SECTION OVERVIEW AND POLICIES

This section provides online agencies with guidance on how to request voucher mass approval functionality for use on specialized vouchers.

The Statewide Financial System (SFS) has mass approval functionality available for the following:

• Procurement Card (PCard) reconciliation vouchers;
• Vouchers built using the Accounts Payable (AP) Mass Upload Tool; and
• Lease vouchers created in the Real Estate Management (REM) Module.

In limited circumstances it may be appropriate for agencies to mass approve other vouchers.

Agencies should contact Bureau of State Expenditures’ Internal Control Certification by email at [email protected] to request voucher mass approval functionality. Agencies must have sufficient internal controls in place to ensure payment(s) meet certification requirements in accordance with State Finance Law §§ 109 and 110. For more information on certification requirements, please refer to Section 4.A – Vendor Requests for Payment and Section 4.B – Certification of Vouchers of this Chapter. In addition, the head of the agency must have submitted the annual certification form to the Comptroller certifying the internal controls over the payment process are satisfactory. Please refer to Section 4.D – Certification of Internal Controls over the Payment Process of this Chapter for more information.

Process and Document Preparation:

Online Agencies

After the agency makes a determination that mass approval functionality is justified for certain vouchers such as those noted above, the agency head or finance officer must send an email to [email protected].

The agency must include the following information in the email:

• The type and the annual volume and dollar amount of payments.
• The internal controls in place to ensure payments meet the certification requirement in State Finance Law §§ 109 and 110. Agencies must address how controls ensure payments are (i) just, true and correct, (ii) due and owing, and (iii) supported by sufficient and appropriate information.
• A justification for the mass approval.
• The name, email address and phone number of the agency head or finance officer, and an agency contact person.
• Any other relevant information.

OSC will notify the contact person identified by the agency of its decision.

If you have questions regarding voucher mass approval, please contact Bureau of State Expenditures’ Internal Control Certification by email at [email protected].

Guide to Financial Operations

REV. 08/29/2018