reglab/statecodes huggingface dataset:
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Section 3.9 - Sunday and holiday services

Current through Register Vol. 46, No. 28, July 10, 2024
Payrolls or other vouchers claiming compensation for services
				  rendered by employee on Sunday or holidays must bear the following certificate
				  signed by the head of the department or other duly authorized official
				  thereof:
I hereby certify that the services performed on Sundays and
				  holidays, as charged herein, were necessary and for the best interests of the
				  State.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Section 3.11 - Delivery of checks to temporary and per diem employees

Current through Register Vol. 46, No. 28, July 10, 2024
Whenever practicable, delivery of payroll checks to temporary
				  and per diem employees shall be made by someone other than the person charged
				  with the responsibility for the preparation of the payrolls, or the time
				  records on which such payrolls are based.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Section 3.12 - Standard forms prescribed

Current through Register Vol. 46, No. 28, July 10, 2024
The forms to be used in connection with the preparation and
				  audit of payrolls shall conform in all particulars to those prescribed by the
				  Comptroller for new and definite purposes.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Section 3.13 - Overtime meal allowances

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
				Overtime meal allowances are paid through the New York State payroll system.
				Overtime meal allowances shall be granted when it is necessary and in the best
				interest of the State for an employee to work at least three hours overtime on
				a regular working day, or at least six hours on a day other than a working day.
				When an employee is required to work nine hours on a day other than a working
				day, two overtime meal allowances will be allowed.
(b) The overtime meal allowance rate is $6
				for represented employees and Management Confidential employees.
(c) This section is not applicable to
				overtime meals of employees in travel status whose expenses are subject to the
				provisions of travel rules and regulations, nor to employees of departments,
				agencies, schools or institutions where meal service facilities are available
				and where it is the policy to provide meals for employees required to work
				overtime.
(d) The Office of the
				State Comptroller may issue further guidance in the form of manuals and
				guidelines from time to time.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Withholding Tax › Section 3.51 - Exemptions

Current through Register Vol. 46, No. 28, July 10, 2024
Everyone receiving salary or wages from the State must
					 furnish his department with a signed withholding exemption certificate (form
					 W-4 for Federal tax purposes and form IT-2104 for New York State purposes)
					 relating to his status for the purpose of computing family exemptions. Persons
					 who fail to file such exemption certificates are not entitled to exemptions and
					 withholding will be at the rate of zero exemptions. Any change in exemption
					 status should be reported to the employee's personnel office.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Withholding Tax › Section 3.52 - Monthly withholding reports

Current through Register Vol. 46, No. 28, July 10, 2024
Each month the Comptroller will send to each withholding
					 agency machine-prepared vouchers both for Federal and New York State taxes.
					 These vouchers will show total deductions by payroll of all the agency's
					 payrolls processed during the preceding month and also refunds processed to the
					 date of the voucher. The net amount of each voucher, that is, the total of
					 deductions less the total of refunds, represents the amount of taxes actually
					 paid the Internal Revenue Service and the New York State Income Tax Bureau for
					 the particular agency for the month involved. The withholding agency will keep
					 these vouchers as its permanent records.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Withholding Tax › Section 3.53 - Individual tax records

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
				  Agencies preparing their own payrolls must maintain an accurate record of
				  salary and deductions for each individual, and must prepare forms W-2 and
				  IT-2102 at the end of the year. Agencies whose payrolls are prepared under the
				  650 process receive listings periodically from the Comptroller bringing gross
				  salary and deduction totals to date. Such agencies are responsible for carrying
				  forward payroll totals and data in the prescribed manner, so that their records
				  will reflect the totals of the individual W-2 and IT-2102 forms prepared by the
				  Comptroller at the end of the year.
(b) In such cases where a particular agency
				  whose payrolls are prepared in the Department of Audit and Control but have
				  occasion to issue typewritten payrolls, the agency will be responsible for
				  corrected forms W-2 and IT-2102, for the individuals appearing on the
				  supplemental typewritten payrolls.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Withholding Tax › Section 3.54 - Reports to be filed by the agencies

