8471.13 DIRECT TRANSFER PAYMENT OF DEPARTMENT OF GENERAL SERVICES' INVOICES
(New 1/78)
To simplify processing and reduce paper flow and workloads, the Department of General Services has implemented a direct transfer system which eliminates the need for agencies to prepare and submit claim schedules and remittance advices to the State Controller for payment of Department of General Services' invoices.
Under the direct transfer system the Department of General Services continues to produce and send individual invoices for services and supplies to its customer agencies as is presently done. However, after completion of a month's business, invoice listings are prepared for direct transfer agencies. A listing is prepared for each agency and includes all Service Revolving Fund invoices (except those of the Office of State Printing, the Office of the State Architect, and the Office of Procurement, Documents Section) billed to that agency during the month.
Once the invoice listings have been produced, a Request to the State Controller for Transfer to Service Revolving Fund, Form AFS–37A, is prepared. A separate transfer request is prepared for each departmental invoice listing and is filed with the State Controller to be applied against that agency's cash advance account. Concurrently, copies of the transfer request and invoice listing are also sent to the agencies for information and control purposes.
Approximately two weeks are required by the State Controller to process and transfer requests and to issue the necessary journal entries acknowledging the application of the cash advances. If the agency's cash advance is not sufficient, the State Controller's Office will transfer the funds directly from the agency's appropriation.
At the present time, the direct transfer program is on a voluntary basis. It has proven to be beneficial to the customer agencies, the State Controller's Office, and the Department of General Services both in time and workload. All agencies were converted to the direct transfer program on July 1, 1979.
Further information on this system can be obtained from:
Department of General Services
915 Capitol Mall
Sacramento, CA 95814
TELEPHONE: 445–9400 (ATSS 485–9400)
8471.l3 Illustration provides the normal flow of transactions as they relate to the direct transfer system.
