SECTION OVERVIEW AND POLICIES

Some Business Units experience problems when making payments to certain complex vendors. When these problems are identified, the Office of the State Comptroller works with the vendors to develop a consistent payment method for Business Units to follow which meets the needs of both New York State and the vendor. Business Units must process payments to these vendors according to these methods to ensure payment are properly received and applied correctly by the vendor.

This section provides guidance to Business Units on how to process payments to specific vendors or for specific types of payments. As processes are developed they will be added within this section.

Processing Payments to Verizon for Landline Services

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to Verizon only for landline phone services.

Consistent with Section 5.B - Unique Invoice Number Requirements and Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and address sequence when processing payments to vendors.

Process and Document Preparation:

1. Select the correct Vendor ID.

• When paying Verizon for land line phone services, select one of the four Vendor IDs, as follows:
  • 1000012731 VERIZON BUSINESS NETWORK SERVICES INC – for services provided under statewide contract OGS01-PS63765-1140268
  • 1000039769 VERIZON SELECT SERVICES INC – for services provided via unregulated circuits, which is indicated by the remit-to addresses of PO BOX 4648, Trenton, NJ or PO BOX 101956, Atlanta, GA
  • 1000000049 VERIZON NEW ENGLAND INC - for services provided in the New England area excluding New York State, which is indicated by the remit-to address of PO Box 1100, Albany, NY
  • 1000039132 VERIZON NEW YORK INC – for all other land line phone services.
• Generally, Business Units should not use the following Vendor IDs to pay Verizon for land line phone services, unless there is a specific business need (e.g., contract) or as directed by the vendor:

Vendor ID	Vendor Name
1000008868	VERIZON WIRELESS
1000008910	VERIZON COMMUNICATIONS INC
1000040366	VERIZON NETWORK INTEGRATION CORP
1000053444	VERIZON THE DIRECTORY STORE
1000057158	VERIZON CREDIT INC
1100001341	VERIZON
1100014530	VERIZON ONLINE LLC
1100029584	MARKETING WERKS ON BEHALF OF VERIZON
1100030396	VERIZON TELEPRODUCTS CORP

2. Select the correct Address Sequence.

• Vendor IDs 1000012731 (Verizon Business Network Services Inc.), 1000039769 (Verizon Select Services Inc.), and 1000039132 (Verizon New York Inc.) have multiple address sequences. Therefore, the Business Unit should review the invoice and select the correct remit-to address in the Payments tab of the voucher to ensure the payment is sent to the correct address. Failing to select an address in the Payments tab will result in the delivery of the payment to the default remit-to address associated with the Vendor ID. This may be the wrong address for your bill. If vendors are unable to receive State payments, it may delay payment crediting and Business Units may experience unintended service interruptions.
• If the remit-to address on the invoice does not appear as an available address sequence associated with Vendor IDs 1000012731 (Verizon Business Network Services Inc.), 1000039769 (Verizon Select Services Inc.), 1000000049 (Verizon New England Inc.), or 1000039132 (Verizon New York Inc.), contact the Vendor Management Unit (VMU) at [email protected].

3. Populate the Invoice Number Field.

Verizon agreed to the following invoice numbering convention to ensure unique invoice numbers on vouchers that pay for land line services:

• Regular bills: The first 13 digits of the account number (containing the area code, then seven-digit phone number, then the first three-digit code) followed by the ending service date in the format of the two-digit month, the two-digit day, and the two-digit year, all with NO SPACES. For example, to pay a regular Verizon bill for the phone number (518)474-1212 associated with the two three-digit codes 975 486 for the service period ended July 15, 2012, enter the following in the Invoice Number Field: 5184741212975071512.
• Summary bills: 10-Digit Bill Number followed by the ending service date in the format of the two-digit month, two-digit day, and two-digit year – all with NO SPACES. For example, to pay a Verizon summary bill with the 10-digit bill number 1234567890 for the service period ended July 15, 2012, enter 1234567890071512 in the invoice Number Field.

Note: Business Units must change any Verizon payments in process that reference the incorrect Vendor ID or Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller (OSC) for approval. For payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Processing Payments for the USPS and Related Postal Services

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments for postage and related services.

