DOCUMENT PREPARATION

 

DISBURSEMENT VOUCHER (STARS FORM 60) PREPARATION INSTRUCTIONS

NO.

ITEM

FIELD

 

INSTRUCTIONS

1

Agency Voucher No.

X(7)

R

Enter the agency assigned document number.

2

Special Type     Indicate the special type by circle:
1. Vendor Travel
2. Descriptive Record
3. Listing Attached

3

Agency Number

A99

R

Enter the agency number of the agency preparing the disbursement voucher.

4

Agency Name  

R

Enter the name of the agency preparing the disbursement voucher.

5

Date  

R

Enter date disbursement voucher is prepared.

6

Fiscal Year (FY)  

R

Enter the last two digits of the applicable fiscal year.

7

Payee Name

X(26)

R

Enter the name of the person or vendor to receive payment.

8

Vendor No./Social

Security Number

9(9)

R

Enter the vendor number (i.e., Federal ID number or social security number) of the payee. Social Security Number required with all travel related T/C's except T/C 617. Also required for 1099 reporting.

9

V/S

A

R

Enter the vendor check digit identifier:
       

V-

S-
C-


F-
I -

Federal Employer Identification Number
Social Security Number
Client of a State Agency (restricted; requires prior approval of Comptroller General's Office)
Federal Agency
International Vendor

10

1099 Indicator

9

  Leave blank. This field will be set by the Comptroller General's Office based on the SLN indicator entered on the detail record. (See Code 2.1.2.80)

11

Payee Street Address

X(20)

R

Enter the number and street name of the address to which payment will or could be mailed. Maximum length is 20 positions.

12

Vendor Reference Number

X(8)

  Enter reference number belonging to the payee which is any number issued by the payee in regard to an invoice, i.e., any number that would assist the vendor/payee in identifying what is being paid, such as invoice number. Maximum length is 8 positions. Use of this field is optional

13

City

X(18)

R

Enter the name of the city to which payment will or could be mailed. Maximum length is 18 positions.

14

State

AA

R

Enter the two alpha character abbreviations (recognized by the U.S. Postal System) for the state to which payment will or could be mailed.

15

Zip Code

9(5)

R

Enter the five-digit code authorized by the U.S. Postal System for the zone to which payment will or could be mailed.

16

C-C-D Code

9(4)

  Enter the four-digit code that represents the city, county or district that is being paid. Refer to 2.1.2.77 for transaction codes requiring city, county or district codes.

17

City-County-District Name     Enter the name of the city, county or district to which payment is being made. The name is required only when Transaction Codes appear in Field 16.

18

Check Number

9(9)

  Leave blank-this field is for use by the Comptroller General's Office only.

19

Amount

9(12)

R

Enter the total amount that is to be paid to individual/entity described in the field designated PAYEE NAME.

20

Warrant Number

9(6)

  Leave blank-this field is completed in the Comptroller General's Office.

21

Signature  

R

This space must be signed by a State official authorized to approve the disbursement voucher. A letter authorizing this official to sign should be on file with the Comptroller General.

22

Date  

R

This space must contain the date that the disbursement voucher was signed.

23

Official Title  

R

Enter the official title of the State official that signed the disbursement voucher.

24

Fiscal Month

99

R

Submitting agency will enter two-digit code to indicate applicable fiscal month. (Example: 01-July.)

25

Transaction Code

999

R

Enter the appropriate transaction code. Refer to table of transaction codes in subsection 2.1.2.76.

26

Mini-Code

9(4)

R

Enter the appropriate four-digit code which represents program and organization data.

27

Subfund Code

9(4)

R

Enter the appropriate four-digit code which represents fund data.

28

Subsidiary Account No

9(6)

  When required, enter the appropriate six-digit number which identifies the subsidiary account.

29

Encumbrance No

X(7)

  Provisions are made for encumbrance accounting. When implemented, enter the appropriate purchase order or contract number for which disbursement is being made. This column must be used when disbursing or repaying travel advances. Enter the agency voucher number of the initial travel cash advance for the disbursement of the advance and on all vouchers making repayment of the travel advance.

30

Modifier No

X

  Enter the appropriate alpha code, if an entry has been coded in the encumbrance number field. The alpha codes are as follows:
Blank - Not Applicable
P = Partial
F = Final
C = Close
A = Activate

31

Project Code

9(4)

  Required for Federal grants and contracts, and capital projects. Enter the appropriate four-digit number which identifies the project for which a disbursement is being made. This field is coded only for Federal grants and contracts, and project expenditures.

32

Project Phase

99

  Enter the two-digit code which indicates the project phase for which an expenditure is being made. This field must be coded if the PROJECT CODE field is coded.

33

Agency Reference Number

X(7)

  Enter the agency reference number for the particular line item, such as purchase order number, contract number or vendor invoice number.

34

Object Code

9(4)

R

Enter the four-digit code as required to indicate the type of expenditure, e.g., telephone and telegraph service.

35

Detail Object Code

99

  Enter the two-digit code as required to indicate the detail type of expenditure.

36

Transaction Amount

9(12)

R

Enter the dollar and cents amount of the transaction. Maximum amount is 999,999,999.99.

37

Multi-Purpose

X(10)

  Enter any alpha-numeric data that relates to the transaction. Maximum length is 10 positions. Use of this field is optional.

38

SLN

A

R

For all travel and IRS reportable vouchers, if the individual is a state employee, enter an "S". If the individual is a legislator, enter an "L". If the individual is neither, enter an "N". When one of these three indicators is entered on non-travel line items, the 1099 indicator will be set to indicate that the line item is IRS reportable.

39

Travel-No. Miles     Enter the number of miles for which reimbursement is claimed. Maximum of four digits may be entered. Required with expenditure object codes 0504, 0514 and 0524. Round fractions up to next whole number.

40

Travel-Air Trips     Enter the number of air trips for which expenditure is being made. Units must be indicated in fractions to one hundredth (.75 and 1.00). Required with expenditure object codes 0503, 0513 and 0523.

41

CGR (Reverse)

A

  Leave blank, except for the following instances:
       

(a)


(b)

Entries for travel credit from vendors. Enter an "R".
Entries for correction of previous transaction with approval of Comptroller General's Office. Enter an "R".

42

CG Use Only     Leave blank. For use by Comptroller General only.

43

Social Security Number

9(9)

  For travel vouchers with a vendor as payee or IRS reportable vouchers, enter the social security number of the traveler/payee.

44

Traveler's Last Name

A(16)

  For use with vendor travel only (T/C 617). Enter the last name of the traveler.
  Traveler's First Initial

A(2)

  For use with vendor travel only (T/C and Middle Initial 617) Enter first and middle initial of the traveler.

45

Total Object Code  

R

Enter total of all object codes recorded in Field 34.

46

Total Transaction Amount     Enter sum of all the transaction amounts in Field 36.

47

To Payee     Enter the name, street address, city, state and zip code of the payee and other necessary information related to the disbursement that might be helpful to the payee. This portion of the disbursement voucher should be detached before transmittal to the Comptroller General.

DISBURSEMENT VOUCHER (STARS FORM 60)

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