8471.44 SCHEDULING DEPARTMENT OF GENERAL SERVICES INVOICES
(Revised 12/89)
All Department of General Services' invoices are printed or stamped with the proper fund to be credited. The Department of General Services' invoices for services provided through the Service Revolving Fund will be settled by "NO WARRANT" claim schedules. All other invoices will be scheduled in the usual manner.
Agencies will schedule "NO WARRANT" claim invoices for services in the same manner as other invoices except that such invoices (1) may be accumulated and scheduled once a month and (2) will not be commingled with other invoices. Place invoices in separate Claim Schedules, Std. Form 218, stamped "NO WARRANT" near the upper right hand corner in the space the State Controller's Office uses to indicate the date and numbers of warrants written for a regular claim. Such claims will be recorded in the same manner as any other claims.
The original copy of the Remittance Advice for "NO WARRANT" claims will be placed in a Remittance Advice Envelope and attached to the Claim Schedule. The State Controller's Office will send the original Remittance Advice to the Accounting Office, Department of General Services, with the Controller's Transfer or Journal Entry in accordance with SAM Section 8471.63.
Invoices for a prior year's appropriation, regardless of whether the advance has been returned or not, will be scheduled as provided above. The filing of "NO WARRANT" claims will be recorded in the same manner as any other claims. Prior year "NO WARRANT" claims received by the State Controller's Office after the advance has been returned will be settled by a Controller's Transfer instead of Controller's Journal Entry. (See SAM Section 8471.45.)
All "NO WARRANT" claim schedules will indicate the payee as "Department of General Services".
Monthly billings by the Department of General Services to some agencies for such charges as garage storage, gas and oil, telephone service, and stores are relatively small in comparison with the cost of scheduling. Therefore, agencies will accumulate Department of General Services invoices until the amount that can be filed in a claim is at least $10 except that the last invoices chargeable to an appropriation or fund will be scheduled regardless of the amount of such invoices.
