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Accounts Payable

Ohio Shared Services processes invoice payments for more than 25 state agencies. The Accounts Payable team is focused on providing exceptional service to agency and supplier partners. The goal is to stage all invoices for payment within three days of receipt of a valid invoice. A Service Charter between OSS and state agency partners defines the responsibilities and commitments necessary of both partners in order to meet the service level commitments to our customers. Key responsibilities include:

  • Both parties recognize the interdependencies between one another and the need to work together in order to meet or exceed expectations.
  • Both parties understand they cannot be expected to achieve stated performance targets if the other party fails to perform their defined responsibilities.

Ohio Shared Services measures success using nine Key Performance Indicators (KPIs). Quality and performance are measured daily and made available to agency partners. The results of these quality measurements are used to improve the OSS service delivery framework, processes, and the overall customer experience.

 

Suppliers: Important Information

The timely payment of invoices is one of Ohio Shared Services key performance indicators. To ensure the payment process is not delayed, invoices should be complete, accurate, and contain the following information:

  • Unique Invoice Number
  • Invoice Date
  • Purchase Order Number (if applicable)
  • Contract Number (if applicable)
  • Supplier Name, Address, and Remit to information
  • Description of goods and/or services provided
  • Date goods/services were provided
  • Delivery Location or Ship To address
  • Amount Due
  • Payment Terms and Discounts

 

Suppliers: Invoice Criteria

State Sales Tax:

The State of Ohio does not pay State Sales Tax charged by an Ohio-based supplier for goods and/or services

 

Late Fees and Interest Charges:

No agency is authorized to pay late payment or interest fees charged by suppliers other than fees changed by regulated utilities

 

Payment Terms:

Unless otherwise established by written agreement, or a discount is offered for early payment, all invoices will be paid as Net30

 

Confidential Personal Information:

Confidential personal information should be omitted or redacted from the invoice

 

Suppliers: How to Submit Invoices to Ohio Shared Services

Email is the preferred and most efficient way to submit invoices to Ohio Shared Services. Each invoice and associated documentation must be a separate image, and must be in the .pdf or .jpeg format. We do not accept invoices in MS Word or MS Excel format. Invoices in the incorrect format or multiple invoices contained in one image will be returned to you for correction and resubmission. Invoices should be emailed to:

invoices@ohio.gov

 

For your convenience, invoices can also be submitted via the U.S. Postal Service to the following address:

Ohio Shared Services

Attn: Accounts Payable

P.O. Box 182880

Columbus, Ohio 43218-2880

 

Agency Partners: OSS Standard Processes

Standardization is a key component of an efficient and effective shared services environment. In order to provide world-class service to State of Ohio suppliers, it is imperative that invoices are processed in a consistent manner. This is even more important when suppliers are providing goods or services to multiple state agencies. Ohio Shared Services worked in conjunction with our agency partners to define and thoroughly document our standard processes. These processes are available to our agency partners via an online, searchable repository called "The Source" at:

http://thesource.obm.ohio.gov

 

Agency Partners: Governing Authority

The OSS Accounts Payable standard processes are consistent and compliant with the Ohio Revised Code (ORC) and the Ohio Administrative Code OAC):

  • ORC 126.30 Interest on late payments for goods and services
  • OAC 126-3-01 Prompt payment requirements
  • Payment must be made within 30 days of receipt of a valid invoice, unless other terms have been established by written agreement.
  • When an invoice contains a defect or impropriety, written notice to the supplier must be made within 15 days of receipt of the invoice.