Idaho Code Related To Expenditures
You must follow a number of Idaho Code statutes,
regulations, and policies regarding expenditures. Below are some of them. Please
refer to the Idaho Legislature Web site for more information: https://legislature.idaho.gov
Generally, bills shall be paid within sixty (60) calendar days of receipt of billing and partial payment shall be made on partial deliveries within forty-five (45) calendar days. Proper receiving and acceptance reports shall be forwarded to payment offices within five (5) working days of delivery of goods or completion of service. The following Idaho Code addresses the responsibility of the agencies in the prompt payment of bills.
There are times when it is beneficial or necessary to pay a bill in advance. The following Idaho Code addresses the responsibility of the agencies in the advance payment of bills.
Claims against the state require evidence of the claim and are to be settled within certain time limits. The following code addresses claims against the state.
Exceptions that your agency wants to be reviewed by the State Board of Examiners.
Identify and review your support documentation necessary to correctly code a transaction. You must develop, file, and retain a minimum level of support documentation for your transactions. Use the Legislative Services Office guidance when selecting the nature and extent of source documentation to retain.
The following Idaho Codes address the responsibility of the agencies in regards to support documentation of vouchers, bills, invoices, etc.
Per the Legislative Services Office, your agency must verify receipt of goods or services (often done on the packing slip or invoice) as well as the price and extensions. An authorized signatory could authorize payment of the entire batch.
NOTE: Those authorizing a batch are responsible for the entire batch. For audit purposes, every item must be able to be associated with the signed batch header or individual invoice, showing official authorization to make the payment.
Idaho Code requires examination of vouchers before payment.
Idaho code requires that the voucher is correct and there are sufficient moneys in the fund before payment of the voucher.
The legislature determines the amount each agency can spend
and they establish appropriation limits or controls for each agency. The
appropriation controls are set at the fund, object, and budget unit level. The
fiscal coding entered on transactions post to these appropriation controls as
well as to cash controls. Exceeding
these limits is considered “deficiencies” which are prohibited by law, with a
few minor exceptions which STARS controls using the Budget Unit Table. See the Budgeting chapter for more information.
Payments are made out of the State Treasury on warrants drawn by the State Controller against the proper fund Idaho Code usually identifies the type of fund and requirements for your agency.
Idaho Code addresses the misuse of public
moneys by public officers and public employees, describes the penalties
involved, and provides definitions of terminology.
The State Controller relies on state agency assistance in the execution of duties. The following Idaho Code sections address the responsibility of the agencies in assisting the State Controller and those duties.
The following Idaho Code sections address the responsibilities of the State Controller, the Division of Financial Management, and the Legislative Services Office in establishing and changing subobjects.
Idaho Code governs the period you should retain the source
documentation in your office, that you make it available to those who require
it, and the penalties of not doing so.