Md. Code Regs. 21.06.09.04

Current through Register Vol. 51, No. 20, October 4, 2024

Section 21.06.09.04 - Review of Invoices

Upon receipt of an invoice, an agency shall use the following procedures:

A. Each invoice will be reviewed by the agency as soon as practicable after receipt, but no later than 5 business days after receipt, to determine whether the invoice is a proper invoice as defined in Regulation . 01 of this chapter.

B. When the agency receives the invoice, the agency shall mark the invoice with the date the invoice was received.

C. Once the agency determines the invoice is proper, the agency shall submit the invoice to the Comptroller for payment within one business day after the determination.

D. If an agency determines the invoice is not a proper invoice, the agency shall notify the vendor of all defects that prevent processing and specify all reasons why the invoice is not proper within two business days after the determination. It is the responsibility of the vendor to submit a corrected invoice.

E. Media which produce tangible recordings of information may be used by agencies to expedite the payment process, rather than delaying the process by requiring original paper documents. Agencies shall provide adequate safeguards and controls to ensure the integrity of the data and to prevent duplicate processing.

F. Failure to comply with this regulation does not constitute a late payment as that term is defined in this chapter.

Md. Code Regs. 21.06.09.04

Regulation .04 adopted effective 43:26 Md. R. 1449, eff. 1/2/2017