COMPTROLLER'S MEMORANDUM NO. 16 (1995-96)

SUBJECT: ASSIGNMENT OF AGENCY VOUCHER NUMBERS

On March 11, 1996, a draft Comptroller's memorandum was disseminated to all agencies regarding a requirement to allow SAMAS to assign agency voucher numbers. All agencies were asked to provide comments or concerns. Based on the feedback received from agencies, we concur that an April 15, 1996, implementation date for those agencies that do not allow SAMAS to assign voucher numbers would be premature. We request, that any agency currently assigning voucher numbers and any that can make necessary changes by July 1, 1996, please notify this office by May 15, 1996. Our intent with the Comptroller's Memorandum draft was to identify as many agencies as possible to include in the "fast-pay processes". In doing so, we have been made aware and are sensitive to the fact that many agencies have included the agency voucher number as an intricate part of their daily process. At this point, we have not developed a means for including those agencies in any further accelerated invoice payment processing.

We will pursue immediately a SAMAS-based solution with our Division of Information Systems, that either will allow agencies that assign voucher numbers to participate in "fast-pay" or develop a means to program the voucher number "dependency factor" out of the voucher audit process.

Some of the accelerated invoice payment processes we are pursuing include expanded sampling criteria, "fast-pay processing" for low-risk transactions, and recurring payments (i.e., leases, utilities, etc.). We feel these options could reduce the preaudit cycle within the Comptroller's Office (for low-risk transactions) to 24 to 48 hours and will also improve overall prompt payment compliance Statewide. Vendors will also receive payment for goods or services more timely, while allowing agencies to close their paid files quickly.

We will continue to pursue the philosophy of accelerated invoice payment and fiscal preaudit cycle reduction opportunities. We will remain open to agencies that do not foresee a July 1, 1996, start date, but would like to be involved. We are available to meet with agencies to develop longer conversion time(s) or discuss other alternatives. We are willing to conduct one-on-one work sessions (with those agencies providing us written responses to the draft memorandum) to resolve any outstanding questions or issues.

If you have any other questions regarding this memorandum, please contact the Bureau of Auditing at 410-9194, Suncom 210-9194.