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  5. XII.7.D Expedite Requests

XII. Expenditures

Guide to Financial Operations

XII.7.D Expedite Requests

XII. Expenditures
Guide to Financial Operations

SECTION OVERVIEW

The Bureau of State Expenditures’ (BSE) standard business process is to approve vouchers within two business days after agencies have entered the vouchers in the Statewide Financial System (SFS). In certain limited cases, an agency may request that BSE expedite our review and approval of vouchers to create a payment sooner than the standard process allows. In these limited situations, the agency must be able to demonstrate to BSE that expediting the review and approval of vouchers will provide a significant, material benefit to the vendor or State. These situations may include, but are not limited to, emergencies (e.g., public health and safety), vendor cash flow concerns, or Prompt Payment Interest savings.

The expedite process may result in a vendor receiving payment one day earlier than the normal business process.

Process and Document Preparation:

  1. When an agency determines the need to expedite voucher processing, it must submit the voucher to the Office of the State Comptroller through the Statewide Financial System (SFS). The agency must allow sufficient time for SFS batch processes, such as Budget Check which runs hourly, to complete.
  2. The agency must contact BSE at [email protected] and provide voucher identifying information, including the business unit and voucher number. The agency must also provide the justification and information to support the expedite request (e.g., the potential amount of interest saved or a vendor statement demonstrating hardship).
  3. BSE will conduct its audit of the voucher. The agency must have sufficient appropriate evidence to support the payment readily available to provide to BSE auditors.
    1. If BSE is satisfied with the expedite justification and has reasonable assurance the payment is appropriate, it will approve the voucher for payment.
    2. If the Agency cannot provide documentation supporting the request for payment, the voucher will be returned to the agency.

QUESTIONS

For questions regarding expedite requests, please contact BSE at [email protected].

Guide to Financial Operations

REV. 12/06/2018