SFS ONLINE TERMS OF SERVICE

FOR STATE EMPLOYEES ON BEHALF OF STATE AGENCIES AND PUBLIC AUTHORITY EMPLOYEES ON BEHALF OF PUBLIC AUTHORITIES

When accessing and using the Statewide Financial System (SFS), I certify that:

1.     I have been authorized by the head of a state agency or public authority to execute these transactions, which may include, but are not limited to: Billings, Travel Authorizations, Expense Reports, Budget Journals, Budget Transfers, General Ledger Journal Entries, Purchase Requisitions, and Purchase Orders;

2.     I am familiar with the Ethics in Government Act (Public Officers Law sections 73 and 74; the “Act”) and my conduct in the use of the SFS Program Online Services is in accord with the Act.

3.     I am familiar with and agree to comply with the Comptroller’s policies on Confidential, Personal and Private Information, as described in the Office of the State Comptroller’s Guide to Financial Operations, Section III.8.

4.     Accounts Payable Vouchers certified/approved by me and submitted to the Office of the State Comptroller are for claims that are just, true and correct and, therefore, appropriate to pay; and the goods or services rendered or furnished are for use in the performance of the official functions and duties of this agency.

5.     Employee Expense Voucher certified/approved by me and submitted to the Office of the State Comptroller are for claims that are just, true and correct and, therefore, appropriate to pay; and the employee’s supervisor certified that the expenses have been examined and to the best of the supervisor’s knowledge and belief, the amounts claimed therein were necessary for the performance of the employee’s authorized official duties.

6.     Imaged records accurately, legibly and completely reflect all the information in the original records except where redacted.  For redacted images, the agency has retained the unaltered, original document.

FOR INDEPENDENT CONTRACTORS ON BEHALF OF STATE AGENCIES AND PUBLIC AUTHORITIES

When accessing and using the Statewide Financial System, I certify that:

1.     I have been authorized by the head of a state agency or public authority to execute these transactions, which may include, but are not limited to: Billings, Travel Authorizations, Expense Reports, Budget Journals, Budget Transfers, General Ledger Journal Entries, Purchase Requisitions, and Purchase Orders;

2.     I am familiar with the terms and conditions of the contract under which I have been assigned to work for a state agency and my conduct in the use of the SFS Program Online Services are in accordance with such contract and consistent with the requirements imposed upon state employees and public authority employees under the Act. Any false transactions may subject me to civil and/or criminal liability.

3.     I am familiar with and agree to comply with the Comptroller’s policies on Confidential, Personal and Private Information, as described in the Office of the State Comptroller’s Guide to Financial Operations, Section III.8.

4.     Accounts Payable Vouchers certified/approved by me and submitted to the Office of the State Comptroller are for claims that are just, true and correct and, therefore, appropriate to pay; and the goods or services rendered or furnished are for use in the performance of the official functions and duties of this agency.

5.     Employee Expense Voucher certified/approved by me and submitted to the Office of the State Comptroller are for claims that are just, true and correct and, therefore, appropriate to pay; and the employee’s supervisor certified that the expenses have been examined and to the best of the supervisor’s knowledge and belief, the amounts claimed therein were necessary for the performance of the employee’s authorized official duties.

FOR STATE EMPLOYEES ON BEHALF OF THEIR OWN TRAVEL-RELATED TRANSACTIONS AND NON-TRAVEL EXPENSE REIMBURSEMENTS

When accessing and using the SFS, I certify that:

1.     The transactions executed and the attachments associated with the transactions are just, true, and correct, that no part thereof has been paid (except as stated therein), and that the balance therein stated is actually due and owing;

2.     I understand that in processing employee-generated travel and expense transactions, SFS and Office of the State Comptroller (OSC) will use information from the OSC payroll system, including banking information relating to the direct deposit of my salary. If I use direct deposit for the processing of my payroll payments, I authorize SFS and OSC to use my banking information for the direct deposit of travel and expense payments.

3.     I understand that I may opt out of receiving my travel and expense payments electronically by contacting my payroll office.

4.     Imaged records accurately, legibly and completely reflect all the information in the original records except where personal or sensitive business information has been redacted.   In cases where sensitive business information is redacted, I have submitted the original document containing the sensitive business information to my agency for retention.