Finance Operating Agreement

For a successful partnership, the Business Services Center (BSC) and our hosted agencies should understand their responsibilities and the key performance indicators (KPIs) used to measure their performance.

The BSC measures and reports relevant KPIs and metrics to our customer agencies to evaluate the success of our partnerships. Our ability to achieve these KPIs is contingent upon receiving and maintaining appropriate full-time-equivalent employee (FTE) levels and related funding for processing the transaction volume, systems’ availability/downtime, and an agency’s ability to fulfill its responsibilities outlined in the BSC Services Operating Agreement both timely and accurately.

Key Performance Indicators

BSC Performance Expectations:

• Submit 97% of expense reports to the Office of the New York State Comptroller (OSC) for audit and payment within 10 business days of receiving an expense report that complies with applicable requirements.

Agency Performance Expectations:

• Submit employee expense reports complete and compliant with requirements 90% of the time and ensure agency travelers, proxies, and supervisors take travel training.

Travel and Expense – Activity Responsibility Listing
 

Key Performance Indicators

In addition to the responsibilities described below, the credit card vendor will process applications within contractual timeframes.

BSC Performance Expectations:

• Process 97% of credit card applications and card profile updates in SFS within three business days of receipt. 

Agency Performance Expectations:

• Always ensure applications are fully completed and submitted in PaymentNet and employees' roles are properly defined (role mapped) in SFS.

Credit Cards – Activity Responsibility Listing

Key Performance Indicators

BSC Performance Expectations:

• Always review, approve, and dispatch purchase orders (PO) that do not require Office of the New York State Comptroller (OSC) approval within three business days of agency approval. Always review, approve, and dispatch POs that do require OSC approval within five business days (excluding time required OSC approval).
• Always generate and dispatch POs within three business days of the agency approval for OGS-negotiated Lease Contracts and OPL (One-Time Purchase - Lease) transactions (excluding time required for OSC approval). 
• Always process and dispatch PO change notices (POCNs) within one business day of receipt in FileNet. Where OSC approval is required, always process within three business days of receipt (excluding time required for OSC approval).
• Always issue POCNs against OGS-negotiated Lease and OPL POs.
• Always establish and administer OGS-negotiated Lease and OPL Contracts in SFS in a timeframe to facilitate timely payment or, in instances where documents arrive after the first payment is due, as soon as possible thereafter. 

Agency Performance Expectations:

• Always submit a proper PO in SFS and provide necessary documentation to support the transaction.
• Always respond to BSC requests for additional information and budget errors within two business days. 
• Always provide necessary and proper documentation to support POCN transactions.
• Always provide approvals and documentation for OGS-negotiated Lease and OPL contracts within two business days. 

Purchasing – Activity Responsibility Listing

Key Performance Indicators

BSC Performance Expectations:

• Submit vouchers to OSC to facilitate payment within timeframes established in New York State Prompt Payment Law 97% of the time.

Agency Performance Expectations:

• Always ensure BSC is designated as the payment office on POs.
• Always record the receipt of goods or services in SFS within one business day of receipt.
• Always approve invoices in eSettlements within five business days of the invoice entering the agency status.
• Issue valid PO or authorization document prior to receipt of vendor invoice 97% of the time.
• Always ensure valid funding is in place. 
   

Accounts Payable – Activity Responsibility Listing

Key Performance Indicators

BSC Performance Expectations:

• Submit check to Treasury for deposit within four business days of receipt 97% of the time. 

Agency Performance Expectations:

• For receipts related to an expense report or AP voucher, always ensure the transaction has been fully processed.
• For receipts related to an agency bill, always ensure the bill is in SFS.
• Always provide correct coding to the BSC within two business days of the notification from the BSC of the receipt of a check. 
   

Accounts Receivable  – Activity Responsibility Listing