Settlement and Judgment Processing Guidelines
Processing Instructions for the Payment of Settlements and Judgments
The attorney general’s office (OAG) sends a letter to the paying agency requesting:
For specific examples, see Sample Purchase Voucher and Sample Warrant Distribution Instruction Memo and the Settlements or Judgments Coding Block Form (74-218) PDF.
The purchase voucher is signed by an authorized employee of the paying agency verifying:
The paying agency enters the payment in the Uniform Statewide Accounting System (USAS) using Document Type 9:
Note: Agencies are responsible for determining how the payment will be reported to the Internal Revenue Service (IRS).
Specific USAS comptroller objects are used to record settlement and judgment payments. See Settlement and Judgment Comptroller Objects for the objects and their descriptions.
When a settlement or judgement includes compensation that is wage-related (i.e. back wages, etc.), the agency must process a payroll document and complete the Settlement and Judgment Payroll Processing form (74-232). The deductions should also be entered in the
The paying agency forwards the following to the OAG once an agreement to settle the claim has been reached:
The OAG submits the documents and settlement agreement/judgment to the governor for approval:
The paying agency can review the USAS Document Tracking (S037) screen to verify when the document was approved.
|6||In compliance with the warrant distribution memo, the warrants are delivered by courier to the OAG the next business day after the Comptroller’s office approves the document.|
|7||The purchase voucher and settlement/judgment documents are filed with the Comptroller’s office until the required retention period expires.|