New State Financial System (SFS)

Impact on the Campus Community

The State of New York is implementing a new state-wide financial system that is scheduled to "go live" April 13, 2012.  The new State Financial System (SFS) will significantly impact operations in the Departments of Procurement and Accounting Services, but should be of minimal impact to the campus community.  The impact on the campus community is anticipated to be similar to what departments experience annually between year-end and start-up of a new fiscal year.

Between March 26 and April 13, 2012, the College will be unable to issue purchase orders, process contract transactions or make payments.  All of the College's open purchase orders and contracts will be disencumbered on March 26, 2012, and re-encumbered on the new SFS when it becomes available on or about April 13, 2012.

Important Dates

To prepare for a successful transition to the new State Financial System, Procurement Services, Accounting Services, and the Travel Office have set the following deadlines for processing of purchase requisitions, payment of invoices, and travel requisitions.

Transaction Type

Deadline

Comments

Travel Vouchers March 13, 2012 For travel taking place before late April.
Payment of Invoices March 19, 2012  
Purchase Requisitions March 22, 2012 For goods and/or services needed by late April/early May.

Procurement Card Program

Between March 26 and April 13, 2012, the College will be relying heavily on its procurement card program to make purchases.  Departments may use the procurement card to process procurements having a dollar value up to $2,500.

If urgent procurements should arise during this time that cannot be met through use of the procurement card, departments should contact Rebecca Anchor or Tom Underwood at ext. 5100. 

Desktop Delivery of Office Supplies

The College's desktop delivery program with OfficeMax for office supplies will continue uninterrupted during the transition to the new SFS.  Departments may continue to order office supplies at OfficeMaxSolutions.com.

Impact on College Suppliers

A major change under the new SFS is how vendor records are updated.  State agencies--including SUNY campuses--will no longer have the ability to modify information in the SFS Vendor File.  Under the new SFS, vendors will be responsible for updating and ensuring the accuracy of their Vendor File information. 

How Vendors Update their Information in the SFS Vendor File

The SFS provides two ways in which vendors can update their Vendor File information: an online method and a manual process. 

Online Method for Updating Vendor File Information

To utilize the online method for updating Vendor File information, suppliers first need to call the Vendor Management Unit at (855) 233-8363 or (518) 457-7717 to register for access to the NYS Vendor File by way of NYS Vendor Self Service.   NYS Vendor Self Service is an online application suppliers can use to maintain addresses, contact information, and inquire about the status of a purchase order, invoice or payment.  The online application is the preferred method to perform maintenance to a supplier's NYS vendor account information in the Vendor File.

After calling the Vendor Management Unit to register for access to the NYS Vendor File, an email will be sent to the supplier with instructions on how to enroll in the online Vendor Self Service Application.  The email from the Vendor Management Unit will provide the supplier's NYS Vendor ID and instructions on how to enroll in the online Vendor Self Service application and will include the following information needed to enroll: Web address of self-service screen; temporary login User ID; temporary login password; registration code; and New York State Vendor ID.

In order to complete the enrollment process, each supplier will be asked to accept the Terms of Service in order to enroll.  Suppliers also will be prompted to create a user ID and password to replace the temporary password provided.

If the email instructions on how to enroll in the online Vendor Self Service application was not received, the supplier should contact the SFS Help Desk:

Phone: (855) 233-8363 or (518) 457-7717

Email: helpdesk@sfs.ny.gov

Once a supplier has received its registration information from the Vendor Management Unit, the next step is to visit the Bureau of State Expenditures Vendor Management Unit (VMU) Site at: http://www.osc.state.ny.us/vendor_management/index.htm.  Once at this site, scroll midway down the page to the heading "Create a NYS Vendor Self Service Account," and follow the instructions.

Manual Process for Updating Vendor File Information

To update their information manually, a vendor will need to complete an Add, Change or Delete Vendor Contact Information form and submit the form to the Vendor Management Unit via email (vendupdate@osc.state.ny.us), fax (518) 402-4212 or mail to:

New York State Office of the State Comptroller
Vendor Management Unit
110 State Street – Mail Drop 10-4
Albany, NY 12236-0001

Who to contact for assistance?

Suppliers should contact the Vendor Management Unit at (855) 233-8363 or (518) 457-7717 with any questions or problems they may experience when trying to update their Vendor File information.

FAQs about "Vendor Self Service" in the SFS

The Vendor Management Unit provides a list of FAQs about the "vendor self service in the SFS" within their Vendor Guide to New York State's Centralized Vendor Management Processes.  College suppliers are encouraged to review this information to ensure the are familiar with the requirements of the new SFS.