Approval by the Office of the State Comptroller (OSC) of revenue contracts, including barter agreements, requires that the contracting State agency demonstrate a reasonable process has been followed to secure fair and reasonable contract terms. Typically, that process should involve competition to the maximum extent possible. Consistent with a procurement involving the expenditure of funds, the contracting State agency should maintain a procurement record documenting the decisions made and the approaches taken in selecting the contractor. The process shall include, but is not limited to, a clear statement of need, a description of the required specifications governing performance and related factors, a reasonable process for ensuring a competitive field, a fair and equal opportunity for offerors to submit responsive offers, and a balanced and fair method of award.

Contract Prefix

Revenue New York State Contract IDs must begin with an “X” prefix. In addition, SUNY permits begin with an “X” prefix. Leases of state-owned property begin with an “L” prefix and end with an “R” suffix (e.g. L00200R). See XI.2.B Contract Numbering for additional information.

Process and Transaction Preparation:

Revenue agreements are created in the Customer Contracts Module and require a New York State Customer ID. See XI.7 Revenue and Repayment Agreements for additional information.

Revenue contract transactions cannot be bulkloaded into the Customer Contracts Module. All agencies, both Online and Bulkload, must create contract transactions directly in the Customer Contracts Module of the SFS using the appropriate Audit Type as identified below. 

Once the contracting agency has determined whether a revenue contract transaction is subject to prior approval by OSC (see XI.2.A Thresholds for additional information), the agency selects the appropriate Audit Type. The Statewide Financial System (SFS) uses the Audit Type to determine whether the transaction will be routed to OSC for prior approval, and if so, to which audit team in OSC’s Bureau of Contracts (BOC) it will be directed. For transactions subject to OSC approval, users will submit the agreement and required procurement record documents to OSC through the Electronic Documents Submission System (EDSS).

For additional instruction on this topic, visit the job aids published to SFS Coach Training. SFS Coach Training is accessible from the SFS home page after logging in with your SFS user ID and password. For transactions subject to OSC approval, users generate a Single Transaction Summary (STS) and submit it with the agreement (contract) and required documents to OSC.

For revenue contract and revenue amendment transactions submitted through EDSS, document files should be uploaded and placed in one of the following four categories:

• Transaction Identifying Documents
• Contract / Amendment
• Procurement Documents / Support Documents
• Vendor Responsibility and Integrity

Linked is a Documentation Order Guide for procurement contracts and amendments. Submitting your contract or amendment in this order will assist in OSC’s review.

Guide to Financial Operations

REV. 09/27/2024