Consistent with Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Transaction Preparation:

1. POSTAGE METERS

   It is important for each Business Unit to select the Vendor ID that relates to the meter program they use so payments will be applied correctly. When adding postage to a meter, it is important for Business Units to select the correct Vendor ID from the list below. For meter payments, five Vendor IDs have been created based on the type of meter the Business Unit uses.

Meter	Vendor Name	Vendor ID
Francotyp Postalia	UNITED STATES POSTAL SERVICE – FP	1100042901
Hasler	UNITED STATES POSTAL SERVICE – HASLER	1100040016
Neopost	UNITED STATES POSTAL SERVICE - NEOPOST	1100040015
*Pitney Bowes (NR)	UNITED STATES POSTAL SER – PITNEY BOWES	1100042900
*Pitney Bowes (R)	THE PITNEY BOWES BANK INC	1000009724

*For Pitney Bowes Meter payments:

• Pitney Bowes Vendor ID 1100042900 is for making payments for a meter with no reserve (NR) account,
• Pitney Bowes Vendor ID 1000009724 is for making payments for a Pitney Bowes meter with a reserve (R) account.

Please note: When making a payment to Pitney Bowes to add funds to a meter, Business Units must enter the following information in the Invoice Number field: First, enter the eight digit account number associated with the meter, followed by a space, and then the date of the payment in the format MM/DD/YYYY (e.g., 12345678 05/22/2015). This will help ensure Pitney Bowes credits the payment to the correct account. It will also ensure a unique invoice number in the SFS, which helps avoid the rejection of a perceived duplicate payment.

2. USPS CAPS PROGRAM

   For making payments for the USPS Centralized Account Processing System (CAPS) postage service program, use Vendor ID 1000009784 (US Postal Service CAPS Service Center). The CAPS program is an electronic postage payment system that provides Business Units with a centralized way to fund Permit Imprint and business reply accounts. This Vendor ID should be used only by Business Units that already have a CAPS account set up with the USPS.

3. OTHER POSTAL SERVICES

   For the rental of post office boxes, business reply accounts (not associated with a CAPS account), and postage not paid through meters, Business Units should select Vendor ID 1000031673 (United States Postal Service (USPS)). Business Units should also ensure that the correct address is selected for the post office location to which the payment must be delivered.

   If the USPS requires the Business Unit to personally deliver the check to the post office location, Business Units should enter handling code A on the voucher and check the “Separate Payment” box in the Payment Options section of the voucher. Handling code A allows the agency’s courier to pick up the check at the office of the State Treasurer. Checking the “Separate Payment” option prevents the Business Unit’s check from combining with other payments processed to the USPS on the same day.

   USPS checks that have a handling code A are bundled by Business Unit ID and cannot be broken out by facility or other location.

   Note: Business Units must change any payments for postage or related services in process that reference the incorrect Vendor ID and Address Sequence before sending it to the Office of the State Comptroller (OSC) for approval. For payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Processing Payments to Time Warner Cable

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to Time Warner Cable.

Consistent with Section 5.B - Unique Invoice Number Requirements and Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Transaction Preparation:

Business Units should process payments to Time Warner Cable as follows:

1. Select the correct Vendor ID.

• Vendor ID 1000005026: Business Units should use this Vendor ID to pay the legal entity Time Warner Cable Inc., including payments under the centralized contract with the Contract ID OGS01-PS63596-1140268 and relevant Business Unit-specific contracts.
• Vendor ID 1000006459: Business Units should use this Vendor ID only to pay the legal entity Time Warner Entertainment Advance New House under relevant Business Unit-specific contracts.
• Generally, Business Units should not use the following Vendor IDs to pay Time Warner Cable or related entities unless there is a specific business need (e.g., contract), or when directed by the vendor. Using any of these Vendor IDs to make payment to Time Warner for cable services will delay posting to the account.

