Electronic Payment

Effective March 1, 2010, all State Agency contracts and purchase orders will contain a "Contract Payment" provision similar to the one below and vendors (grantees) will only receive payment via electronic means. The requirement to include this provision in agency contracts, grants, and purchase agreements may only be waived by the Governor's Counsel's Office where valid and significant concerns exist in the implementation of this requirement.

Contract Payment

Grantee shall provide complete and accurate billing invoices (vouchers) to the Governor's Traffic Safety Committee (GTSC) in order to receive payment. Vouchers submitted to the GTSC must contain all information and supporting documentation required by the Contract, the Committee, and the State Comptroller. Payment for vouchers submitted by the Grantee shall only be rendered electronically unless payment by paper check is expressly authorized by the Commissioner, in the Commissioner's sole discretion, due to extenuating circumstances. Such electronic payment shall be made in accordance with ordinary State procedures and practices. The Grantee shall comply with the State Comptroller's procedures to authorize electronic payments. Electronic Payment Authorization Forms are available at the State Comptroller's website at www.osc.state.ny.us/epay/index.htm, by email at epunit@osc.state.ny.us, or by telephone at 518-474-4032. Grantee acknowledges that it will not receive payment on any vouchers submitted under the Contract if it does not comply with the State Comptroller's electronic payment procedures, except where the Commissioner has expressly authorized payment by paper check as set forth above.

Only an original Electronic Payment Authorization Form will be accepted and should be submitted with an attached voided check (as verification of your business banking information). If you chose not to submit a voided check, you should have your financial institution complete section-two of the authorization form and mail it to the address provided at the end of this notification.

Substitute Form W-9

New York State is implementing a new Statewide Financial Management System to improve processing and enhance operative efficiencies. As a principal component of this initiative the Office of the State Comptroller (OSC) is establishing a centralized vender file. To facilitate this effort, OSC is requiring vendors (including grantees) to submit Substitute Form W-9, containing their taxpayer identification number, agency name, and contact person information. This data is critical to ensure the vendor file contains the information necessary for agencies to contract with and render payment to the grantee.

If you have any questions regarding Substitute Form W-9, please contact the OSC Bureau of State Expenditures, Vendor Management Unit at vmu@osc.state.ny.us or 518-474-5504.

Vendors should submit the Substitute Form W-9 along with an original of the Electronic Payment Authorization (EPA) Form by March 1, 2010, if they have not already done so. The EPA Form, together with the Substitute Form W-9 should be mailed to OSC at: