SECTION OVERVIEW AND POLICIES

This section informs Business Units how to process vouchers to vendors when an emergency procurement exists and the vendor cannot be added using the Vendor Add process prior to payment.

An emergency procurement is one in which an urgent and unexpected situation occurs where health and public safety or the conservation of public resources is at risk and an immediate payment is required. A purchase resulting from a Business Unit’s failure to properly plan in advance to process under normal business practices does not constitute an emergency.

The Office of the State Comptroller’s (OSC) Bureau of Contracts’ approval must be obtained for an emergency procurement if the procurement’s value is over the State Finance Law §112 approval threshold. In addition, if the Business Unit is seeking a waiver from advertising in the New York State Contract Reporter, OSC must approve the exemption. See Chapter XI, Section 14 – Procurement Opportunities of this Guide for information on obtaining OSC approval for an emergency procurement.

All entities that provide goods and services must be registered in the Statewide Vendor File prior to Business Units conducting business with them. However, there may be instances where a Business Unit must conduct an emergency procurement and the vendor is not already registered in the Statewide Vendor File and cannot become registered prior to conducting business.

In the case of an emergency procurement with a vendor that is not already registered in the Statewide Vendor File, Business Units can use the emergency single payment vendor ID “0400000001” to make a payment to the entity. This ID cannot be used to create a Purchase Order within the Statewide Financial System (SFS). The Business Units are required to add the emergency vendor to the Statewide Vendor File through the regular vendor registration process subsequent to processing the payment using the emergency single payment vendor ID. See Chapter X, Section 5.A - Assigned Single Payment Vendor IDs of this Guide for more information on the emergency single payment vendor ID.

In the event that the vendor is already registered in the Statewide Vendor File, Business Units must use their existing vendor ID.

OSC’s Bureau of State Expenditures will monitor the use of this Vendor ID and will contact the Business Unit prior to approving the payment.

Process and Document Preparation:

1. Follow the procurement requirements for entering into an Emergency Contract. Refer to the Office of General Services (OGS) Procurement Guidelines for specific procurement requirements.
2. Obtain OSC approval if the emergency procurement is over the State Finance Law §112 approval threshold and/or if seeking an exemption from advertising in the New York State Contract Reporter.
3. Create a single payment voucher using the emergency single payment vendor ID “0400000001”.
4. Submit the voucher for payment electronically into the SFS.
5. Add the new vendor to the Statewide Vendor File.
   • See Chapter X, Section 3 – Vendor Registration of this Guide for instructions on how to register a vendor with New York State.
6. Maintain all documentation to present upon OSC audit of the emergency procurement.
   • See Section 3 - Record Retention - Accounts Payable Vouchers and Land Claims of this Chapter for record retention requirements.

For questions regarding the processing or payment of vouchers for emergency payments, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to [email protected].

Guide to Financial Operations

REV. 09/15/2015