Payments
Policy
FIACCT 05-00_00 Payments – General payment overview
Effective: July 1, 1994
Revised: April 1, 2020
Reviewed: April 1, 2020
Purpose
This policy outlines the state payment policies and procedures.
Policy
A. The Division of Finance establishes and maintains statewide payment policies and procedures. All departments and agencies must comply with the payment policies and procedures established by the Division of Finance.
B. Departments and agencies must pre-audit payments for compliance with policies and procedures and must maintain proper FINET payment information and appropriate supporting documentation for all
payments. Agencies must make that information available for post-audit by the Division of Finance and the State Auditor.
C. A department director may request an exception to these policies from the director of Finance. The
director of Finance must approve any departure from these policies and procedures in writing.
D. If agencies need to have checks held for agency pick-up or returned to them through building mail, they must use the Handling Code field to identify the document. The agency and prefix codes from the document ID number will be used to identify where the check will be returned. It will be the agency’s responsibility to provide the Division of Finance, Disbursement Office with contact information.
E. If agencies have an emergency and need a check immediately, the Division of Finance can hand-type a check. See the Payment – Emergency, Immediate Payment policy in this section of the manual for information on emergency, immediate payments.
Miscellaneous
Payment Policy Overview
NOTE: This chart presents only a “high level” view of state payment policies and procedures. See the
actual policy and procedure sections listed below for a complete listing of state disbursement policies and
procedures.
Payment to Other State Agencies
Pay with ITI/ITA Transactions. (See the Inter-Agency
Transaction policy in the GENERAL ACCOUNTING section
of the manual.)
Payment to Agency Contract
Vendor (Price Agreement)
Pay using a Commodity-Based Payment Requisition (PRC)
referencing the appropriate contract, PO or DO transaction.
Exception: For land purchases, loans, grants, contracts with
local political subdivisions, or agency contracts with a total
value of less than $5,000, agencies may bypass the PO or DO
transaction and pay directly using a GAX transaction.
Payment to Statewide Contract
Vendor (Price Agreement)
Pay using a PRC referencing the appropriate contract, PO or DO
transaction.
Exception: If a statewide contract number ends with an asterisk
(i.e., PD XXX*), agencies may bypass the PO or DO transaction
and pay directly using a GAX transaction.
Payment up to $5,000 – Not on
Contract
Pay using GAX transaction.
Payment over $5,000 – Not on
Contract
Pay using a PRC referencing the appropriate PO or DO
transaction.
Employee Reimbursements
Use Form FI 48. (See policies for Employee Reimbursement in
this section of the manual.)
Travel Reimbursements
Use Form FI 51A or FI 51B (state employee), or Form FI 51C or
FI 51D (non-state employee). (See policies for Travel
Reimbursement in this section of the manual.)
Petty Cash Reimbursement
Use Form FI 53. (See the Petty Cash Reimbursement policy
in the GENERAL ACCOUNTING section of the manual.)