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eXpendit

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Comptroller Policy
USAS Fields

State agencies must enter the due date fields appropriately in USAS on the Pre-Enc/Enc/Expend Transaction Entry (505) screen:

  • An agency may not alter the payment due date (PMT DUE DATE) when it needs the payment distributed early — because USAS could generate interest that is not due.
  • When a law, contract or other obligation requires a payment to be made before the payment due date, a state agency may submit an earlier date as the requested payment date (RQD PMT DATE). USAS then processes the transaction for distribution based on the requested payment date.
  • When entering the service date (SERV DATE), use the date the goods were received/last date the vendor provided services. If services are provided under a contract, but the services are completed before the end date of the contract, the service date should reflect the last date the vendor provided the services.

See also: Submitting Due Dates and Payment Due Date and Requested Payment Date

Note: If a state agency submits a payment subject to the prompt payment law and sets either the RQD PMT DATE or the EFF DATE field past the payment’s due date, USAS requires the agency to verify that it intends to make a late payment with interest. The agency must make this verification by setting the IC indicator field to A.

See also: Interest Control Flag and Reason Code

The 505 screen also has three optional fields available to agencies for informational purposes only: