REMITTANCE ADVICE DETAILS - 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’s Office (SCO) before it is used.
Agencies/Departments shall include each original RA copy, in the same order as the payees listed on the claim schedule, in an RA envelope. The agency/department shall file the duplicate copy in its accounting office.
Agencies/Departments shall attach an RA envelope with each claim submitted. The agency/department shall attach the envelope to the back of the claim by a securely tied string or cord. For replacement of the RA envelope, agencies/departments shall purchase 6 inch by 9 inch brown manila envelopes in 28lb weight or greater. The envelopes shall be labeled with the agency/department’s name and return address, hole-punched, and tied to the claim before submitting to the SCO.
Agencies/Departments shall complete the federal tax ID No. or social security account No. (SSAN), reportable payment (RP) type, tax year, and total reported to IRS boxes at the bottom of the RA when a payment is considered reportable. For more information on reportable payments, see SAM Section 8422.19. Warrant numbers shall not be shown on any copies of the RA. Reference to invoice dates, numbers, and amounts (items 4, 5, and 6 in SAM Section 8422.30) may be omitted where some other means of notifying the payee is provided.
The SCO shall mail the original RA and the applicable warrant to the payee. For more information on the delivery and handling of non-payroll warrants, see SAM Section 8422.6. After processing and distributing warrants, the SCO shall return the RA envelopes to the agencies/departments in the Sacramento area by courier and to those outside the area by U.S. mail for future use.
Agencies/Departments shall make payments to payees outside of the United States by following the claim schedule and RA process.
RA forms addressed to payees outside of the United States require the wording "FOREIGN MAIL" to be stamped in red ink on the face of the RA. The bottom line of the address must show only the full name of the country in capital letters. For example:
Mr. John Smith Ms. J Smith
123 Russell Drive or Apartado 3068
London W1p6HQ 46807 Puerto Vallarta
ENGLAND MEXICO
In the case of split payments (i.e., one part paid by SCO warrant and another part by agency check), agencies/departments shall either:
- Clip the check to the back of the RA accompanying the claim schedule. The SCO will mail the check with the warrant.
- Mail the check to the payee with an explanation that the balance paid by the warrant is being or has been transmitted separately. The RA accompanying such check will be cross-referenced to the partial payment by warrant. The RA accompanying the warrant will indicate that partial payment has been or will be made by check.
If there is an adjustment in the amount being paid, the agency/department shall attach correspondence to the RA stating the reason.