Current through Register Vol. 46, No. 28, July 10, 2024
(a) After the receipt of the machine-prepared
				  vouchers for the month of December and the balancing of all tax records, each
				  agency will submit:
(1) All forms W-2 copy A,
				  form W-3 and a copy of the summary machine listing (or an adding machine tape)
				  of the taxes withheld from the forms W-2 to:
District Director of Internal Revenue
161 Washington Avenue
Albany 1, New York.
(2) All forms IT-2102 copy 4, form IT-2103
				  and a copy of the summary machine listing (or an adding machine tape) of the
				  taxes withheld from the forms IT-2102 to:
Department of Taxation and Finance
State Office Building
Albany, New York
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 3 - Personal Service › Withholding Tax › Section 3.55 - Maintenance

Current through Register Vol. 46, No. 28, July 10, 2024
In general, maintenance is taxable. However, in certain
					 circumstances, when it is for the benefit of the employer, maintenance may not
					 be taxable. These rules are applicable both to Federal and New York State
					 taxes.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 4 - Construction And Repair Work › Section 4.1 - Maintenance repairs-buildings

Current through Register Vol. 46, No. 28, July 10, 2024
Any minor repair, involving an alteration of buildings and
				  not exceeding $5,000 in cost, may be progressed without special order and
				  without public bidding. Any reliable person not in the employ of the State
				  agency, or firm qualified to do the work, may be employed under informal
				  agreement and the same may be engaged to furnish both materials and labor. In
				  such case, the regular purchase order procedure shall be followed and the
				  regular vouchers submitted to this office for audit and payment. Work in excess
				  of $5,000 up to an amount of $50,000 may be done through special order (short
				  form contracts). No such project exceeding $50,000 shall be undertaken through
				  the special order system.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 4 - Construction And Repair Work › Section 4.2 - Works of art

Current through Register Vol. 46, No. 28, July 10, 2024
Purchases and construction of works of art, as defined by
				  section 40  of the Public Buildings Law shall be in
				  compliance with the provisions of article 3 of such law.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 4 - Construction And Repair Work › Section 4.3 - Relevant provisions of statutes

Current through Register Vol. 46, No. 28, July 10, 2024
Relevant provisions of certain statutes relating in whole or
				  in part to construction and repair contracts are as follows:
(a) State Finance Law: section 112; section
				114; section 127; article IX, (contracts, comprising sections 135 to 146
				inclusive).
(b) Canal Law: section
				21; section 22; sections 30 to 35 inclusive; section 110.
(c) County Law: section 850.
(d) Education Law: section 376.
(e) Environmental Conservation Law: section
				15-2307; section 17-1903; section 17-1907; section 17-1909.
(f) Executive Law: section 313.
(g) General City Law: section 20-e.
(h) General Obligations Law: section
				11-102.
(i) Highway Law: section
				10(4); section 12; section 19; section 38; section 39; section 40; section 59;
				section 61; sections 82 and 83 on Federal aid highways; section 233.
(j) Insurance Law: section 2054; section
				2505.
(k) Military Law: section
				181.
(l) Public Buildings Law:
				section 8; section 9; sections 17 to 24; article 3, comprising sections 40 to
				44.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 5 - Highway And Bridge Work: Construction; Improvement; Maintenance › Section 5.1 - Contracts with federal aid

Current through Register Vol. 46, No. 28, July 10, 2024
If Federal funds are involved in the financing of a contract,
				  a letter of authority to advertise, and a commitment of funds from the Federal
				  Bureau of Public Roads and a concurrence in the award from the Federal Bureau
				  of Public Roads are required.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 5 - Highway And Bridge Work: Construction; Improvement; Maintenance › Section 5.2 - Purchase of railroad materials in the open market

Current through Register Vol. 46, No. 28, July 10, 2024
The procedure to be followed by the railroad companies in
				  purchasing materials in the open market for use on State sponsored projects
				  involving changes to railroad facilities is as follows:
(a)
(1) Upon
				the acceptance of a project estimate by the State, the railroad shall determine
				the extent of required material available in its stores. A stores charge of 15
				per cent may be added to the cost of this material after its incorporation in
				the work.
(2) Substantial
				quantities of materials ordered under an annual contract for a specific project
				will be paid for at the cost provided for in such contract, plus necessary
				costs of transportation and inspection. This material shall be shipped direct
				to project and the 15 per cent overhead will not be allowed.
(3) All other materials required shall be
				grouped in a manner which would permit the solicitation of bids for each class
				of materials. Open market orders will be required for each group of materials
				having an estimated cost of $2,000 or more.
(4) Open market orders shall be numbered
				consecutively by projects. Each tabulation shall be tied in with the
				appropriate estimate item.
(5) All
				tabulations should show the following certification of the railroad company's
				purchasing agent or other responsible official:
I hereby certify that the foregoing is a correct tabulation
				  of all bids received on the material listed above. The quotations are based on
				  delivery of the material ____________.
Recommend placing order with
(Low bidder)
Value $________
Terms ________
Purchasing Agent
Dated ________
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 5 - Highway And Bridge Work: Construction; Improvement; Maintenance › Section 5.3 - Maintenance, including ice and snow

