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016.14.1-305 APPENDIX A. Forms

AR ADC 016.14.1-305 APPENDIX AArkansas Administrative Code

West's Arkansas Administrative Code
Title 016. Department of Human Services
Division 14. Office of Finance and Administration
Rule 1. DHS Administrative Procedures Manual
Part III. Payables
Ark. Admin. Code 016.14.1-305 APPENDIX A
016.14.1-305 APPENDIX A. Forms
Currentness
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Instructions for completing DAS Voucher Coding Sheet:
GENERAL INFORMATION: Each invoice must be put on a separate coding sheet; however, invoices to the same vendor will automatically combine into one payment, unless otherwise noted.
1. Coded by - Name or initials of person completing the code sheet.
Date - Date code sheet is completed.
2. Keyed by - Name or initials of person keying the coding information into the accounting system for payment.
Date - Date code sheet is completed.
3. Invoice Number - The number assigned by the vendor invoice.
4. Vendor Number or Vendor Name - If known, enter the vendor number which is the employer identification number or social security number, or the full, correct vendor name.
5. Y Vouch? - If an old year voucher, place a Y here.
Contract/MOF - The contract number or MOF number.
Gross Amount - The total amount of all expense lines plus tax, freight and additional costs, but without discount.
6. Sep Pymt? - If a separate check is required for this payment, place a Y here.
Remit Msg - Invoice date, invoice number, purchase order number, and other pertinent information.
7. These items will automatically be prorated to each of the expense lines listed on the coding sheet:
Sales Tax - The tax from the invoice, if applicable.
Freight - The freight from the invoice, if applicable.
Addl Cost - Any additional costs listed on the invoice, such as insurance, handling, etc.
Disc - The amount or percent of any discount offered (percent must have % sign).
8. Amount - The amount of each expense line.
Co - The activity.
Account - 5, the appropriation, character, allocation, and expenditure object code without spaces or punctuation.
Center - The section, unit, element and agency program code.
INVWKST2 AR - This field will be completed by DAS Payable staff from the listing of valid Accounting Rules.
INVWKST3 TT - The transaction type (A, B, C, or X).
PURCH - The purchase code (EL, ST, SO, etc.).
(Transaction type is an “A”, and Purchase code is “EL” for travel reimbursement requests.)
* These fields will be completed, if necessary, by Payable staff.
** Remit msg field should contain the beginning and ending dates of travel. (Ex. 09/01-10/15/93)
Current with amendments received through May 15, 2024. Some sections may be more current, see credit for details.
Ark. Admin. Code 016.14.1-305 APPENDIX A, AR ADC 016.14.1-305 APPENDIX A
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