Memo on Payment for High-Risk Equipment Items

To: All VR Staff

Date: September 7, 2004

From: Assistant Commissioner

Subject: Payment for High-Risk Equipment Items

In reply to: Follow-up to This Morning's Meeting

Deputy Commissioner Cort’s September 3, 2004 memorandum on internal controls directs that all payments for certain equipment items including, but not limited to, computers, printers, scanners, camcorders, cameras and related audio/visual equipment, must be approved in writing by Central Office prior to processing. A fiscal directive is being prepared to clearly define the requirements. Until that fiscal directive is issued, the following procedures must be followed.

All items must be reported under the correct Case Service Code. Payment for all items in Case Service Codes 810, 811 and 890 and Support Code E (Equipment/Tools) MUST be approved in Central Office by the Fiscal and Administrative Services Team. Effective today, edit checks in the VESID mainframe program prohibit all other individuals from processing payment requests for case service codes 810, 811, 890 and support code E.

To claim payment, a vendor must submit a signed voucher and original invoice to the district office for review. The district office must verify that the equipment was received. Obtaining the bill of lading (shipping report) from the consumer or contacting the consumer directly are acceptable methods of verifying receipt. Documentation of the verification must be maintained in the consumer financial file. Original signed voucher, original invoice and proof of receipt must be sent to VESID Budget and Finance Unit for approval and payment. Each district office should batch its material and mail or courier to VESID Budget and Finance Unit, 1613 OCP, SED, Albany, NY 12234.

If you have any questions concerning this memorandum, please contact VESID’s Fiscal and Administrative Services Team.