Required Information for an Invoice
We follow the OSC Guide to Financial Operations outlines for a proper invoice, Section 12F.
OSC also has a resource available to understanding what makes an invoice complete and accurate in order to be processed in a timely manner.
Vendors should send new invoices (one invoice per email) to us electronically at [email protected]. Please make sure your invoice is a Word or PDF document.
eInvoicing
What is it?
Electronic invoicing is a paperless form of billing that allows vendors to directly enter their invoices into the Statewide Financial System (SFS).
Advantages to eInvoicing:
- 24/7 online access
- Submit electronic invoices and view their status in a real-time environment.
- Ability to create detailed reports in a few easy steps.
- Save on postage and handling costs.
- Set up your own schedule for submitting and managing your invoices.
- Access and update your information online, anytime.
How can I enroll in eInvoicing?
Before a business can submit an eInvoice, you need to:
- Create a vendor account in SFS.
- Enroll in direct deposit via the SFS Vendor Portal to receive funds via ACH processing.
SFS Vendor Portal
15-Day Prompt Payments
What is it?
A legislative amendment that requires state agencies to pay qualified small businesses within 15 days after receipt of an electronic invoice1 for goods/services, whichever is later. If payment is not made within 15 days, the qualified small business may be entitled to interest.
Am I eligible to be paid within 15 days?
You must meet all of the following criteria:
- Your primary place of business is in New York State
- You have a significant business presence in the state
- You are independently owned and operated
- You are not dominant in your field
- You employ no more than two hundred employees
- You submit your invoices electronically into the Statewide Financial System against a dispatched and valid purchase order
- You have signed up to receive electronic payments (direct deposit)
How do I sign up?
You can self-certify your business, sign up for electronic payment, and submit electronic invoices directly through SFS under "Supplier Portal" with a valid vendor ID.
Refund of Appropriation
If you are a vendor looking to send a check to refund a NYS BSC hosted agency please contact the agency or individual you are working with. If you are advised to mail the check to the BSC, please provide detailed information on what the payment should be applied to, including PO number or Travel Expense Report number, and mail the check to:
Business Services Center
Attn: Cashier
1220 Washington Ave
Building 5, Floor 4
Albany NY 12226
Who to Contact
If you have a specific question and you need a contact:
| Topic | Office | Phone | |
|
You have questions about the SFS software. You need access to the Vendor Portal. You want to sign up for eInvoices. |
SFS | [email protected] | (518) 457-7717 (855) 233-8363 toll-free |
|
Your bill was paid late. Your payment was short of the total amount. You received an overpayment from the total on your invoice. You need to know what information has to be included in an invoice. You want to know when you will be paid. |
BSC | [email protected] | (518) 457-4272 |
Contact the BSC Accounts Payable Team - For Vendors
For new invoices: [email protected].
Please include your invoice number, business unit, and unit ID (if applicable) to the subject line.
Vendors should send new invoices (one invoice per email) to us electronically at [email protected]. Please make sure your invoice is a Word or PDF document.
For inquiries: [email protected].
For questions on previously submitted invoices or past due invoices, please email us and include "Accounts Payable" in the subject line.
For leases: [email protected]
Still, have questions? Try the BSC Help Center where you can send a question to our support team or search a database of FAQs.