COLLECTING FROM ANOTHER STATE AGENCY/DEPARTMENT - 8293.3

(Revised: 10/2025)

 

Pursuant to Government Code section 11255, an agency/department that provides services to another agency/department may recover outstanding receivables by submitting a transaction request to the State Controller’s Office (SCO) through the Transaction Request Intake System (TRIS) to transfer funds from the debtor agency/department. This option shall be used on a limited basis, and only when the following conditions are met:

• The invoice was not paid by the requested due date.
• Nonpayment provisions are included in the interagency agreement between the agencies/departments.
• The invoice has not been disputed.
• A 30-day notice has been provided to the debtor agency/department that a transfer of funds will be initiated for nonpayment.  

Interagency Agreements Language

Agencies/Departments will include the following when preparing interagency agreements:

• Specify the process for nonpayment. 
• Cite Government Code section 11255 as the authority for processing a transaction request.
• The agency/department receiving the services (or debtor agency/department) shall provide the appropriation to charge if payment is not made timely.
  • The appropriation data must include the fund number, organization code, fiscal year, reference, and category or program. If applicable, element, component, and task.

It is the responsibility of the agency/department providing the services to ensure that no disputes exist before submitting a transaction request to the SCO.

Submission Requirements to the SCO 

Agencies/Departments shall provide the following information when submitting transaction requests through TRIS:

• The debtor agency/department’s appropriation data to charge, as identified in the interagency agreement.
• The initiating agency/department’s appropriation data to credit the payment.
• A copy of the interagency agreement.
• A copy of the notification sent to the debtor agency/department informing them of the pending transfer.
• Applicable invoice(s)
  • If there are more than five invoices, a summarized list of invoice numbers and details may be submitted in lieu of the full invoice copies.

• Include the items below in the Legal Authority/Reason for Request box:
  • Legal authority for initiating the transfer: Government Code section 11255. 
  • Interagency agreement number.
  • Invoice numbers and dollar amounts for which the agency/department is requesting a transfer. If the list is long, include an attached table with the invoice numbers, amounts, and appropriation string. Include the language “See attached” in the legal authority.