Vendor ID	Vendor Name
1000001332	TIME WARNER CABLE
1000054852	ROAD RUNNER LLC DIV OF TIME WARNER
1000055996	TIME WARNER CABLE
1000056096	TIME WARNER CABLE
1100019020	TIME WARNER CABLE
1100036841	TIME WARNER CABLE MEDIA INC

2. Select the correct Address Sequence.

• Vendor ID 1000005026 (Time Warner Cable) has multiple address sequences. Therefore, the Business Unit should review the invoice and select the correct remit-to address in the Payments tab of the voucher to ensure the payment is sent to the correct address. Failing to select an address in the Payments tab will result in the delivery of the payment to the default remit-to address associated with the Vendor ID. This may be the wrong address for your bill.
• If the remit-to address on the invoice does not appear as an available address sequence, contact the Vendor Management Unit (VMU) at [email protected].

3. Populate the invoice number field.

• To allow posting in a timely manner, Time Warner payments must reference the correct account number, followed by the two-digit month and two-digit year.

Note: Business Units must change any Time Warner Cable payments in process that reference the incorrect Vendor ID and Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller (OSC) for approval. For payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Processing Payments to Barnes & Noble

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to Barnes & Noble.

Consistent with Section 5.B - Unique Invoice Number Requirements and Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Document Preparation:

1. Select the correct Vendor ID.

Business Units should make the voucher payable to the vendor with which New York State actually did business. There is one Vendor ID for payments to Barnes & Noble College Booksellers, LLC and one Vendor ID for payments to Barnes & Noble Booksellers, Inc.

Vendor Name	Vendor ID
Barnes & Noble College Booksellers, LLC	1000006522
Barnes & Noble Booksellers, Inc.	1000046258

Business Units should not use the following Vendor IDs to pay Barnes & Noble: 1100009775 (Barnes & Noble Bookstore) and 1100007190 (Barnes & Noble College Booksellers, Inc). Using either one of these Vendor IDs will delay posting of your payment and may require the Business Unit to reprocess the voucher.

2. Select the correct remit-to address.

Vendor ID 1000006522 (Barnes & Noble College Booksellers, LLC) has multiple address sequences. The Business Unit should review the invoice and select the correct invoice address for the Invoice tab of the voucher. The Business Unit should ensure the remit-to address in the Payments tab is ALWAYS address sequence #3 – PO Box 823660, Philadelphia, PA 19182. Failing to select this address in the Payments tab will result in a delay in the delivery and posting of the payment.

Vendor ID 1000046258 (Barnes & Noble Booksellers, Inc.) has multiple address sequences. The Business Unit should review the invoice and select the correct invoice address for the Invoice tab of the voucher. The Business Unit should ensure the remit-to address in the Payments tab is ALWAYS address sequence #1 – PO Box 951610, Dallas, TX 75395. Failing to select this address in the Payments tab will result in a delay in the delivery and posting of the payment.
 

3. Populate the invoice description field.

Consistent with Section 5.B - Unique Invoice Number Requirements of this Chapter, Business Units must ensure the information in the invoice number field is unique.

Note: Business Units must change any Barnes & Noble payments in process that reference the incorrect Vendor ID and Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller for approval. For payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Processing Payments to National Grid

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to National Grid.

Please note that Business Units may make payments to National Grid for both utility and non-utility services.

Consistent with Section 5.B - Unique Invoice Number Requirements and Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Document Preparation:

Utility Payments

National Grid is a provider of electric and gas services in New York State. To provide these services, National grid has acquired Brooklyn Union Gas Company, Key Span Gas East Corporation, and Niagara Mohawk. These companies are now known as National Grid Companies.

Since the acquisitions, all billing services are provided by National Grid for all New York State service territories including: Upstate (previously Niagara Mohawk); Brooklyn, Queens, Staten Island (previously Brooklyn Union Gas Company); and Long Island (previously Key Span Gas East Corporation). As a result, if your agency received electric and/or gas utilities from one of these companies, all payments you make should be made to one of three vendor numbers assigned to National Grid as shown in the payment tables below.

1. Select the correct Vendor ID.

• When processing utility payments, select one of the three Vendor IDs shown in the Utility Payment Tables below based on the geographic location of the service. For example, for gas and/or electric services provided to a state building in Albany, NY, the Business Unit must select Vendor ID 1000007312 (National Grid - Upstate Utility).