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The maintenance of State highways in
				towns and villages shall include the control of snow and ice. Such work may be
				done by a county, town, or incorporated village but the county has first
				preference to perform the work within its boundaries. Any county is authorized
				to enter into a contract with any town or incorporated village located within
				the county for the performance of the work of such snow and ice control as a
				subcontractor.
(b) The contract for
				such work of snow and ice control on State highways between the State of New
				York and a participating county is approved by the Department of Public Works
				and the Comptroller and filed in the Department of Audit and Control. Contracts
				are in effect for a period of three years and may, at the expiration of the
				first year of the term of the contract, be extended for an additional period of
				one year, provided such extension is approved by the Department of Public Works
				and by resolution of the legislative body of the county.
(c) State highways within cities may be
				maintained by either of the above methods or by agreement with the city
				pursuant to section 349-c  of the Highway Law.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.1 - Standard forms for claims

Current through Register Vol. 46, No. 28, July 10, 2024
All claims against the State for the delivery of materials,
				  supplies and equipment, for the rendition of services by nonemployees, or for
				  sums due under construction contracts, employee reimbursements, or petty cash
				  reimbursements must be rendered in a format approved by the Comptroller or on a
				  vendor invoice used in the normal course of the vendor's business. Claimants
				  may elect to submit claims in either an electronic format, which may include a
				  data transmittal, an image or other approved format; or a paper
				  format.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.2 - General requirements for claims

Current through Register Vol. 46, No. 28, July 10, 2024
Each claim must be specific and submitted in compliance with
				  State Finance Law § 109 or 109-a to the agency against whom the claim is
				  made. Claims for services rendered or articles furnished must show when, where,
				  to whom and under what authority the services or articles were rendered or
				  furnished. Claims presented for supplies, materials and equipment must show a
				  detailed description of each item, the quantity of units, the price per unit
				  and the total thereof. Claims submitted for employee travel reimbursements must
				  identify the distance traveled, between what places, the duty or business for
				  the performance of which the expenses were incurred, and the dates and items
				  for each expenditure. If a claim is submitted in paper format, the form must be
				  typewritten or completed in ink. Certification of claims shall be governed by
				  section
				  6.3  of
				  this Part. If a claim is made for a purchase under contract, the claim must be
				  sent by the vendor to the designated payment office designated by the agency in
				  accordance with article 11-A of the State Finance Law, and the contract number
				  must be given. If a claim is made for a purchase pursuant to a purchase order,
				  the claim submitted must reference the purchase order in accordance with
				  purchase order procedure. Each claim must contain an invoice number or other
				  unique identifier to enable the identification of the payment issued in
				  satisfaction of the claim. Claims lacking such notation will be considered
				  incomplete and may not be processed.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.3 - Certificate of claimant

Current through Register Vol. 46, No. 28, July 10, 2024
All claims submitted to the State must contain a
				  certification by or on behalf of the party submitting the claim to the effect
				  that the claim is just, true and correct, that no part has been paid, except as
				  stated therein, that the balance therein stated is actually due and owing, and
				  that taxes from which the State is exempt are not included therein; provided
				  that no certification shall be required where a claim is submitted through an
				  invoice used in the vendor's normal course of business. Each certification must
				  be signed by the claimant, or authorized representative thereof, whose title
				  must be shown in the space provided therefor. On electronic claims, the
				  certification must include a valid electronic signature in compliance with
				  article III of the State Technology Law, the Electronic Signatures and Records
				  Act.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.4 - Agency review of claim

