Iowa Administrative Code › Agency 11 - Administrative Services Department › Title III - State Accounting › Chapter 41 - Auditing Claims › Rule 11-41.1 - General Provisions

Current through Register Vol. 47, No. 3, July 24, 2024
(1)
Submission of claims and approval.
All claims shall be
				typewritten, or written in ink, and be itemized and certified by the claimant.
Exception: The claimant's certification is not needed when
				  the original invoice is attached to the claim. The original invoice shall
				  indicate in detail the items of service, expense, thing furnished, or contract
				  upon which payment is sought.
Approval of the claim shall be certified thereon by the head
				  of the state agency, or the deputy, or the chair of the board or commission or
				  its executive officer, or by a person delegated by the head of the state agency
				  to fulfill this responsibility. A list of authorized signators shall be
				  provided to the department of administrative services, state accounting
				  enterprise.
All travel claims submitted shall be the actual expense
				  incurred (not exceeding maximum limitations) by the claimant, and shall not
				  include expenses paid for other individuals, or for the purchase of
				  miscellaneous items which are not needed in the performance of official duties
				  while traveling. All travel vouchers shall contain the vendor/customer code of
				  the employee or other individual identification (with prior written approval by
				  the department of administrative services, state accounting enterprise).
All claims shall show in the space provided the Iowa Code
				  reference for the appropriation or fund from which the claim is payable.
When an original invoice is submitted by a vendor, rather
				  than the claimant signing the voucher, the vendor shall provide the state
				  agency with an original invoice that the vendor would use in the normal conduct
				  of its business. A state agency shall not impose additional or different
				  requirements on submission of invoices than those contained in these rules
				  unless the department of administrative services, state accounting enterprise,
				  exempts the agency from these invoice requirements upon a finding that
				  compliance would result in poor accounting or management practices.
(2)
Interest on
				claims.
For any claim received for services, supplies, materials or a
				contract which is payable from the state treasury that remains unpaid after 60
				days following the receipt of the claim or the satisfactory delivery,
				furnishing or performance of the services, supplies, materials or contract,
				whichever date is later, the state shall pay interest at the rate of 1 percent
				per month on the unpaid amount of the claim. Agencies may enter into written
				contracts for goods and services on payment terms of less than 60 days if the
				state may obtain a financial benefit or incentive which would not otherwise be
				available from the vendor. All agencies entering into written contracts for
				goods and services on payment terms of less than 60 days shall maintain written
				documentation demonstrating that the agency obtained a financial benefit or
				incentive which would not otherwise have been available from the vendor. This
				subrule does not apply to claims against the state under Iowa Code chapters 25
				and 669 or the claims paid by federal funds. The interest shall be charged to
				the appropriation or fund to which the claim is certified.
(3)
Availability of rules.
All state agencies are required to mail the number of copies of the proposed
				rule as requested to the state office of a trade or occupational association
				which has registered its name and address with the agency. The trade or
				occupational association shall reimburse the agency for the actual cost
				incurred in providing the copies of the proposed rule.
(4)
Property claims and real estate
				claims.
Claims for personal property sold, the acquisition of real
				estate, or services rendered to the state must have the original invoices or
				other documentation attached whenever possible to do so.
(5)
Form for travel claim.
All travel claims are to be on a travel voucher or on a form approved (in
				writing) by the department of administrative services, state accounting
				enterprise.
(6)
Intradepartmental rules on claims.
All intradepartmental rules
				pertaining to the auditing of claims internally shall be subject to the review
				and approval (in writing) of the department of administrative services, state
				accounting enterprise.
This rule is intended to implement Iowa Code sections
				  8A.514
				  and
				  17A.4.