2. Select the correct Address Sequence.

• Vendor IDs 1000007312 (National Grid - Upstate Utility) and 1000005962 (National Grid - Long Island Utility) have multiple address sequences. Therefore, the Business Unit should review the invoice and select the correct remit-to address in the Payments tab of the voucher to ensure the payment is sent to the correct address. Failing to select an address in the Payments tab will result in the delivery of the payment to the default remit-to address associated with the Vendor ID. This may be the wrong address for your bill. If vendors are unable to receive State payments, it may delay payment crediting and Business Units may experience unintended service interruptions.
• National Grid has advised the State of New York that the remit-to address on the invoice will match one of the addresses shown in the Payment Tables below. If a Business Unit finds this not to be true, please notify the Vendor Management Unit (VMU) at [email protected] and VMU will contact National Grid to resolve the discrepancy.

Utility Payment Tables

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Upstate	1000007312	National Grid - Upstate Utility	Utility	1	PO Box 11742 Newark, NJ 07101
			HEAP	2	PO Box 4706 Syracuse, NY 13221

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Brooklyn, Queens, and Staten Island	1000005525	National Grid - NYC Utility	Utility	2	PO Box 11741 Newark, NJ 07101

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Long Island	1000005962	National Grid - Long Island Utility	Utility	2	PO Box 9040 Hicksville, NY 11802
				3	PO Box 9037 Hicksville, NY 11802
			HEAP	4	300 Erie Boulevard West, C-1 CAS Syracuse, NY 13202

3. Populate the invoice number field.

• In order for National Grid to properly credit Business Unit’s utility accounts, Business Units must enter in the invoice number field their ten-digit account number followed by the two-digit month, two-digit day, and two-digit year of the invoice ending service date.

  For instance, if a Business Unit needed to pay an invoice for services rendered during June 11, 2012 – July 10, 2012 for the account number 0123456789, the accounts payable employee should enter 0123456789071012 in the invoice number field on the voucher. (Business Units must use their own account number and not the dummy account from this example.)

  Business Units should use digits only in the invoice field. National Grid will return payments that have invoice numbers that include spaces, letters or characters, such as dashes or asterisks.

Non-Utility Payments

National Grid is also a provider of non-utility services in New York State (e.g.; infrastructure). When processing non-utility payments, Business Units should select one of the three Vendor IDs shown in the Non-Utility Payment Table below. Business Units should select the appropriate Vendor ID based on the remit-to address provided on National Grid’s invoice.

Non-Utility Payment Table

Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
1000000062	National Grid - Non Utility	Non-Utility	1	40 Sylvan Road Waltham, MA 02451
1000005086	National Grid - Non Utility	Non-Utility	1	One Metrotech Center Brooklyn, NY 11201
1000007312	National Grid - Upstate Utility	Non-Utility	3	PO Box 29794 Brooklyn, NY 10087

Generally, Business Units should NOT use the following Vendor IDs to pay National Grid for utility or non-utility services unless there is a specific business need (e.g.; contract) or as directed by the vendor:

Vendor ID	Vendor Name
1000005959	National Grid – Keyspan - Non Utility
1100010053	National Grid Corporate Account - Non Utility
1000056251	Keyspan - Glenwood Energy Center LLC
1000056680	Keyspan - Port Jefferson Energy Center LLC
1000000632	Anchor Fuel Company
1000056633	National Grid Electric Services LLC
1000056632	National Grid Energy Trading Services LLC
1000056629	National Grid Generation LLC
1000054328	National Grid Energy Management LLC

Business Units must select the correct address sequence and ensure the information in the invoice number field is unique, as referenced above.

Note: Business Units must change any National Grid payments in process that reference the incorrect Vendor ID or Address Sequence, or do not reference a unique invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller (OSC) for approval. For payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Processing Payments to Long Island Power Authority

SECTION OVERVIEW AND POLICIES

This section is intended to instruct Business Units on how to process payments to Long Island Power Authority (LIPA).

