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ELECTRONIC CLAIMS

Chapter: 8400

Section: 8422.203

(Revised and Renumbered from 8422.202) Agencies/departments, with the approval of the State Controller’s Office (SCO), may submit claims recorded on electronic tape. (See 2 CCR § 622.1 Claims Recorded on Electronic Tape). Claims which have the following characteristics ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-203
LATE PAYMENT PENALTIES

Chapter: 8400

Section: 8474

Government Code chapter 4.5, sections 927-927.13, also known as the California Prompt Payment Act (the Act), requires agencies/departments to automatically calculate and pay late payment penalties if they fail to make payments by the date required in the Act for the following: Properly submitted, ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8474
ENDORSEMENT OF WARRANTS TO BE RELEASED TO DESIGNEE

Chapter: 8400

Section: 8477.27

Warrants payable to a deceased employee can be negotiated by a designee only if the agency/department releasing the warrants to the designee provides a special endorsement on each such warrant. This endorsement may be typed on the reverse side of each warrant. The endorsement will read: The un ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8477-27
TRANSFER OF DESIGNATION FOR EMPLOYEE ACCEPTING EMPLOYMENT WITH ANOTHER STATE AGENCY

Chapter: 8400

Section: 8477.24

Designation made on an STD. 243, Designation of Person(s) Authorized to Receive Warrants filed by an employee will continue in effect until revoked in writing by the employee or the employee separates from state service. Therefore, a designation on file from an employee that transfers to or accepts ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8477-24
PLAN OF FINANCIAL ADJUSTMENT - APPROVAL

Chapter: 8400

Section: 8452.2

Agencies/departments will submit their original proposed PFA to the Department of Finance, Fiscal System and Consulting Unit (FSCU). Finance will review the PFA to validate that the appropriation items are consistent with authorized legislation for expenditures (e.g., the Budget Act, special appropr ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8452-2
WARRANTS—FORGERIES

Chapter: 8400

Section: 8427

When a payee maintains that a state warrant was not received, the payee must contact the agency/department that authorized the payment. The agency/department will prepare a Request for Duplicate Controller's Warrant/Stop Payment (STD. 435) with the original warrant number, issue date, and dollar amo ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8427
SELLER’S PERMIT

Chapter: 8400

Section: 8483

(Revised and renumbered from 8721) Agencies/departments must obtain seller’s permits by applying to the California Department of Tax and Fee Administration (CDTFA) before selling or leasing tangible personal property that is subject to sales tax sold at retail. Agencies/department ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8483
CLAIMS AGAINST CAPITAL OUTLAY APPROPRIATIONS

Chapter: 8400

Section: 8422.21

Section deleted

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-21
WARRANTS PAYABLE TO COUNTIES

Chapter: 8400

Section: 8422.26

Deleted and content moved to 8422.204

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-26
CLAIM FOR DAMAGE TO OR STOLEN EMPLOYEES' PERSONAL PROPERTY

Chapter: 8400

Section: 8423

Government Code section 19849.8 permits agencies/departments to pay for the repair or replacement of damaged personal property worn or used by an employee in the course of employment (e.g., eyeglasses, hearing aids, dentures, watches, or articles of clothing). Government Code section 19850.6 permits ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8423
REMITTANCE ADVICE DETAILS

Chapter: 8400

Section: 8422.301

Agencies/Departments shall prepare a Remittance Advice (RA) form, STD 404C, for each payee listed on a claim schedule. Agencies/Departments that want to use a customized RA form instead of an STD 404C, must have their customized form design reviewed and approved by the State Controller’ ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-301
PLAN OF FINANCIAL ADJUSTMENT - PURPOSE

Chapter: 8400

Section: 8452

A Plan of Financial Adjustment (PFA) is a plan proposed by a state agency/department to allocate costs paid from one fund or appropriation to other funds or appropriations. The purpose of a PFA is to eliminate the use of multiple claims for an invoice or payroll charge applicable to more than one fu ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8452
CLAIM CORRECTIONS

Chapter: 8400

Section: 8422.5

Deleted revised and renumbered to 8422.50

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-5
PLAN OF FINANCIAL ADJUSTMENT – PREPARATION

Chapter: 8400

Section: 8452.1

A Plan of Financial Adjustment (PFA) request must follow its respective illustration format and preparation process. A proposed PFA with incorrect or missing information will be returned to the agency/department for correction. The three types of PFA, with their statutory authority, are liste ...

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8452-1
CLAIM SCHEDULES

Chapter: 8400

Section: 8422.2

Section deleted, revised and renumbered to 8422.20

https://www.dgs.ca.gov/Resources/SAM/TOC/8400/8422-2
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