Current through Register Vol. 46, No. 28, July 10, 2024
Upon receipt of a claim, the agency shall review the claim to
				  determine whether it is due and payable in whole or in part under the
				  applicable statute, appropriation, contract or purchase
				  order.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.5 - Agency claim certification

Current through Register Vol. 46, No. 28, July 10, 2024
The head of the department concerned, or such authority in
				  the department as has been designated by the head of the department by a rule
				  or written direction, must certify to the Comptroller that the claim as
				  approved is just, true and correct and therefore appropriate to pay. The agency
				  certifier should satisfy himself or herself that acceptable evidence of receipt
				  and/or inspection is on file. The submission of claims by State agencies to the
				  Comptroller's Office shall be made by an electronic transfer of information
				  into the Statewide Financial System, either directly, or indirectly through the
				  State agency's financial management system. The submission of claims shall be
				  certified by the agency certifier by entry of the unique identification and
				  password that identifies the agency certifier. This unique identification and
				  password is provided by either:
(a)
				the Statewide Financial System for those agencies submitting information
				directly; or
(b) the agency's
				financial management system for those agencies submitting information
				indirectly.
Electronic certification by a designated officials shall be
				  deemed the equivalent of a conventional written certification by such
				  individuals and shall constitute such individuals' certification that the
				  information entered into the Statewide Financial System, or the agency's
				  financial management system, is correct and just and that payment is approved
				  and the goods or services rendered or furnished are for use in the performance
				  of the official functions and duties of the agency. The individual shall be
				  subject to the same penalties for improper certification that would be
				  applicable if the individual had made such certification in
				  writing.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.6 - Certification of internal controls over the payment process

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Each agency must maintain adequate
				internal controls over the payment process to support the validity of the
				agency claim certification. The agency should establish sufficient internal
				controls over claims processing to ensure claims are appropriate to pay. These
				controls must include, but are not limited to, the following:
(1) to the extent feasible, separation of
				duties relating to vendor registration, ordering, receiving and payment
				functions;
(2) to the extent
				feasible, separation of on-line data entry of claims from claim certification
				functions; and
(3) security over
				authorized access to agency controlled systems in the form of operator
				identification and passwords.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.7 - Supporting documentation and retention of records

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Any claim entered into the Statewide
				Financial System shall be supported by sufficient original source documentation
				including, but not limited to, a vendor invoice or a vendor claim and a
				receiving report.
(b) No hard copy
				material shall be delivered to the Office of the State Comptroller unless
				specifically requested by the Office of the State Comptroller. However, all
				such original source documentation and other agency records in support of
				financial transactions must be retained in accordance with records disposition
				schedules approved by the State Archives and Records Administration. Agencies
				must maintain effective audit trails to such records and upon request provide
				the records promptly to the State Comptroller via electronic transmission or
				hard copy.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.8 - Appropriation titles

Current through Register Vol. 46, No. 28, July 10, 2024
All claims must identify the appropriation or appropriations
				  being charged, and for such purposes, the appropriation titles furnished by the
				  Comptroller must be utilized. Where articles purchased from two or more
				  appropriations are billed on the same claim, the claim must show the amount
				  chargeable to each appropriation in the space provided
				  therefor.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.9 - Claims for reimbursement of cash expenditures

Current through Register Vol. 46, No. 28, July 10, 2024
Claims for reimbursement must be supported by receipted bills
				  maintained by the State agency. Claims for reimbursement to the petty cash
				  account will name the petty cash account as the claimant. Except where
				  otherwise specifically authorized, claims against the State should be paid only
				  from established, authorized funds.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.10 - Cash discounts

Current through Register Vol. 46, No. 28, July 10, 2024
It is the policy of the State to take cash discounts for
				  which the State is eligible. The agency shall identify any discounts available
				  and the conditions and restrictions applicable thereto and establish the extent
				  to which the State qualifies for such discounts.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.11 - Prepayment of certain expenses

Current through Register Vol. 46, No. 28, July 10, 2024
Claims for certain articles may be paid in advance of
				  receipt. Such articles will be limited to articles normally prepaid, such as
				  postage, subscriptions and rent. Appropriate documentation must be maintained
				  at the agency.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.12 - Agency reconciliation of claims to payments