Please note that Business Units may make payments to LIPA for both utility and non-utility services.

Consistent with Section 5.B - Unique Invoice Number Requirements and Section 5.C - Selecting the Appropriate Vendor and Address Sequence of this Chapter, Business Units must assign a unique invoice number for each voucher, and must select the correct Vendor ID and Address Sequence when processing payments to vendors.

Process and Document Preparation:

Utility and Non-Utility Payments

LIPA provides electric service to customers, including qualified HEAP recipients, in Nassau and Suffolk counties and the Rockaway Peninsula in Queens. LIPA also provides non-utility services, such as installation and maintenance of lighting fixtures and rental of lighting poles.

Business Units should process payments to LIPA as follows:

1. Select the correct Vendor ID.

• When processing electric service, non-utility or HEAP payments, the Business Unit must select Vendor ID 1000011299.
• When processing payments using grant funds (see Grant Payments below), the Business Unit must select Vendor ID 1000056518.

2. Select the correct Address Sequence.

• LIPA has multiple address sequences associated with Vendor ID 1000011299. The Business Unit should review the invoice to identify the remit-to address and then select that address in the Payments tab of the voucher to ensure the payment is sent to the correct address. Failing to select an address in the Payments tab will result in the delivery of the payment to the default remit-to address associated with the Vendor ID. This may be the wrong address for your bill. If vendors are unable to receive State payments, it may delay payment crediting and Business Units may experience unintended service interruptions.
• LIPA has advised the State of New York that the remit-to address on invoices for electric service or non utility services will match one of the addresses in the Payment Table below. If a Business Unit receives an invoice that does not include a remit-to address on the table below, please notify the Vendor Management Unit (VMU) immediately at [email protected]. VMU will contact LIPA to resolve the discrepancy. 
• HEAP payments will always go to address sequence 4.

Utility and Non-Utility Payment Table

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Long Island	1000011299	Long Island Power Authority	Electric Service	1	PO Box 888 Hicksville, NY 11802
			Electric Service	2	PO Box 9050 Hicksville, NY 11802
			Electric Service	3	PO Box 9039 Hicksville, NY 11802
			HEAP	4	National Grid c/o Payment Processing 300 Erie Blvd W C-1 CAS Syracuse, NY 13202
			Non-Utility Services	5	National Grid c/o Payment Processing, NPB PO Box 4708 Syracuse, NY 13221

3. Populate the invoice number field.

• In order for LIPA to properly credit a Business Unit’s electric service and non utility services accounts, a Business Unit must enter in the invoice number field its ten-digit account number followed by the two-digit month, two-digit day, and two-digit year of the invoice ending service date.
  
  For instance, if a Business Unit needed to pay an invoice for services rendered during the period June 11, 2012 – July 10, 2012 for the account number 0123456789, the accounts payable employee should enter 0123456789071012 in the invoice number field on the voucher. (A Business Unit must use its own account number and ending service date and not the dummy account and date from this example.)
  
  Business Units should use digits only in the invoice field. LIPA will return payments that have invoice numbers that include spaces, letters or characters, such as dashes or asterisk

Grant Payments

LIPA receives grant funds from New York State for various reasons. For example, in the wake of natural disaster, LIPA may receive Federal assistance from the Federal Emergency Management Agency to aid the localities in restoration efforts. When processing grant payments to LIPA, the Business Units must select the appropriate Vendor ID and the remit-to address as shown in the Grant Payment Table below.

Grant Payment Table

NYS Geographic Service Area	Vendor ID	Vendor Name	Payment Type	Address Sequence No.	Remit-to Address
Long Island	1000056518	Long Island Power Authority Grants	Grants	2	333 Earle Ovington Blvd Ste 403 Uniondale, NY 11553

Note: Business Units must change any LIPA payments in process that reference the incorrect Vendor ID, Address Sequence, or invoice number using the numbering convention outlined in this section before sending it to the Office of the State Comptroller (OSC) for approval. For improper payments already sent to OSC, please contact the Voucher Audit Team at [email protected] to have the payment returned to the Business Unit for reprocessing.

Guide to Financial Operations

REV. 05/22/2015