To amend the rule to clarify that state agencies are required to maintain original invoices or scanned images of original invoices and other documentation that supports the disbursement of state funds. The proposed rule also deletes obsolete ...

 

DEPARTMENT OF FINANCIAL SERVICES

Division of Accounting and Auditing

RULE NO.:RULE TITLE:

69I-40.002Requirements

PURPOSE AND EFFECT: To amend the rule to clarify that state agencies are required to maintain original invoices or scanned images of original invoices and other documentation that supports the disbursement of state funds. The proposed rule also deletes obsolete language and references and is renumbered accordingly.

SUMMARY: The proposed rule clarifies that when original invoices are not available, the duplicates of original invoices are required to be maintained in the form of scanned images.

SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS AND LEGISLATIVE RATIFICATION:

The Agency has determined that this will not have an adverse impact on small business or likely increase directly or indirectly regulatory costs in excess of $200,000 in the aggregate within one year after the implementation of the rule. A SERC has been prepared by the agency.

The Agency has determined that the proposed rule is not expected to require legislative ratification based on the statement of estimated regulatory costs or if no SERC is required, the information expressly relied upon and described herein: The Department conducted an economic analysis of the potential impact of the proposed rule and determined that there will be no adverse economic impact or regulatory increases that would require legislative ratification.

Any person who wishes to provide information regarding a statement of estimated regulatory costs, or provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.

RULEMAKING AUTHORITY: 17.14, 17.29 FS.

LAW IMPLEMENTED: 17.001, 17.03, 119.021, 215.42, 216.345 FS.

IF REQUESTED WITHIN 21 DAYS OF THE DATE OF THIS NOTICE, A HEARING WILL BE HELD AT THE DATE, TIME AND PLACE SHOWN BELOW (IF NOT REQUESTED, THIS HEARING WILL NOT BE HELD):

DATE AND TIME: Tuesday, November 19, 2013, 2:30 p.m.

PLACE: Room 116, Larson Building, 200 East Gaines Street, Tallahassee, Florida

Pursuant to the provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this workshop/meeting is asked to advise the agency at least 5 days before the workshop/meeting by contacting: Mark Merry @ [phone] or [e-mail]. If you are hearing or speech impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).

THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: Mark Merry, Chief, Bureau of Auditing, Division of Accounting and Auditing, Department of Financial Services, 200 East Gaines Street, Tallahassee, Florida 32399-0319 [phone] or [e-mail]

THE FULL TEXT OF THE PROPOSED RULE IS:

 

69I-40.002 Requirements.

Following is information, data or requirements to be met concerning vouchers submitted to the Chief Financial Officer for payment.

(1) No change.

(2) All invoices must be original invoices. State agencies are required to maintain original invoices or the scanned images of original invoices and any additional information to support the disbursement of state funds. If the original invoice is not available, a duplicate of the invoice shall be maintained by the agency provided the agency has determined that the invoice has not been previously paid. The duplicate invoice must be labeled “original invoice not available – agency records show that this obligation has not been previously paid. Signed _________.”

This statement must include the original signature of the person making the determination.

(3) through (19) No change.

(20) The purchase, lease and use of all communication services must have a copy of the letter of approval from the Division of Communications attached to the invoice, if such approval is required by Chapter 60C-2, F.A.C.

(21) Vouchers for the payment of information resources procurements and the acquisition of information technology resources shall include evidence of compliance with the requirements of Section 282.311, Florida Statutes, if applicable.

(20)(22) Vouchers which include payments for the lease of equipment, the annual cost of which is in excess of purchasing category two established in Section 287.017, Florida Statutes, must show the lease approval number assigned by the Chief Financial Officer.

(21)(23) Vouchers for the repair or maintenance of passenger vehicles must include the State property number or the license tag number of the vehicle. If repairs are the result of an accident, a copy of the accident report must be included.

(22)(24) All payments to State agencies shall be made by journal transfer unless the necessity for making payment by warrant is documented by the agency and approved by the Chief Financial Officer.

(23)(25) Unless specifically authorized by law, the following items related to professional and occupational licenses will not be paid:

(a) through (h) No change.

Rulemaking Specific Authority 17.03(3), 17.14, 17.29 FS. Law Implemented 17.001, 17.03, 17.08, 119.0212, 215.42, 216.345 FS. History–New 10-21-75, Amended 9-13-76, 12-11-78, 10-25-79, Formerly 3A-40.02, Amended 1-8-95, 12-29-96, 1-27-98, Formerly 3A-40.002, Amended__________.

 

NAME OF PERSON ORIGINATING PROPOSED RULE: Mark Merry, Chief, Bureau of Auditing, Division of Accounting and Auditing, Department of Financial Services

NAME OF AGENCY HEAD WHO APPROVED THE PROPOSED RULE: Jeff Atwater, Chief Financial Officer, Department of Financial Services

DATE PROPOSED RULE APPROVED BY AGENCY HEAD: October 9, 2013

DATE NOTICE OF PROPOSED RULE DEVELOPMENT PUBLISHED IN FAR: August 13, 2013