used when creating a contract on the SFS. |
Use the Single Payment Vendor Request Form. | Use a Single Payment Voucher when making payments to these vendors. |
| 02XXXXX001
(X equals pre SFS agency code if applicable) |
To be used by agencies when processing agency refunds. | Use the Single Payment Vendor Request Form. | Use a Single Payment Voucher when making payments to these vendors. |
| 03DSXXX. . .
(X equals the assigned Debt Service number from OSC-Bureau of Cash Mgmt) |
To be used by agencies when processing Debt Service payments for the debt service identified in the Vendor ID. These Vendor IDs may only be used by the agency authorized to do so.
Use the ‘11’ or ‘10’ Vendor ID assigned to the debt service vendor when paying for services or fees related to the debt service. These Vendor IDs cannot be used when creating a contract on the SFS. |
The creation of these vendor IDs may only be initiated by OSC as part of the debt service process. | Use a Regular Voucher when making payments to these vendors. |
| 031. . . . . . . | To be used by OSC’s Bureau of Payroll Services when processing payroll transactions. These Vendor IDs may not be used by any other agency. | Use the appropriate Special Use Vendor Request form. | Use a Regular Voucher when making payments to these vendors. |
| 032. . . . . . . | To be used by OSC’s Bureau of Unclaimed Funds when processing transactions to individuals who receive unclaimed funds. These Vendor IDs may not be used by any other agency. | Use the Single Payment Vendor Request Form. | Use a Single Payment Voucher when making payments to these vendors. |
| 033. . . . . . . | To be used by OSC’s Bureau of Payroll Services when processing payroll transactions. These Vendor IDs may not be used by any other agency. | The creation of these vendors may only be initiated by OSC as part of the payroll deductions process. Use the appropriate Single Payment Vendor Request Form. | Not Applicable – OSC Use Only |
| 034. . . . . . . | To be used by OSC’s Bureau of Payroll Services when processing payroll transactions. These Vendor IDs may not be used by any other agency. | The creation of these vendors may only be initiated by OSC as part of the payroll tax withholding process. Use the appropriate Single Payment Vendor Request Form. | Not Applicable – OSC Use Only |
| 0400000001 | To be used by all agencies when an emergency exists and the vendor cannot be added using vendor add process prior to payment.
This Vendor ID cannot be used when creating a contract on the SFS. |
This Vendor ID is used by all agencies for all emergency payments and does not have to be requested. | Use a Single Payment Voucher when making payments to these vendors. |
| 041. . . . . . . | To be used by agencies when replenishing advance accounts and depositing funds to a sole custody account. These Vendor IDs may only be used by the agency authorized to do so.
This Vendor ID cannot be used when creating a contract on the SFS. |
The creation of these vendors may only be initiated by OSC as part of the advance account/sole custody process. | Use a Regular Voucher when making payments to these vendors. |
| 042. . . . . . . | To be used by agencies when processing interagency business transactions, including: purchase orders and voucher payments where no check is generated. | The creation of these vendors may only be initiated by SFS as part of the new agency process. | Use a Regular Voucher when making payments to these vendors. |
| 043. . . . . . . | To be used by agencies when processing interagency business transactions, including: purchase orders and payments requiring a check. These types of payments are deposited into a bank account other than the General Checking account. | The creation of these vendors may only be initiated by the agency identifying the need to receive a paper check for payment. | Use a Regular Voucher when making payments to these vendors. |
| 044. . . . . . . | To be used by agencies when processing payments from the agencies’ sole custody account to the State’s General Checking account. These payments will be processed via an ACH. | The creation of these vendors may only be initiated by the agency identifying the need to process a payment to the State’s General Checking account. | Use a Regular Voucher when making payments to these vendors. |
| 04E. . . . . . . | To be used by the Board of Elections when processing payments to Authorized Committees pursuant to Title II of Article 14 of the election Law. These Vendor IDs may not be used by any other agency. | Use the appropriate Campaign Authorized Committee Request form. | Use a Regular Voucher when making payments to these vendors. |
| 05. . . . . . . . | To be used only by OSC’s Bureau of State Expenditures when processing payments to Vendors for a specific business purpose. These Vendor IDs may not be used by any other agency. | The creation of these vendors may only be initiated by OSC’s Bureau of State Expenditures as part of specific agency processes. | Use the applicable Regular Voucher when making payments to these vendors. |
| 06. . . . . . . . | To be used by agencies when letting contracts and processing payments to claimants for the purchase of land by the State.
All contracts for the purchase of land require a ‘06’ Vendor ID. These Vendor IDs may only be used by the agency authorized to do so. |
Use the Special Use Vendor Request Form. | Use a Regular Voucher when making payments to these vendors. |
| 07. . . . . . . . | To be used only by OSC when processing payments to Vendors for a specific business purpose. These Vendor IDs may not be used by any other agency unless authorized to do so. | The creation of these vendors may only be initiated by OSC as part of specific agency processes. | Use a Regular Voucher when making payments to these vendors. |
| 10. . . . . . . .11. . . . . . . . | Regular Vendor IDs with no specific business purpose. These Vendor IDs are for all agencies to use for the procurement of goods and services. | The creation of these vendors may only be initiated by OSC as part of specific agency processes. | Use a Regular Voucher when making payments to these vendors. |
*To request a Single Payment Vendor ID, refer to Section 5.B - Requesting a Single Payment Vendor ID of this Chapter.
*To request a Special Use Vendor ID, refer to Section 6.A - Requesting a Special Use Vendor ID of this Chapter.
Guide to Financial Operations
REV. 07/03/2018