18. I have a completed a VC Claim Voucher and the system is ADPICS. What do I do now?
A VC Claim is used by each individual county department or agency to request payment of an invoice for goods or services that the department or agency ordered using a Purchase Order (PO) that was created in ADPICS, Nassau County’s Procurement System. This process is different than the one governing approval and payment in FAMIS and is outlined below. Also, please note that:
Creating a Receiving Report
Upon satisfactory receipt of the goods from a vendor, the County Department mustprocess a Receiving Report in ADPICS to record that the goods ordered were received as per the PO. Quantities of goods received must match the quantities ordered on the PO. Any discrepancy should be resolved with the vendor, who must submit a corrected invoice.
To generate the Receiving Report:
Note: ADPICS will display the following message: “Document Posted, Voucher Not Generated – Matching Process Failed.”
This message appears because the Invoice Document has not been created yet and ADPICS requires it to complete its matching function (3W or AB).
Creating an Invoice Document
Upon receipt of the invoice from the vendor for the good or services provided to the County as ordered on a PO, the County Department must process the invoice in ADPICS.
Creating the VC Claim Voucher
Verify that the quantities and amounts ordered on the first line of the original purchase order agree with the amounts received and invoiced.
19. I have successfully created all three necessary documents: the Receiving Report, the Invoice Document, and the VC Claim Voucher. What do I do next?
Now go back to the paperwork. Specify the contact person, their department, and their telephone number on the bottom left hand portion of the original claim form, attach the original invoice and any other supporting documents, and send them to the individual in the County Department who approves all of that department’s claims. (It’s a good idea to keep a copy of all documents in the County Department’s files).
Note: This individual is already set up in the ADPICS approval path.
Claim Review and Approval—Supervisory Level
The County Department Representative who is designated in ADPICS to approve the claim will receive it in their ADPICS Authorization Mailbox.
To see where a document is in the approval path, view the following screens:
PCHL9220 Document Authorization Table – Active PCHL9230 Document Authorization Table - Archive
20. What is the next step in the approval process?
The County Department Representative who just approved the Claim in ADPICS must also remember to send the physical paperwork to the next individual designated in the ADPICS approval path.
21. There are no more County Department Representatives in the ADPICS approval path. What is the next step?
After all county department representatives in the approval path have authorized the claim, it enters the Document Authorization mailbox in the Claims Department of the Nassau County’s Comptroller’s Office. This is where the final review and approval of the claim is performed.
The approving department must now mail the physical paperwork to the Comptroller’s Office for final approval and vendor payment.
Send to:
Vendor Claims Section
Office of the Nassau County Comptroller
240 Old Country Road, Room 209
Mineola, NY 11501ALL paperwork submitted with the claim in support of the payment should be forwarded. Departments are advised to make a copy of all documents and to keep a record of all claims.
Once approved for payment by Claims, the claim request is automatically sent to the county’s financial system, FAMIS.
FAMIS will process the request overnight. After the mandatory two-day waiting period, the Treasurer’s Office will print and mail the physical check to the vendor. The vendor will receive the check in the mail at the address specified when the vendor was set up in the FAMIS Master File.
Post-Processing
22. How long does it take to pay the vendor once my department approves the claim online and forwards the claim voucher paperwork to the Claims Department?
In most cases, the Claims Department will release payment between two to ten days after receiving correctly completed paperwork.
23. The original paperwork for our claim has been misplaced, but the vendor still needs to be paid. What can we do?
Using screens FAML6040, 6160, or 6162, verify that payment has not been made and submit a copy of the invoice and claim. If a copy is unavailable, another original may be requested from the vendor, but must be marked “Second Submission.”
24. What do I do if the vendor moved after the contract was submitted, and the addresses no longer match?
Anytime a vendor’s payment address changes, ask the vendor to complete and sign a 700-W9 form, notifying the County of its new address. Click here to download and print out the form. The form should be submitted to the initiating department, which will approve and forward the physical form to the Vendor Claims section of the Comptroller’s Office. Allow 2-3 days for the update to appear in FAMIS. Any change in the vendor’s main contact information should be submitted to the Purchasing Department.
25. My contract is stamped “Random File Audit." What does that mean?
This applies to health and human services vendors only. In an effort to expedite payment, less extensive supporting documentation is required from the vendor. On a random basis, full documentation may be requested by either the county department or the Comptroller’s Office.