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DEFINITION OF TERMS

Chapter: 8400

Section: 8474.01

(Renumbered from 8474.4) Agency/Department: Refers to all agencies/departments, offices, boards, commissions, institutions, colleges, and special organizational entities within state government. Claim: A bill, invoice, or written request for payment provided by the claimant. Written requests ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8474-01
RECORDING SERVICE ESTIMATES AND ADVANCES

Chapter: 8400

Section: 8471.1

Section deleted and incorporated into 8471.

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8471-1
DISBURSEMENT METHODS

Chapter: 8400

Section: 8403

The agency/department disbursement processes should minimize the cost of making disbursements by using the most cost-effective means available. To optimize cash management, agencies/departments should minimize early payments unless the early payments result in vendor discounts. The state disburses f ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8403
CONTINGENT AND REAL LIABILITIES

Chapter: 8400

Section: 8491

(Revised and renumbered from 8751) A contingent liability is defined as an obligation relating to a past transaction or event that may be payable in the future. It is a potential liability that may or may not become an actual liability (e.g., audit exception, pending litigation). The d ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8491
PERSONAL PROPERTY TAX

Chapter: 8400

Section: 8488

(Revised and renumbered from 8736) Agencies/departments are exempt from property taxation under California Constitution Article XIII, Section 3(a). Any obligation for property tax on state leased equipment would exist, if at all, only as a result of an express provision of the lease agreemen ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8488
IDENTIFICATION OF DESIGNEE

Chapter: 8400

Section: 8477-26

Sufficient identification must be presented by the designee to reasonably assure the agency/department that the applicant is the named designee. If the designee submits the Request for Delivery of Warrants of a Deceased Employee form by mail, or other than in person, at the agency's/department's off ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8477-26
RELEASE OF WARRANTS TO DESIGNEE

Chapter: 8400

Section: 8477.25

Upon the death of an employee for which the agency/department has on file an unrevoked Designation of Person(s) Authorized to Receive Warrants, STD. 243, the agency/department will immediately do the following: Initiate a "stop request" with the State Controller's Audits Division (SAM secti ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8477-25
RECORDING STATE CONTROLLER'S DOCUMENTS FOR ELECTRONIC FUND TRANSFER

Chapter: 8400

Section: 8471.3

Section deleted and incorporated into 8471

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8471-3
STOCK RECEIVED REPORTS

Chapter: 8400

Section: 8422.201

(Revised and Renumbered from 8422.20) The STD 106 Stock Received Report is not required for FI$Cal agencies/departments. These agencies/departments must create a Receipt ID against the Purchase Order ID in the FI$Cal system. The Receipt ID is required for Non-IT Goods, IT Goods, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-201
LOCAL GOVERNMENT UTILITY USERS TAX

Chapter: 8400

Section: 8422.111

Agencies/departments that receive utility bills which include a Utility Users Tax (UUT) assessed by California local governments will not pay such a tax. Agencies/departments will contact the utility and advise it that the State is not subject to the UUT.

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-111
GASOLINE AND OIL INVOICES

Chapter: 8400

Section: 8422.102

When the appointing power or designee authorizes employees to operate a privately owned vehicle on state business, reimbursement will be made at the Federal Standard Mileage Rate (FSMR). Mileage reimbursement expenses cover the maintenance and use of the vehicle, including but not limited to: gasoli ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-102
INVOICES AND VOUCHERS

Chapter: 8400

Section: 8422.1

Section deleted, revised and renumbered to 8422.100

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-1
AIRLINE INVOICES

Chapter: 8400

Section: 8422.114

The traveler's copy of an airline boarding pass or e-ticket printout will be submitted with the employee's Travel Expense Claim (TEC) for manual claims or uploaded to the California Automated Travel Expense Reimbursement System (CalATERS). The traveler’s copy will be compared with ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-114
BACKUP WITHHOLDING NOTICES (B-NOTICES)

Chapter: 8400

Section: 8422.194

Annual information returns reported to the IRS are subject to various computer matching analyses to determine, in part, whether the payee's name and Taxpayer Identification Number (TIN), as reported in the Form 1099, matches that in the taxpayer's account in the IRS computer files. If they do ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-194
DEFINITION OF TERMS

Chapter: 8400

Section: 8474.4

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8474-4
CLAIM CORRECTIONS

Chapter: 8400

Section: 8422.50

(Revised and Renumbered from 8422.5) The State Controller’s Office (SCO), Audits Division will return or reject vouchers entered incorrectly in FI$Cal to the agency/department for review and correction using the automated system. In the case of paper claims, the SCO will send a c ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-50
RELEASE OF PERSONAL PROPERTY PURSUANT TO PROBATE CODE SECTION 13100

Chapter: 8400

Section: 8477.31

Probate Code section 13100 provides for the collection or transfer of a decedent's personal property without the administration of the estate or probate of the will. To effect the transfer of the decedent's personal property, the successor of the decedent must furnish an affidavit or declaration und ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8477-31
CLAIM SCHEDULES – GENERAL REQUIREMENTS

Chapter: 8400

Section: 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 attach ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-20
INTRODUCTION

Chapter: 8400

Section: 8400

Section deleted

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8400
RECORD OF PAYMENTS

Chapter: 8400

Section: 8422.31

Section deleted

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-31