Office of Payables Administration

The Office of Payable Operations is responsible for overseeing the Department of Education’s vendor payments. Its primary responsibility is to provide systems and procedures that ensure timely and accurate payment to vendors who have provided goods and services to our schools, as well as other Department sites. This includes establishing internal controls and Standard Operating Procedures that meet the city, the state, and the federal regulations. 


    WHAT'S NEW 

    September 18, 2013

    SETSS Invoicing

    The SETSS rate for services rendered on or after September 1, 2008 has been increased to $41.98 per hour. The DOE has a tiered rate system whereby the hourly rate increases as the size of the group increases. The new rates are as follows:

     Group Size

    1

    2

    3

    4

    5+

     Premium

     1.00 X

    1.50 X

    2.00 X

    2.25 X 

    2.50X 

     Session Rate

     $41.98

    $62.97 

    $83.96 

    $94.45 

    $104.95


    Please keep in mind that these are session rates, not student rates. Therefore, a one-hour session conducted with a group of two children will result in two invoices (one per child) billing $31.49 each (i.e., $62.97 divides by 2); a one hour session with a group of three children will result in three invoices (one per child) billing $27.99 each (i.e., $83.96 divided by 3), etc.

    Along with this rate change our SETSS Invoice form  has also been updated. This form, in Excel format, will automatically calculate your total invoice amount based upon the above schedule. Once completed, the form must be printed, signed and mailed along with the approval forms. We strongly recommend that you submit invoices on a monthly basis.


    September 25, 2012

    New Invoice for School-Age Related Service Providers

    While we strongly encourage the use of Vendor Portal for school-age related service billing, we recognize that some school-age independent related service providers still use the paper form. Effective immediately, those providers who bill on paper must use an updated Related Service Billing Form. Please note that you will now be required to provide the start and end time of each session. 


    May 15, 2012

    The Division of Financial Operations (DFO) is committed to consistently improving our customers’ experiences. To this end, we are happy to announce the implementation of a new procedure regarding P-Cards that will ultimately enable schools and offices to maximize their budget allocations.

    DFO will now be notified of the personnel actions for all P-Card holders (such as terminations, retirements, resignations, leaves of absence, transfers and Office of Personnel Investigation notifications). Upon such notifications, an email will be sent to the cardholder and the corresponding FAMIS approver, instructing them to reduce the cardholder’s balance, and return the available funds to the school or office’s spending plan. 

    This action will return much needed funds to the school’s spending plan for alternate procurements.

    If you have any questions, please email the P-card Unit at PCERS@schools.nyc.gov


    January 25, 2011

    Starting on January 1, 2011 the City of New York will begin charging a $3.50 fee per paper check and periodically deducting the fees owed by the paper check recipient from future payments. The fee applies to the processing of paper checks, drafts or similar paper instruments, written for payments issued through the City’s financial management system.

    This fee, authorized under the Rules of the city of New York – Title 19, Department of Finance, section 9-01 of Chapter 9, is to cover the costs related to the processing of paper checks, drafts or similar paper instruments, written for payments issued through the City’s financial management system and to encourage greater use of electronic Funds Transfer (EFT) by those receiving payments from the City of New York.

    Payees are encouraged to sign up for EFT at the Department of Finance, Vendor Payment Direct Deposit Program enrollment page at http://www.nyc.gov/html/dof/html/services/services_vendors_eft.shtml
    to avoid getting paper checks in the future that will be assessed the fee.


     
  • TRAC Login and Resources
        Travel Reimbursement and Approval Certification
        For assistance, please call the Finance Service Center at 
        (718) 935 - 5000.
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  • P-Card Log In and Resources