Current through Register Vol. 46, No. 28, July 10, 2024
If the amount of any claim is reduced, or the claim is
				  rejected in the Comptroller's audit, the certifying agency must notify the
				  claimant. Subsequent to payment, the Statewide Financial System will provide
				  each agency with a record of payments made on behalf of the agency. Agencies
				  should use these records as a basis for posting and reconciliation to
				  expenditure records.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 6 - Payments Of Vendor Claims And Statutory Expenditures › Section 6.13 - Petty cash account

Current through Register Vol. 46, No. 28, July 10, 2024
The head of a department or agency may request that a petty
				  cash account be established for his or her department or agency in accordance
				  with section 115  of the State Finance Law. The monies in
				  the account shall be used in accordance with accounting policies and procedures
				  established by the Comptroller.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.1 - Bids

Current through Register Vol. 46, No. 28, July 10, 2024
All bids shall be sealed. At least five bids from responsible
				  vendors, agents, manufacturers or producers shall be invited, and as many more
				  as is practicable. Any bid received subsequent to the specified date and time
				  of bid opening shall be stamped with the time received, rejected and returned
				  to the bidder. Bids shall be tabulated by item number and unit price in such
				  form as to afford a basis for strict comparison of prices at the time and place
				  of opening. Method of award shall be stated in proposal and prices requested
				  shall be net including transportation and delivery charges fully prepaid by the
				  bidder F.O.B. point of destination. Where bids are secured by departments or
				  other agencies all original bids, declinations to bid, copy of specifications,
				  list of those invited to bid, copy of advertisement, if any, with publisher's
				  certificate attached, correspondence and other papers thereto pertaining,
				  including a complete explanation of rejection of lower bids shall be promptly
				  forwarded to the Executive Department, Office of General Services, with all
				  copies of the order, accompanied by a statement, signed by an individual duly
				  authorized to open bids, to the effect that all bids timely received were
				  opened publicly at the time and place specified in the proposal, and that all
				  timely bids received appear on the tabulation.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.2 - Contracts, prior approval by comptroller

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Before any contract made for or by any
				State department, board, officer, commission or institution, shall be executed
				or become effective, when such contract exceeds the amount set forth in section 112  of the State Finance Law, or in the case
				of the State University, those amounts set forth in section 355 (5)  of the Education
				Law, or whenever an amendment to a contract causes such contract to exceed the
				statutory threshold approval amount, it shall first be approved by the
				Comptroller and filed in the Department of Audit and Control.
(b) Each contract shall be writing and of a
				form satisfactory to the Comptroller and shall contain certain general clauses
				which have been approved by the Attorney General and the Comptroller, commonly
				known as Appendix A to State contracts, which may be amended by them from time
				to time.
(c) All required copies of
				the contract and signature pages signed by all parties thereto shall be
				submitted to the Comptroller for approval accompanied by advice as to
				appropriation chargeable. For bid requirements on competitive awards see
				section
				7.1  of this Part. The
				Comptroller's contract number will be assigned and affixed to each copy of the
				contract and one copy thereof retained for the Comptroller's files. In
				addition, all signature pages must include the Comptroller's contract
				number.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.3 - Award of contracts; purchases under bids

Current through Register Vol. 46, No. 28, July 10, 2024
No contract shall be let to a bidder other than the lowest
				  responsible bidder without the written approval of the Comptroller. (State
				  Finance Law, section 174) In any case where an award is requested to other
				  than the lowest bidder, a clear and full explanation in duplication approved by
				  the head of the department or other agency concerned must accompany the request
				  for approval, one copy of which will be filed with the
				  Comptroller.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.4 - Purchase orders on approved contracts

Current through Register Vol. 46, No. 28, July 10, 2024
Notices of contract awards issued by the Office of General
				  Services cover contracts for material, supplies and equipment which have been
				  approved by the Comptroller. When purchase orders are issued in accordance with
				  the terms of such notice sheets, Comptroller's copy shall be sent directly to
				  the Department of Audit and Control with the Comptroller's contract number and
				  the Office of General Services group number indicated
				  thereon.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.5 - Pre-audit by comptroller

