Required Information for an Invoice
We follow the OSC Guide to Financial Operations outlines for a proper invoice, Section 12.4.F.
OSC also has a resource available to understand what makes an invoice complete and accurate to be processed in a timely manner. The invoice checklist can assist vendors to ensure consistency and completeness of invoices submitted to New York State for payment.
Best Practices for emailing invoices to BSC Accounts Payable for processing:
Vendors Should:
- Send only one invoice per email to [email protected]. The subject field should include: agency name, invoice number, and Routing ID (if any) being billed.
- Invoices must be in a non-editable format (preferably a PDF).
- Excel and Word files should be converted to PDF to ensure data presentation/integrity.
- Do not send zip files, encrypted, or password protected emails.
- Invoices should not include confidential information, such as social security numbers, patient names, and medical diagnosis.
- Preferably emails are under 20 mb and less than 100 pages.
- Invoices should not include gif files or pictures.
- Provide a complete and accurate invoice.
eInvoicing
What is it?
Electronic invoicing (eInvoicing) allows vendors to directly bill New York State agencies with paperless invoices (eInvoices) using the Statewide Financial System (SFS).
Advantages to eInvoicing:
- Convenient and easy to use 24/7 online access.
- Submit eInvoices and view their status in a real-time environment.
- Streamlines the invoice to payment process and supports compliance with NYS Proper Invoice Standards.
- 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.
Methods Vendors may use to submit eInvoices:
| Method of Electronic Invoicing | Recommended for | Where to Start |
|---|---|---|
| Self-Service Invoice (SSI) | Vendors who submit a low volume of invoices per year (e.g., Less than 100). |
For assistance logging into the SFS Vendor Portal, Vendors should contact the SFS Help Desk: [email protected] | 855-233-8363 toll-free | 518-457-7717 |
XML Data Exchange ________________ Electronic Data | Vendors who submit a high volume of invoices per year (e.g., more than 100). |
For guidance on setting up the eInvoicing method, vendors should contact the SFS Help Desk: [email protected] | 855-233-8363 | 518-457-7717 |
Resources Available:
- The Vendor Self-Service page
- The Vendor Announcements page
- The Welcome New York Vendors page
- The SFS Vendor Portal Page Oracle PeopleSoft Sign-in (ny.gov)
SFS Vendor Portal
Advantages of using the Statewide Financial System (SFS) website:
- 24/7 online access
- Ability to create detailed reports in a few easy steps
- Track and receive payments
- Check Status of Purchase Orders
- Maintain vendor information
- See when your invoice will be paid
- Review details about a payment you received
- Submit electronic invoices
- Sign up for electronic payments
- Access to Vendor Announcements page
15-Day Prompt Payments
What is it?
A legislative amendment that requires state agencies to pay qualified small businesses within 15 days after receiving (1) the good or service; and (2) a proper electronic invoice against a purchase order, 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
To submit new invoices:
To submit new invoices via email:
Please include your invoice number, business unit, and routing ID (if applicable) in the subject line.
Vendors can send new invoices (one invoice per email) to us electronically at [email protected]. Please make sure your invoice is a PDF document.
To submit new invoices via US postal mail:
<Insert Name of Agency>
Routing ID: xxxxxxx
c/o NYS OGS BSC Accounts Payable
1220 Washington Ave
Building 5, Floor 5
Albany, NY 12226-1900
**Note: Each invoice should only be submitted once using one of the above methods.
Inquiries:
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.
<Insert Name of Agency/Vendor>
Unit ID: xxxxxxx
c/o NYS OGS BSC Accounts Payable
1220 Washington Ave
Building 5, Floor 5
Albany, NY 12226-1900