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MY CONTRACT TRANSACTION
UTILIZES LAPSING FUNDS
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Main Menu – Contract Transactions
What is the status of the transaction? (Be sure that
you are looking at the correct amendment
sequence)
Open
Pending OSC
Request PO
Approved
Open
For Phase I Agencies, the electronic transaction has
not yet been submitted to OSC. The status of the
transaction must be changed to “Pending OSC.”
Bulkload agencies should review the IDL to confirm
that the transaction is not in an error status.
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Pending OSC
Has the documentation associated with the
electronic transaction been sent to OSC?
Yes
No
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Pending OSC
The documentation associated with the
electronic the transaction must be physically
sent to OSC.
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Pending OSC
Was the documentation sent directly to OSC
or through the Office of the Attorney General
(AG)?
Directly to OSC
Through the AG
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Pending OSC
Have you confirmed that the AG has
completed its review of the contract and
forwarded it to OSC?
Yes
No
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Pending OSC
You must confirm that the AG has completed its
review and forwarded the contract to OSC.
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Pending OSC
Did you write “Lapsing” on the transmittal
document (AC340-S/STS)?
Yes
No
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Pending OSC
Did you write “Lapsing” on the transmittal
document (AC340-S/STS)?
Yes
No
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Pending OSC
If there is some unusual circumstance that
you feel should be brought to OSC’s
immediate attention, contact the Bureau of
Contracts (BOC) at (518) 474-4622.
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Pending OSC
You must write “Lapsing” on the transmittal
document (AC340-S/STS). If you neglected to write
Lapsing on the transmittal document, contact the
Bureau of Contracts (BOC) at (518) 474-4622.
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Pending OSC
If there is some unusual circumstance that
you feel should be brought to OSC’s
immediate attention, contact the Bureau of
Contracts (BOC) at (518) 474-4622.
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Pending OSC
You must write “Lapsing” on the transmittal
document (AC340-S/STS). If you neglected to write
Lapsing on the transmittal document, contact the
Bureau of Contracts (BOC) at (518) 474-4622.
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Request PO
Have you created the Purchase Order (PO)?
Yes
No
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Request PO
A Purchase Order must be created which references
the Contract ID and amendment sequence of the
electronic transaction that is being audited by BOC.
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Request PO
Has the PO been associated to the contract
and amendment sequence number of the
transaction BOC is auditing and has
requested the PO for?
Yes
No
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Request PO
A contract encumbrance PO must reference
the appropriate Contract ID and
amendment sequence number
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Request PO
Phase I Only: What is the status of the PO?
Open
Pending Approval
Pending OSC
Bulkload: Is there an error on the IDL?
Yes
No
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Request PO
A PO in “Open” status needs to be moved into
agency workflow by changing the status
to “Pending Approval”. The PO must
also have a Valid Budget status. Contact
SFS with questions about POs that show
“Error” for the Budget status.
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Request PO
“Pending Approval” status indicates that
Agency Workflow is still required for the
PO. The PO must also have a Valid Budget
status. Contact SFS with questions about
POs that show “Error” for the Budget
status.
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Request PO
If there is some unusual circumstance which you
feel should be brought to OSC’s attention,
contact the Bureau of Contracts. If you’ve had
previous communications on this transaction,
call the assigned BOC auditor; if not, contact
BOC at 518-474-4622.
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Request PO
If there is some unusual circumstance which you
feel should be brought to OSC’s attention,
contact the Bureau of Contracts. If you’ve had
previous communications on this transaction,
call the assigned BOC auditor; if not, contact
BOC at 518-474-4622.
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Approved
Was an Audit Type requiring BOC approval
assigned to the amendment sequence?
Yes
No
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Approved
BOC has completed its review and the
transaction has been approved by OSC. Any
funds encumbered can now be liquidated. To
encumber additional funds against the
transaction, process a PO using an ECC PO Type
which will result in approval of the PO. BOC
audit is not required.
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Approved
If a non-BOC audit type was selected and the
amendment sequence should have been
submitted for BOC approval, contact BOC at
(518)474-4622. If the transaction did not require
BOC approval, funds can be encumbered against
the transaction using an ECC PO Type.
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Request PO
Contact the SFS Helpdesk.
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