Current through Register Vol. 46, No. 28, July 10, 2024
(a)
				When prior approval is required of purchases under bids, all documents required
				for the audit and approval of any contract for, or other purchase of,
				materials, equipment and supplies, under competitive bidding, including bids,
				copy of advertisement, if any, and other papers required under section
				7.1  shall be submitted to
				the Comptroller, together with any contract or order pertaining thereto, after
				action by the Commissioner of the Office of General Services.
(b) If a State agency is exempt from the
				jurisdiction of the Commissioner of the Office of General Services, the
				contract, order, bids and other papers shall be forwarded directly to the
				Comptroller. No purchase order shall be issued in connection with any contract
				until the Comptroller's contract number appears thereon. On centralized
				purchase items this number shall be furnished by the Commissioner of the Office
				of General Services when he forwards the award list; in the other cases,
				Comptroller shall notify the State agency of the contract number assigned. The
				contract number shall appear on vouchers when present for payment. Agency open
				market purchases which include items under State contract will not be allowed
				unless the purchase order is approved by the Commissioner of the Office of
				General Services. Approval of such purchases may be withheld pending receipt of
				a waiver from the contractor.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.6 - Items manufactured by correctional institutions

Current through Register Vol. 46, No. 28, July 10, 2024
Articles required by State agencies which are manufactured by
				  institutions of the Department of Correctional Services shall be purchased from
				  the Department of Correctional Services at prices fixed by the Commissioner of
				  the Office of General Services and the Commissioner of Correctional Services,
				  unless a release certifying that the articles cannot be furnished is issued by
				  the Commissioner of Correctional Services. This does not apply to printing.
				  (Correction Law, sections
				  184,
				  186.)
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.7 - Purchase orders involving labor and service contracts

Current through Register Vol. 46, No. 28, July 10, 2024
When labor is a major part of a purchase order or contract
				  (exclusive of contracts for construction and repair work which are covered in
				  Part 4 of this Title) such purchase orders or contracts do not require approval
				  of the Office of General Services and shall therefore be forwarded directly to
				  the Comptroller. Competition is required on all such transactions which lend
				  themselves to competition, and prior approval of the Comptroller is also
				  required when the amount thereof exceeds $1,000. When it can predetermined from
				  past experience or knowledge of anticipated cost that charges in the aggregate
				  for a certain service will exceed $1,000 in a given fiscal year, such
				  transactions also shall be subject to contract, competitive bid requirements
				  and prior approval of the Comptroller. It is an administrative agency
				  responsibility to obtain competitive quotations or bids on transactions of
				  $1,000 or less when it is deemed in the best interest of the State to do so.
				  However, prior approval of the Comptroller is not required.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.9 - Contents of purchase orders

Current through Register Vol. 46, No. 28, July 10, 2024
All purchase orders shall show clearly in the spaces provided
				  therefor, quantity, grade, discount terms, point of delivery, shipping terms,
				  and the code of the account chargeable with the expenditure. Reference shall be
				  made to the Comptroller's contract number (section
				  7.5  of
				  this Part) on all purchase orders issued in accordance with a written contract
				  previously filed in this office.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.10 - Comptroller's approval of purchase orders

Current through Register Vol. 46, No. 28, July 10, 2024
All copies of the purchase orders shall be submitted for
				  prior approval of the Comptroller when the amount of the proposed order or
				  orders exceed $1,000, and is not covered by a contract approved by the
				  Comptroller. The Comptroller's copy only of the purchase order is submitted
				  under the following conditions:
(a)
				when ordering under a contract previously approved by the
				Comptroller;
(b) when ordering
				merchandise from the central stores and State institution industries;
				and
(c) when ordering merchandise
				in an amount less than $1,000, except when the rules and regulations of the
				Office of General Services require bids and additional papers to be filed with
				the Comptroller.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.11 - Revision or cancellation of purchase orders

Current through Register Vol. 46, No. 28, July 10, 2024
Requests for revision or cancellation of purchase orders on
				  file with the Comptroller shall be submitted on a "Purchase Order Change Notice
				  Form" bearing detailed explanation. Change orders cancelling purchase orders
				  will not be accepted for the purpose of freeing funds. When a cancellation is
				  made with the Comptroller, it must be made with the vendor.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.12 - Orders shall be to specific dealers

Current through Register Vol. 46, No. 28, July 10, 2024
Purchase orders not executed to a specified manufacturer or
				  dealer are regarded as blanket requests and shall not be
				  accepted.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.13 - Availability of funds

