April 22, 1996
COMPTROLLER'S MEMORANDUM NO. 17 (1995-96)
SUBJECT: VOUCHER AGING SCHEDULE
Pursuant to Comptroller's
Memorandum No. 5 (1995-96), dated August 18, 1995, only those
agencies with a compliance rating equal to or greater than 95%
as of September 30, 1995 Quarterly Agency Prompt Payment Compliance
Report are exempt from submitting a written response to the Comptroller's Office. Additionally, once an agency that was below the 95% compliance
rate at September 30, 1995 attains the 95% or greater rating,
written responses will no longer be required. All other agencies
must respond in writing as previously required. For subsequent
quarters, any agency with a rating that falls below 95.00% will
respond in writing in accordance with Florida Administrative Code
Rule 3A-24.005(2).
We commend your efforts
in attaining or exceeding this goal. Those efforts have further
translated to an impressive reduction in interest penalty payments
this fiscal year. Our goal is to provide the necessary tools
and assistance to further reduce interest penalty assessments
and/or payments.
Effective immediately,
agencies will have access to a Voucher Aging Schedule by way of
the Report Distribution System (RDS) only. The SAMAS Communique,
dated April 1, 1996, provides the information for setting up the
form IDs to receive the report. The first three characters have
been given to each agency and are agency specific. The last character
of the ID, however, is Y. The Job Name is VOAGING and Report
Name is DRPPVOAG.
This report has proven
to be a valuable asset to the Agency for Health Care Administration
as a monitoring tool for invoice processing. The report objectives
are as follows:
- Serve as a daily monitoring
tool for each agency to identify invoices processed on the previous
day which may be approaching:
- 20-day non-compliance
The agency can identify where the invoice was processed and expedite Comptroller's receipt.
- 40-day non-compliance
The agency can identify those invoices that have already exceeded 20 days, however
have not reached 40 days. We established a criteria of 25
days as the benchmark for potential interest penalty (noted
with an asterisk*) for late payment if the invoice is not processed expeditiously.
- The agency may segregate
those invoices approaching interest assessments and/or 20-day
non-compliance and expedite processing time.
- The agency can identify specific areas where invoices are being delayed creating a
non-compliance issue.
- The agency can identify
training needs and isolate other areas of concern as it relates
to prompt payment of invoices.
The report components include
standard invoice processing information. However, the essence
of the voucher aging schedule is to identify the number of days
which have expired between the voucher input date (MGDT)
and invoice approval date (TRDT). The report is capturing only those invoices with more than 10
days between the two dates. These fields are located to the far
right of the report.
Invoices which are 25 or
more days old and marked with an asterisk on the Voucher Aging
Schedule should be submitted promptly to the State Comptroller's Office on a voucher marked in a conspicuous way that the invoice
is 25 or more days old. Vouchers marked in this manner will be expedited by the Bureau
of Auditing. The exact turnaround time will vary depending on
the number of vouchers received for special handling and the audit
workload within the Bureau. All efforts, however, will be made
to ensure the voucher is posted within prompt pay guidelines.
Additionally, it should be noted that this is an ongoing effort
to assist in prompt payment compliance and future automation by
the Bureau will include other mechanisms to identify and promptly
process these invoices.
THIS MEMO SUPERSEDES COMPTROLLER'S MEMORANDUM NO. 5, (1995-96).
Questions regarding voucher
processing may be directed to the Bureau of Auditing at 410-9194, Suncom 210-9194.
