Thruway Authority

ePayment

About ePayment | Why ePayment? | How to Enroll | Guidelines | Contact Information | FAQs

The New York State Thruway Authority (Authority) Electronic Payment (ePayment) program is available to any supplier doing business with the Authority; including construction contractors and consultants. Enrollees in this program will have their payments deposited directly into their bank account via the Automated Clearing House (ACH) network.

ePayment is more convenient and efficient than paper checks, and more suited to today's e-commerce. We strongly encourage you to take advantage of the benefits this program offers.

Complete the Electronic Payment Authorization form (TA-W5201)  to enroll today.

About ePayment

• PAYMENTS
  ePayment is the Authority's program to maximize efficiency in making payments to our suppliers.
• ELECTRONIC TRANSFER
  ePayment replaces payment by check with an electronic transfer of funds directly to your bank account.
• CONVENIENCE
  ePayment saves payees time and money, and provides convenience without sacrificing accuracy, reliability or security.
• E-MAIL NOTIFICATION
  ePayment includes e-mail notification with features such as: payment detail, advance payment notification, and Authority contact information.

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Why ePayment?

• EASY
  There is no deposit to prepare, no more lost checks or time-consuming check handling. ePayment means less paperwork.
• FAST
  Funds transferred to your bank account are immediately available for your business needs (investment, payments, etc.), and you will avoid the delays of checks sent through the mail.
• SECURE
  Electronic deposit of payments eliminates delays in deposits, reduces risks arising from unnecessary handling of funds and secures transmission of your funds through the ACH.
• TIMELY NOTIFICATION
  Before payments are credited to your account, you will receive an e-mail with detailed payment information. This will improve your record keeping, cash flow forecasting, and investment planning.

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How to Enroll

• ENROLL
  Complete the Electronic Payment Authorization form (TA-W5201)  . Attach a voided check and mail the completed forms to the Authority at the address and in the manner detailed on the form.
  
  If you do not submit a voided check, your financial institution must complete the form's Financial Institution Certification and directly mail the form to the Authority at the address and in the manner detailed on the form.

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Guidelines for Participants

These guidelines apply to payees who elect to participate in the ePayment program offered by the Authority.

ePayment Instead of Checks

• If you elect to participate in the Authority's ePayment program, payments formerly made by check will be made by electronic funds transfer through the Automated Clearing House (ACH) network.
• Once you enroll in ePayment, all payments made to authorized remittance addresses will be made electronically to the bank account you designate.

Identifying Your Bank Account

• You must complete an Electronic Payment Authorization form (TA-W5201)  that includes bank account information.
• You can designate only one remittance address and bank account per Electronic Payment Authorization form.
• If you would like to use more than one bank account, complete a separate Electronic Payment Authorization form for each bank account. Each remittance address may have only one bank account.
• Your Electronic Payment Authorization form must be signed and dated by an authorized individual in your organization.
• If the account is a joint account, then the joint account holder must also sign the Electronic Payment Authorization form.
• Attach a voided check to the Electronic Payment Authorization form.
• If you do not submit a voided check, your financial institution must complete the form's Financial Institution Certification and directly mail the form to the Authority.
• All forms must be mailed to the address and in the manner detailed on the Electronic Payment Authorization form.

Verifying Your Bank Account Without Use of a Voided Check

• If you do not attach a voided check, the financial institution must enter its ACH routing number and your bank account number on the Electronic Payment Authorization form.
• An authorized officer of the financial institution must certify that the bank account information is correct.
• The financial institution must mail the completed original Electronic Payment Authorization form directly to the address and in the manner detailed on the form and as shown at the end of these guidelines.

Setting Up ePayment

• After the Authority receives your Electronic Payment Authorization form, it may take up to two weeks to complete the enrollment process.
• The Authority will run a test (called a pre-note) against your account with a zero-dollar transaction. A pre-note confirms that the Authority has entered your account information correctly.

E-Mail Notification

• You will receive advance notification of an ePayment through your e-mail.
• E-mail notifications can be sent to only one e-mail address. You may use an address, e.g., a group mailbox that provides access to payment notification to more than one person.
• Each invoice included in the ePayment will be detailed on the remittance advice statement. (Note: Multiple invoices may be combined into one ePayment).

Changing ePayment or E-Mail Information

• If you change the account designated for ePayment, you must complete an Electronic Payment Authorization form, as soon as possible, using the same procedures as the original document. Check 'Change' at the top of the form.
• If an ePayment is returned to the Authority due to unreported changes in a bank or bank account, a check will be issued and mailed promptly.
• If you change your payee name or Taxpayer Identification Number, you must complete a new Supplier Registration (TA-W3254)  , W-9  and Electronic Payment Authorization form (TA-W5201)  , using the same procedures as the original document and submit it to the Supplier Management Unit at the address and manner provided below.  Be sure to check 'Change' at the top of the forms.
• If you change the e-mail address, send a message from your new e-mail address to the e-mail address of our Supplier Management Unit shown at the end of these guidelines. Be sure to include your Payee Name, as well as your name, title, e-mail address, and telephone number.
• If you change your remittance address, you may notify the Authority through an e-mail to the Supplier Management Unit e-mail address shown at the end of these guidelines, or fax the required change to the attention of the Supplier Management Unit at (518) 436-3011. Be sure to include your Payee Name, as well as your name, title, e-mail address, and telephone number in this notification and, if you send a fax, your signature.
• Changes to existing ePayment authorizations can also be made by using the same procedures as the original document. Be sure to check 'Change' at the top of the form and note any changes.
• Instructions for changing payment and e-mail information are also provided on the Electronic Payment Authorization form.

Withdrawing from the Program

• If you choose to withdraw from ePayment, you must send a letter. The letter must include a request to withdraw, the Payee Name, Taxpayer Identification Number (EIN or SSN) and the signature of an authorized official. Submit the letter to the address and in the manner shown at the end of these guidelines.
• After receipt of your withdrawal notification, it may take up to 15 days to process the request.

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Contact Information

All forms, letters and other correspondence relating to the Authority's ePayment program must be submitted to the address and in the manner detailed below:

• Double-sealed in envelopes/mailers to the address listed below with no indication on the outer envelope/mailer that the contents are “Confidential.”
  
  NYS Thruway Authority
  Office of Accounting and Disbursements
  Attention: Supplier Management
  200 Southern Boulevard
  Albany, New York 12209
• Hand delivered by an authorized employee of the payee or financial institution or via FedEx, UPS, US Postal Service or other courier.
• Receipt confirmation required.

Inquires related to the Authority’s ePayment program should be directed to our Supplier Management Unit:

Telephone: (518) 433-4990
Fax: (518) 436-3011
E-Mail: suppliermgmt@thruway.ny.gov

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