BOP Program Statement 8532.08 § 9

Accounts Payable Module of the integrated payment system will be

used to process vouchers for payment. This system warehouses

procurement and receiving documents until invoices are received

and entered into the integrated payment system. Once the

documents are matched, the payment process can begin.

The system allows for partial and/or full payments of any items

received and accepted into the system. The integrated payment

system will house all payment data entered until Central

Disbursement initiates a payment proposal and/or payment run.

This procedure will process data for transmission to the

Department of Treasury (Treasury) for payment.

a. Invoice Data Entry. The DEO (inmate or staff) must enter

the data daily from each invoice within 48 hours of receiving all

basic documents (i.e. receiving report) using the appropriate

screens within the Material Management Invoice

Verification/Accounts Payable and/or the Financial

Accounting/Accounts Payable sessions.

If an inmate is the designated DEO, it is imperative that the

inmate is only allowed to use the appropriate screens designated

for inmate use.

In addition, any discounts referenced on the invoice must be

entered in the applicable section. However, in order to avoid

taking erroneous discounts, discounts may not be entered into the

integrated payment system during critical cash management periods

unless approved by FMB, Central Disbursement. The system will

not disregard the discount, if paid after the discount period.

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Therefore, when notified, Central Disbursement will ensure

payment is made prior to the end of the discount period.

b. Document Date. The “Document Date” the designated DEO

entered to calculate the due date is the latter of:

(1) the date the invoice was dated stamped received by the

payment office or the date in which the vendor placed on the

invoice (if the invoice was not date stamped) or

(2) the date goods and/or services were actually received.

The system will calculate the due date automatically. The

parameters established for vendors will compare the document date

and the terms of the purchase order or contract (i.e. discounts),

and then compute the due date. However, to ensure payments are

made by the due date the system will adjust the due date by three

days to allow for Treasury’s processing time.

c. Document Date Adjustments. There are several instances

which preclude using the date stamp and/or vendor date to

calculate the due dates. Under the following circumstances use

the applicable document date:

< The document date for invoices entered “manually” or

“invoices without purchase orders or receivers” (i.e.

institution billings, staff travel and/or

transportation vouchers) will be the day the invoice is

entered into the system. These vouchers are due upon

receipt and will be payable during the next payment

run.

< The document date entered for an unauthorized

procurement action is the date the Contracting Officer

actually signs the ratification.

< If a vendor is not notified of an improper invoice

within seven days after receipt, the number of days

allowed for paying the corrected proper invoice must be

reduced by the number of days between the seventh day

and the day notification is transmitted to the vendor.

Therefore, this adjusted date must be used as the

document date. In addition, interest penalties, if

applicable, will be based on this adjusted due date.

d. Consignment Liability Settlement. All consignment payables

must be settled at least monthly, depending on the location and

vendor. The voucher must contain the same basic documentation as

described in subsection 7.a., except:

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< Receiving Report - is the copy of the “Settle

Consignment/Pipeline Liabilities” output screen.

e. Credit Cards Payments. All credit card purchases are

subject to the prompt payment as detailed in subsection 7.e. The

voucher must contain the same basic documentation as described in

subsection 7.a., except:

< Invoice - is the original consolidated statement of

account sent to the business office,

< Receiving Report - can be either an actual receiving

report and/or the original signed copy of the card

holder statement, indicating receipt of goods and/or

services.

f. Document Number. All transactions generated in the

integrated payment system will produce a document number. The

DEO must annotate at a minimum the MM and FI document number on

the Voucher Payment Cover form.

g. Authorization of Payment Vouchers. Generally, the Business

Manager, Plant Controller, Assistant Business Manager, or

designee are designated as the payment sub-certifier. The

payment sub-certifier is responsible for ensuring vouchers

approved for payment are entered into the integrated payment

system accurately. In addition, the sub-certifier is responsible

for changing, posting, or deleting transactions which have been

entered into the integrated payment system incorrectly.

The payment sub-certifier performs the validation function

within the Material Management and/or Accounts Payable Module

ensuring all invoices blocked or parked are released, if

applicable, for disbursement by the Central Office. The sub-certifier must sign the Voucher Payment Cover form indicating the

voucher has been reviewed and is proper for payment. In

addition, the sub-certifier must generate, post, and sign the

following reports within 48 hours after the invoice verification

process:

< Releasing Blocked Invoices Screen,

< Display Parked Documents Screen, and

< Invoice Overview Screen.

The certified copy of the printed screen must be maintained on

file in chronological order.

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The payment vouchers authorized for payment are housed within

the integrated payment system for further processing by the

Certifying Officer located in the Central Office. All vouchers

authorized for payment must be maintained and mutilated in

accordance with subsection 6.f. above.