XII.5
Agency Payment Preparation and Submittal

SECTION OVERVIEW AND POLICIES

The purpose of this section is to provide guidance to Business Units for preparing and submitting vouchers to the Office of the State Comptroller (OSC) for payment in the Statewide Financial System (SFS).

Beginning with the implementation of SFS, Business Units are no longer required to send paper vouchers and supporting documentation to the Bureau of State Expenditures (BSE) in order to initiate payment (with the exception of payments for land purchases). Instead, Business Units will enter information onto SFS and maintain all documentation in support of the payment in accordance with the record retention policy outlined in Chapter XII, Section 3. Upon request, Business Units are required to provide certain information with their payment submission to OSC.

This section provides an overview of guidance and requirements related to the following voucher fields prior to submitting a voucher to OSC:

1. Selecting the Appropriate Voucher Style
2. Unique Invoice Number Requirements
3. Selecting the Appropriate Vendor
4. Selecting the Appropriate Payment Location
5. Processing Payments Against a Purchase Order

• Paying Sales Tax and Freight Amounts
• Paying Against a Contract

6. Selecting the Appropriate Payment Term and Scheduled Date
7. Entering the Appropriate Accounting Date
8. Appropriate Payment Amounts
9. Merchandise/Invoice Received Dates and Prompt Payment Interest Calculations
10. Entering the Division of Budget Approval Code
11. Selecting the Appropriate Withholding Code
12. Entering Appropriate Detail in the Invoice Line Fields

• Invoice Description Field
• Distribution Line Field

13. Selecting the Appropriate Handling Code

Guide to Financial Operations

REV. 03/19/2012