7-7-27 - Filing claims or invoices of purchases, services, etc.; waiver of certification that goods or services received; electronic submission of payment vouchers.
§ 7-7-27. Filing claims or invoices of purchases, services, etc.; waiver of certification that goods or services received; electronic submission of payment vouchers.
(1) All claims against the state as the result of purchases, services, salaries, travel expense, or other encumbrances made or liabilities incurred by any officer, department, division, board, commission, institution or other agency of the state authorized to incur such obligations, whether as the result of the issuance of purchase orders, as hereinabove provided, or not, shall first be filed with the agency incurring such obligation in such number of copies as the Department of Finance and Administration may prescribe. Such invoices shall be approved for payment by the proper officials of each agency and the original copy thereof forwarded to the Department of Finance and Administration, together with a requisition for payment containing a certification by the approving officer of each agency that the goods or services specified on each invoice have been received or performed, and any other documents required by the Department of Finance and Administration in order to ensure that the expenditure is regular, legal and correct, and that the claim has not been previously paid, and that the goods have been received in proper form. The Department of Finance and Administration may waive, under certain circumstances, the requirement that an original invoice be submitted to the department. The invoices shall show on their face the number of the purchase order previously issued covering the goods or services ordered, so that the Department of Finance and Administration may compare the same and make proper entries on the encumbrance record in the Department of Finance and Administration's office, or for electronically submitted purchase orders, the Department of Finance and Administration may edit the same and approve the entry for the state's general ledger. The certification by the approving officers that the goods and services have been received or performed may be waived in certain circumstances pursuant to rules and regulations established by the Department of Finance and Administration. Such waivers may pertain to, but should not be limited to, service contracts of limited time periods for lease of office space and equipment, computer software and subgrantee disbursements under federal grant programs.
(2) The State Fiscal Officer may approve electronically submitted payment vouchers, thereby recording the expenditure and issuing the payment. For purposes of electronically submitted payment vouchers, the State Fiscal Officer may exempt agencies from furnishing a copy of the payment voucher to the State Fiscal Officer as required in subsection (1) of this section.
Sources: Codes, 1942, § 3852-14; Laws, 1962, ch. 483, § 14; Laws, 1984, ch. 488, § 103; Laws, 1989, ch. 532, § 12; Laws, 1990, ch. 323, § 1; Laws, 1990, ch. 387, § 1; Laws, 1994, ch. 391, § 3, eff from and after July 1, 1994.