CLAIM SCHEDULES – GENERAL REQUIREMENTS - 8422.20
A claim schedule (claim) is a payment request document used to submit invoiced claims to the State Controller’s Office (SCO) for disbursement. The claim process is a manual process where an agency/department inputs the required information on the Claim Schedule form, STD 218, and attaches all supporting documents.
Agencies/Departments will display the following on the STD 218:
- Payable From Section: Fund, subfund (as applicable), fund name, agency number, and agency name.
- Appropriation Section: Appropriation information.
- P.O. NO. or “C” Column: When applicable, purchase order number or identify contracts and lease payments by entering the letter “C.”
- Claimant and Amount Columns: Payees. If more than one invoice is paid by a single warrant, list the payee only once and show the total amount to be paid to the payee.
- Reportable Payments per SAM Section 8422.19: When applicable, the number and amount of reportable payments. The number of reportable payments for this purpose is the number of warrants or revolving fund checks paid, not the number of invoices that are being paid. For information on reportable payments, see SAM Section 8422.19.
Agencies/Departments shall arrange claims in the following order before submitting to the SCO:
1. Original and one copy of the STD 218.
2. Original invoices, or acceptable copies, in the same order as the payees listed on the STD 218. For information on submitting claims for payment, see SAM Section 8422.100.
3. Calculator machine tape or spreadsheet attached to the first invoice of the payee when more than one invoice from the same payee is included in a claim. The tape or spreadsheet will list all payee invoices.
4. Remittance advice envelope containing Remittance Advice forms, STD 404C, and any other material firmly attached thereto, arranged in the same order as the payees listed on the STD 218. For remittance advice specifications, see SAM Section 8422.301.
Invoices and vouchers filed to reimburse office revolving funds may be included in claims filed to obtain warrants payable directly to claimants furnishing goods or services. Agencies/Departments shall not list the names of payees paid from the revolving fund on the claim. Agencies/Departments shall place the invoices at the end of the claim and attach a calculator machine tape or spreadsheet supporting the amount shown on the claim as payable to the revolving fund.
Agencies/Departments shall bind all documents in a claim with a string or cord passed through the holes punched in the document(s) and tied in a bow knot at the top back. This will permit easy removal for audit, correction, and any required central mailing of documents by the SCO. Agencies/Departments shall ensure that necessary information (e.g., vendor’s name, address) is not damaged or destroyed when documents are hole punched. Agencies/Departments may use backing sheets (e.g., 8.5 inch by 11 inch, white letter-size paper) for small size invoices and for those where necessary information would be damaged or destroyed if hole punched.
Personnel responsible for signing STD 218s shall be identified on a Voucher/Claim Schedule Signature Authorization form, AUD 15. A person listed on an AUD 15 shall not sign claims that include an invoice from that person. Another authorized person shall sign the STD 218, whether it’s for direct payment to the person or revolving fund reimbursement. Contact the SCO, Division of Audits, for the current version of the AUD 15 form.
Agencies/Departments should file duplicate copies of the STD 218 and the supporting invoices numerically by claim number.