Process and Document Preparation:
Payment rejections can occur for various reasons, including at the agency’s request. The Bureau has established codes for the most common reasons payments are rejected. See the chart of rejection codes below.
BULKLOAD BUSINESS UNITS
Bureau auditors will contact Bulkload agencies via email to inform them of the rejection reason. Agencies can run the Agency Comments Report to access information on the rejection and what information is needed to reprocess the voucher. In addition, agencies can review rejected bulkloaded vouchers on the M161 extract. However, the M161 extract will display only the voucher ID, rejection reason code and rejection code description.
ONLINE BUSINESS UNITS
Bureau auditors will contact Online agencies via email to inform them of the rejection reason. The voucher will appear in the worklist of the voucher originator, and the voucher status will be “denied.” Agencies can run the Agency Comments Report to access information on the denial and what information is needed to reprocess the voucher. In addition, agencies can review denied online vouchers on the M161 extract. However, the M161 extract will display only the voucher ID, rejection reason code and rejection code description.
For information on reprocessing a voucher after it has been denied, see Section 7.C – Reprocessing an OSC Denied Voucher of this Chapter.
| Rejection Reason Code | Description |
|---|---|
| 01 | Incorrect Account Code |
| 02 | Incorrect Fund Code |
| 03 | Incorrect Vendor Address |
| 04 | Does not comply with the requirements in the GFO |
| 05 | Voucher will cause contract to be over limit |
| 07 | Voucher results in exceeding discretionary limit |
| 08 | Inappropriate use of lapsing funds |
| 09 | Not in compliance with OAG charity registration requirements |
| 10 | Insufficient Business Unit review to ensure appropriateness |
| 11 | Payment is not due/expenditure not incurred |
| 12 | No Consolidated Fiscal Report to support final program year |
| 13 | Final approver is not a voucher authorizer |
| 14 | Incorrect MIR date |
| 15 | BU did not respond/provide requested information timely |
| 16 | BSC did not respond/provide requested information timely |
| 17 | Can't be paid until charges over a year old are reconciled |
| 18 | Can't be paid until charges over 6 months old are reconciled |
| 18a | Unreconciled charges from current travel period not on ER |
| 18b | Traveler has unreconciled charges from previous travel event |
| 19 | Excess amount cannot be put in Balancing Section of voucher |
| 20 | Denied due to closing of accounting period |
| 21 | Traveler must pay back amount owed to State |
| 22 | Does not comply with Contract/PO terms |
| 23 | Inappropriate Handling Code |
| 24 | Incorrect Scheduled Due date |
| 25 | Does not comply with Statewide Travel Manual |
| 26 | Back up does not support amount |
| 26A | Travel reimbursement not supported by medical bills |
| 26B | WCB - Need Contracted Rate |
| 27 | Contract expired and needs amendment |
| 28 | Incorrect Department Code |
| 29 | Payment needs to be marked Separate |
| 30 | Improper Invoice field |
| 31 | Not calculated in accordance with medical fee schedule |
| 31B | Incorrect or insufficient medical fee schedule code |
| 32 | WCB - Incorrect benefit dates |
| 33 | Incorrect or Missing Product Code |
| 34 | Incorrect Withholding Information |
| 3M | Voucher does not reference the approved contract |
| 4A | Additional information required - see rejection notice |
| 4B | Detailed breakdown of the charges is required |
| 4F | Please resubmit with travelers official station |
| 4H | Please resubmit with detailed purpose of travel |
| 4L | Dates of travel and receipt dates do not agree |
| 5A | Does not appear to be an appropriate state expense |
| 5C | Goods/services are not covered by the referenced contract |
| 5D | Duplicate Payment |
| 5E | Services were not rendered |
| 5G | Incorrect payment amount |
| 5H | Incorrect Vendor ID |
| 5I | WCB - Incorrect Case Number |
| 5J | WCB - Compensation claim not calculated correctly |
| 6A | Receipt of goods/services is not supported |
| 6G | Incorrect Contract ID |
| 7A | Voucher or Expense Report being returned per agency request |
| 8A | Incorrect expense type |
| 8B | Incorrect lodging amount |
| 8C | Mileage calculator/analysis not completed |
| 8D | Missing attached supporting documentation |
| 8E | Traveler did not obtain proper prior approvals |
| 8F | Expense exceeds contract rates |
| 8H | Incorrect expense report date(s) |
| 8J | Improper meal allowance used |
| 8K | Incorrect mileage claimed - see comments |
| 8L | Expense report business unit for traveler is incorrect |
| 8R | Improper personal expense - see comments |
| 8U | Miscellaneous - see rejection notice |
| 9E | Incorrect Payment Location |
Guide to Financial Operations
REV. 01/24/2020