Texas Administrative Code › Title 34 - PUBLIC FINANCE › Part 1 - COMPTROLLER OF PUBLIC ACCOUNTS › Chapter 5 - FUNDS MANAGEMENT (FISCAL AFFAIRS) › Subchapter E - CLAIMS PROCESSING-PURCHASE VOUCHERS › Section 5.51 - Requirements for Purchase Documents

Current through Reg. 49, No. 28; July 12, 2024
(a)
				  Definitions. The following words and terms, when used in this section, shall
				  have the following meanings, unless the context clearly indicates otherwise.
(1) Appropriation year--The year that the
				  legal authorization for the charge was granted by the legislature. Multiple
				  appropriation year activity may occur within a single fiscal year.
(2) Chief administrative officer--The
				  appointed or elected individual who is authorized by law to administer a state
				  agency that is not headed by a governing body or the executive director or
				  other individual with an equivalent title who administers a state agency headed
				  by a governing body.
(3)
				  Comptroller--The comptroller of public accounts for the State of
				  Texas.
(4) Comptroller object
				  code--The four-digit code that indicates in USAS the type of expenditure
				  made.
(5) Delivery date--The date
				  goods are delivered to a state agency.
(6) Governing body--The board, commission,
				  committee, council, or other group of individuals that is collectively
				  authorized by law to administer a state agency.
(7) Include--A term of enlargement and not of
				  limitation or exclusive enumeration. The use of the term does not create a
				  presumption that components not expressed are excluded.
(8) Institution of higher education--Has the
				  meaning assigned by Education Code, §
											61.003.
(9) May not--A prohibition. The term does not
				  mean "might not" or its equivalents.
(10) Non-payment document--The paper or
				  electronic document that a state agency submits to the comptroller for the
				  purpose of requesting the comptroller to post or correct certain accounting
				  information in USAS. The term does not include a payment document.
(11) Order date--The date that a state agency
				  enters into a contract for goods or services.
(12) Texas identification number--The
				  11-digit number that the comptroller assigns to each payee of a warrant issued
				  or electronic funds transfer initiated by the comptroller.
(13) Mail code--The three digit number
				  associated with a Texas identification number that documents disbursement
				  instructions.
(14) Payment
				  document--The paper or electronic document that a state agency submits to the
				  comptroller for the purpose of requesting the comptroller to make one or more
				  payments on the agency's behalf. The term includes a document that uses the
				  appropriated or other funds of a state agency to make a payment to another
				  state agency. The term does not include a non-payment document.
(15) Purchase document--The type of payment
				  document that the comptroller requires a state agency to submit when requesting
				  payment of certain claims against the agency.
(16) Service date--The date the provision of
				  services to a state agency ends.
(17) State agency--A department, board,
				  commission, committee, council, agency, office, or other entity in the
				  executive, legislative, or judicial branch of Texas state government, the
				  jurisdiction of which is not limited to a geographical portion of this state.
				  The term includes an institution of higher education.
(18) Payment transaction--A state agency's
				  request to the comptroller for the comptroller to make one payment to one payee
				  on behalf of the agency. A payment document always contains at least one
				  payment transaction or one adjusting entry to a payment transaction.
(19) USAS--The uniform statewide accounting
				  system.
(20) Fiscal year--The
				  accounting period for the state government which begins on September 1 and ends
				  on August 31.