Current through Register Vol. 46, No. 28, July 10, 2024
No purchase order shall be issued, nor shall any be accepted
				  by the Comptroller, which is in an amount in excess of the unencumbered balance
				  of the appropriation or segregation thereof, chargeable with the
				  expenditures.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.14 - Equipment acquisitions

Current through Register Vol. 46, No. 28, July 10, 2024
No financed equipment acquisition will be approved by the
				  State Comptroller pursuant to section 112  of the State Finance Law, other than for
				  the State University of New York or for the City University of New York or for
				  the State Legislature, unless the outright purchase cost of such equipment is
				  more than $250,000. Multiple items of the same type of equipment, or related
				  items of equipment, procured pursuant to a single request for proposal may be
				  grouped under one or several contracts, as part of a procurement package to
				  reach the aforementioned dollar level.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.15 - Exemptions from the requirements of article 4-c of the economic development law

Current through Register Vol. 46, No. 28, July 10, 2024
In light of the terrorist attack in New York City on
				  September 11, 2001 and the declaration of a disaster emergency by the Governor,
				  the Comptroller hereby exempts all contracts deemed necessary to address the
				  disaster emergency from the publication requirements contained in article 4-C
				  of the Economic Development Law.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 7 - Purchase Orders, Purchase Contracts, Miscellaneous Service Contracts And Purchase Orders › Section 7.16 to 7.19 - Repealed

Current through Register Vol. 46, No. 28, July 10, 2024
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 8 - Traveling Expenses › Section 8.0 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Of necessity
				these rules and regulations are general in nature because of many varying
				conditions existing in different State agencies. To carry out the mission of
				using travel expense funds economically, agencies are responsible for:
(1) authorizing travel only when
				necessary;
(2) maintaining proper
				control to see that travelers are not in a travel status any longer than
				assignments require;
(3) selecting
				the method of travel whether air, train, bus, State or personally owned or
				rental vehicles;
(4) designating
				the official station of each employee in the best interests of the
				State;
(5) authorizing attendance
				at conferences, seminars, and similar events.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 8 - Traveling Expenses › Section 8.1 - Expenses

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Reimbursable
				expenses. Agencies are responsible to ensure that only actual, necessary and
				reasonable expenses are reimbursed for official travel. A specific statement of
				the official business for which expenses were incurred is required under
				section 109  of the State Finance Law. Travel
				expenses of a State employee incurred when traveling from his or her home or
				official station to report for promotional examinations or related interviews
				may be reimbursed. (See also section
				8.13 
				of this Part.)
(b) Nonreimbursable
				expenses. Travel shall be by the most direct route. Any person traveling by an
				indirect route shall assume any extra expense incurred. Appropriate
				consideration will be given for airline travel through hub airports.
				Expenditures for laundry, valet service, entertainment, and other personal
				charges will not be reimbursed.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 8 - Traveling Expenses › Section 8.2 - Official station defined; limitations on traveling expenses imposed thereby

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Official
				station.
(1) The official station of every
				employee shall be designated by the head of the agency. Such designation shall
				be in the best interests of the State and not for the convenience of an
				employee or to maximize travel expense reimbursement. Every designation of the
				official station of an employee shall be subject to review by the Comptroller.
				If any designation of an official station is found to be inconsistent with the
				provisions of this Part, a request for travel expense reimbursement based upon
				such an inconsistent designation may be disapproved by the
				Comptroller.
(2) No transportation
				costs will be allowed between any employee's place of residence and his or her
				official station. The place of residence is considered to be the city or town
				in which the employee primarily resides. Agency management retains discretion
				in allowing transportation costs to locations within the proximity of the
				official station.
New York Codes, Rules and Regulations › Title 2 - DEPARTMENT OF AUDIT AND CONTROL › Chapter I - Audit Of Revenues And Accounts Payable From State Funds And Funds Under Its Control › Part 8 - Traveling Expenses › Section 8.3 - Transportation by common carrier

Current through Register Vol. 46, No. 28, July 10, 2024
(a) General. Travel should be by the most
				economical method. Coach and excursion fares should be used whenever possible.
				The passenger's coupon or receipt shall accompany the traveler's expense
				voucher. Customary and reasonable tips for porters or sky caps are
				allowed.
(b) Travel by air.
(1) Air travel should be used only in those
				instances where it is clearly in the State's interest to do so.