COMPTROLLER'S MEMORANDUM NO. 17 (1995-96)
SUBJECT: VOUCHER AGING SCHEDULE
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:
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.