DEPARTMENT OF YOUTH SERVICES
Section: Fiscal Management / Policy#: 01.02.08(b)
Repeals#: policy dated April 4, 1996
Subject: Vendor Payments (Goods)
Origin: Fiscal Team / Effective Date: January 1, 1999
Page 1 of 2
Authority/References:
Approved: Robert P. Gittens, Commissioner, 1/1/99, signature on file / ACA: 3-JTS-1B-07, 08
MMARS: Procedures Manual 5.3.1 pg.5-40
Procedures Manual 5.5.1 pg.5-130
The purpose of this policy is to define the system for the processing of all requests for payment for any property, equipment, furniture, or supplies received.
The goal of this policy is to ensure all Department personnel expeditiously process all invoices received from vendors.
Subject: Vendor Payments(Goods) / Policy#: 01.02.08(b) / Page 2 of 2
Policy
The procedures for vendor payment at all DYS locations shall be clearly defined.
All Areas shall process vendor invoices within the Commonwealth’s established timeframe.
No property, equipment, furniture or supplies (goods) shall be shipped to any state agency without the hard copy of the encumbering document in the vendor’s possession.
Procedures
A. Invoice Receipt
1. Invoices shall be date stamped upon receipt, starting the bill paying cycle. The date stamp shall be payment voucher (PV) date.
2. It shall be determined if the invoice is at the correct location, if not it shall be forwarded to the correct location or to the Central Office Fiscal Unit if there isn’t adequate information to determine the correct location.
B. Invoice Payment
1. The packing slip shall be matched to the invoice to ensure payment made is for goods received.
2. The payment voucher shall be completed, being sure to;
a. Date the PV with same date stamped on the invoice
b. Use the correct vendor information
c. Fill in the accounting line information
d. Sign the prepared by line
e. Get the proper approval signature
f. Review PV for correctness
3. The original PV and back-up shall be forwarded to the account supervisor (fiscal staff person responsible for management of appropriation) for processing.
4. After payment has been made the account supervisor shall return a copy of the PV to the location manager.
5. The completed PV shall be filed by vendor, by organization number, and by object code.
6. Both the account supervisor and the receiving location shall have vendor files which are the same.
OUTCOME MEASURES/PERFORMANCE INDICATORS
· Payments are made to vendors within the established timeframe.
· A standard filing system is used for records at all locations.
· The receiving location answers vendor inquiries, concerning payments, in a timely manner.