Mini-Audit Criteria Guidelines

Financial Management and Reporting Division Payment Processing Guidelines Issue Date: April 2003 Revised Date: February 12, 2007 Page 1 of 12 Table of Contents Documentation – What is Acceptable and Unacceptable for: 2 Receipt of Goods ………………………………………………………..………………………………………….. 2 Receipt and Acceptance of Services ..……………………………………………………... 3 Payment of Goods or Services – Invoices ……….…………………………………………………… Proper Dates to Enter in MAPS: AGPS Receipt Date, GFS Date of Receipt, and 4 CFMS Date Services Received Fields …..………………………………………………………………………..5 Additional Notes about Receipt Dates ………………………………………………………………………….... 6 Invoice Received Date Field ………………………………………………………………………………………. 7 Prompt Payment Date Field …………………………………. 7 AGPS PP Reason Code and GFS Pay Exception Reason Fields ……………………… ………………….... 8 Additional Notes About Prompt Payment Dates ………………………………………………………………… 9 Additional Notes About Scheduled Payment Dates …………………………………………………………….. Making Special payments to the Department of Finance: 10 MAPS/SEMA4 Special Billing Payments ………………………………………………………………………… 10 Statewide Indirect Costs (Without the MAPS/SEMA4 Special Billing) ……………………………………….. Payment Approvals: 11 What is Acceptable and Unacceptable ………………………………………………………………………….. 12 Additional Notes About Payment Approvals ……………………………………………………………………. ƒƒƒƒƒƒƒƒƒƒƒƒƒƒIssue Date: April 2003 Payment Processing GuidelinesRevised ...