CLAIMS - 8170

Agencies/Departments will process purchase and expense claims in accordance with the general instructions in SAM Section 8422.100.

There are two methods available to reimburse an agency/department’s revolving fund through the claim process:

Reimbursement claim: Agencies/Departments will prepare a Claim Schedule form, STD 218 (Continuous), and a Remittance Advice form, STD 404C and enter their revolving fund as the payee on the face sheet. The State Controller’s Office (SCO) will issue a warrant payable to the agency/department for the amount of the claim schedule. The agency/department will deposit the warrant into their checking account to reimburse the revolving fund.

Replenishment claim: Agencies/Departments will use a Replenishment Claim Schedule (Treasury Trust) form, STD 219TT, or an STD 218 (Continuous) and will enter their checking account number as the payee on the face sheet. The SCO will transfer the amount of the claim to the agency/department’s checking account. Agencies/Departments will receive a journal entry (TC-48), which charges their appropriation and increases their checking account to replenish the revolving fund. The document number of the journal entry is the claim number. The monthly bank statement will list the journal entry number as a deposit.

For both types of claims, agencies/departments will submit the appropriate invoices and vouchers to the SCO, Division of Audits, Claim Audits Section. The revolving fund check numbers can be either listed on the claim schedule face sheet or posted on each invoice or voucher. Both forms are available from the Department of General Services’ website at https://forms.dgs.ca.gov/content/DGSFormsPortal/california-state-forms-directory.html.

Agencies/Departments must provide information to the Franchise Tax Board when an agency/department's revolving fund makes a reportable payment. See SAM Section 8422.19.