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85.36 Disbursement Processing |
85.36.10July 1, 2000 |
Agency disbursement processes |
Agency disbursement processes should minimize the cost of making disbursements by using the most cost effective means available. To optimize cash management, agencies should minimize early payments unless the early payments result in vendor discounts. |
85.36.20
July 1, 2013 |
Disbursement mechanisms |
Disbursement mechanisms available to state agencies include:
Subsection 10.10.45 describes the use of charge cards for travel related expenses. Minimum requirements for agency purchase card programs are covered in DES policy. Agencies with central travel accounts and/or One Card programs should establish appropriate policies and controls. |
85.36.30
January 1, 2012 |
Treasury account requirements |
85.36.30.a |
For the purpose of this section, the term Treasury Account refers to both Treasury and Treasury Trust Accounts. The information that is required to be maintained by agencies may be retained in paper or electronic form. |
85.36.30.b |
The following documents are generated when processing Treasury Account disbursements:
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85.36.30.c |
The validated warrants are returned to the agency by OST or, if authorized by OST, by the Department of Enterprise Services. Agency Payment Register Summary and Agency Payment Register detail reports are available in Enterprise Reporting. Inserted warrants and their remittance advices are forwarded to Consolidated Mail Services for direct mailing to vendors. |
85.36.30.d |
Upon receipt of the warrants, agencies are responsible for promptly forwarding warrants to the vendor or authorized payee. |
85.36.30.e |
The validated warrant and vendor copy of the Vendor’s Remittance Advice are to be released only to the vendor or other authorized payee. |
85.36.30.f |
The agency is to maintain the Agency Payment Register Summary, Official Agency Payment Register and a copy of the Vendor's Remittance Advice along with the detail source documents in accordance with record retention policies. |
85.36.30.g |
A payment file by vendor (payee) is to be maintained. Agencies should have procedures in place to detect and avoid duplicate payments to vendors. |
85.36.40
July 1, 2010 |
Local account requirements |
85.36.40.a |
The documents listed below are generated when processing Local Account disbursements. The information that is required to be maintained by agencies may be retained in paper or electronic form:
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85.36.40.b | Agencies are to maintain a file containing copies of Vendor's Remittance Advices for each check. |
85.36.40.c |
A payment file by vendor (payee) is also to be maintained. Agencies should have procedures in place to detect and avoid duplicate payments to vendors. |
85.36.40.d |
The signed check and vendor copy of the Vendor's Remittance Advice are to be released only to the vendor or other authorized payee. |
85.36.50
July 1, 2010 |
Recording |
85.36.50.a |
The Official Agency Payment Register or local account Check Register constitutes the basis for recording expenditures/expenses. Expenditure/expense transactions are to be recorded in the General Ledger and the Subsidiary Allotment and Expenditure/Expense Ledgers. Refer to Subsection 85.42.30 for an illustrative entry to record expenditure/expense disbursements. |
85.36.50.b |
The following information, at a minimum, is to be recorded in the Subsidiary Allotment and Expenditure/Expense ledgers:
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