SECTION OVERVIEW AND POLICIES

This section informs Business Units how to process vouchers for Debt Service payments.

The Office of the State Comptroller’s Vendor Management Unit (VMU) has created a Vendor ID to associate with every New York State Debt Service agreement. The Vendor IDs follow the schema “03DSXXX001”. In the actual Vendor ID, X will equal the debt service number assigned to each agreement from the Office of the State Comptroller’s Bureau of Cash Management.

Payments for the services or fees related to the Debt Service agreement must be paid using the appropriate “11” or “10” Vendor ID assigned to the vendor.

Process and Document Preparation:

After obtaining the Vendor ID from the VMU, prepare a regular voucher using the assigned Special Use Vendor ID. These Vendor IDs should only be used by the Business Unit authorized to do so by the VMU. Refer to Chapter X, Section 6.A - Requesting a Special Use Vendor ID of this Guide for information on the correct Vendor ID to use.

Business Units must process Debt Service payments as a regular voucher, giving special consideration to the interest eligible field. Online Business Units must select “Not Applicable” from the Late Charge Option on the Late Charge screen. Bulkload Business Units must enter an “N” in the Interest Eligible field.

Refer to Section 5 - Agency Payment Preparation and Submittal of this Chapter for instructions on how to prepare and submit a regular voucher.

For questions regarding the processing or payment of vouchers for Debt Service, 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. 03/19/2012