4 FAH-3 H-430
VOUCHER CERTIFICATION AND PAYMENT
(CT:FMP-81; 08-29-2013)
(Office of Origin: CGFS/FPRA/FP)
4 FAH-3 H-431 PURPOSE
(TL:FMP-3; 05-30-1995)
This subchapter provides the steps necessary for the
certification and payment of vouchers. These procedures are to be followed and
any exception must be justified and preapproved.
4 FAH-3 H-432 REQUESTS FOR DECISIONS BY
THE U.S. COMPTROLLER GENERAL
(TL:FMP-3; 05-30-1995)
a. A disbursing official, certifying official, or the
Secretary of State may request a decision from the U.S. Comptroller General on
a question involving a voucher presented to a certifying official for
certification (see 4 FAH-3
H-433.5 ).
b. All requests for decisions must be submitted to
FMP/F/DFS/FO. If FMP/F/DFS/FO is unable to resolve the issue in a satisfactory
manner, it will forward the request to the U.S. Comptroller General.
c. The Comptroller General will issue a decision
requested under 31 U.S.C. 3529.
4 FAH-3 H-433 STEPS IN CERTIFICATION
PROCESS
(TL:FMP-3; 05-30-1995)
a. Certification consists of verifying the legality of
the obligation to be paid under the particular appropriation, the correctness
of the information contained in the vouchers and supporting records, and the
accuracy of the computation of certified voucher schedules. The certified
voucher schedule is either transmitted or forwarded to the USDO or the
Department of the Treasury for payment according to procedures established for
each certifying officer.
b. Payment is the actual disbursement of funds to
discharge the obligation. The USDO, FMO, or Treasury effects payment to the
payee after verifying the validity of the certification.
4 FAH-3 H-433.1 Verifying
Obligation Legality
(TL:FMP-3; 05-30-1995)
The certifying officer will verify the legality of the
obligation under the appropriation and accounting data for which payment is
requested. Refer to 2 FAM if a false claim is suspected.
4 FAH-3 H-433.2 Verifying
Information Accuracy
(TL:FMP-3; 05-30-1995)
The certifying officer will verify the accuracy and
correctness of information contained in the vouchers and supporting documents
to ensure that there are no discrepancies.
4 FAH-3 H-433.3 Computing Voucher Schedules
(TL:FMP-3; 05-30-1995)
The examining official enters the vouchers that are
examined on the appropriate Form SF-1166 OCR (magnetic tape and/or hard copy),
Voucher and Schedule of Payments during the voucher processing stage. Voucher
schedules must be certified and transmitted for payment, after the certifying
officer computes the totals on manual voucher schedules or verifies the totals
on system-generated payment schedules.
4 FAH-3 H-433.4 Advance
Notification for Large Payments
(TL:FMP-3; 05-30-1995)
Certifying officers should notify the USDO or the U.S.
Treasury of individual vouchers exceeding one million dollars before forwarding
the voucher schedule to the USDO or the Treasury, unless the servicing USDO has
established a lower amount.
4 FAH-3 H-433.5 Signature and Date
(TL:FMP-3; 05-30-1995)
a. The certifying officer is not required to sign each
individual voucher. Signing Form SF-1166 OCR, Voucher and Schedule of
Payments, constitutes certification of all vouchers listed on the voucher
schedule.
b. Type, stamp, or print the name of the certifying
officer and the date certified on all voucher schedule copies under the manual
signature. When a principal officer certifies a voucher schedule in the
absence of the FMO at a post, and the principal officers name does not appear
on the Official List of Authorized Certifying Officers, show the title,
Principal Officer, on the voucher schedule.
4 FAH-3 H-433.6 Law and Fact
Questions
(TL:FMP-3; 05-30-1995)
a. If the certifying officer feels that a particular
voucher involves a question of law, or there are missing or incomplete
supporting documents, or there are facts which are known but not evidenced, the
certifying officer should promptly transmit such vouchers in duplicate to
FMP/F/DFS/FO.
b. A written claim from the claimant in letter form, in
duplicate, with the signature and post office address of the claimant is
acceptable. However, when it is impossible to compute the exact amount due,
send the claim to FMP/F/DFS/FO for determination.
c. All vouchers must be supported by the originals of
pertinent documents. When originals are not available, copies should be
submitted, provided the approving official certifies each copy as a true copy.
An approving officials memorandum transmitting the voucher should include:
(1) Reason the claim is believed to contain a question
of law or fact;
(2) Administrative recommendation as to proper
disposition; and
(3) Statement as to whether or not an obligation in
the amount or estimated amount of the claim has been established and that
liquidation will not be made until properly instructed to do so.
d. FMP/F/DFS/FO will make every effort to expedite the
processing of the questionable voucher. If a determination cannot be made by
FMP/F/DFS/FO as to the propriety of payment, it will submit the voucher to GAO
for a ruling. The post will be advised accordingly.
4 FAH-3 H-433.7 Other RAMCs or
FMCs
(TL:FMP-3; 05-30-1995)
Only a certifying officer who is listed on the current
Official List of Authorized Certifying Officers may certify vouchers submitted
for payment to a RAMC or FMC.
4 FAH-3 H-434 PAYING VOUCHERS
(TL:FMP-3; 05-30-1995)
Procedures for paying vouchers using either manual or
electronic transfer of data are stated below.
4 FAH-3 H-434.1 Forwarding Vouchers
for Payment
(TL:FMP-3; 05-30-1995)
a. Posts are to forward promptly all certified voucher
schedules to their designated USDO or FMC for payment. Posts using telegraphic
requests for payment from a RAMC will retain such voucher schedules at the
post.
b. Domestically, forward all certified voucher
schedules to Treasury.
c. The USDO or the Treasury, after verifying the
certification of records, will process the payment.
4 FAH-3 H-434.2 Electronic Payments
Requests
(TL:FMP-3; 05-30-1995)
a. The requesting post must have a certified voucher
and a telegraphic request bearing the signature of an approving officer on hand
before transmission.
b. All telegraphic requests for payment and posts
authorized to use the electronic payment system must follow the procedures and
data formats as provided in the operating procedures of the servicing
FMC/RAMC. Such requests for emergency payments must include an explanation for
not using normal processing.
c. Electronic certification of the final voucher requires
that control procedures be in place to ensure authenticity of transmitted data,
including the electronic signature. Such controls must provide reasonable
assurance that deliberate or inadvertent manipulation, modification or loss of
data during transmission is detected. When final certification of vouchers is
electronically accomplished, the electronic sign or symbol adopted as the
certifying officers electronic signature must be initiated by methods that:
Distinguish the specific certifying officer; and
Are under the sole control of the certifying officer.
4 FAH-3 H-434.3 Electronic
Certification System (ECS)
(TL:FMP-3; 05-30-1995)
a. An electronic certification system (ECS) automates
the payment schedule (Form SF-1166) certified by a certifying officer (CO)
from a paying post to a designated disbursing center (USDO) for automatic
verifying and processing of payments. Designation and revocation for the use
of the integrated ECS package of hardware and software by a CO is authorized by
the Certification Authority provided by FMP/F/IFS and FMP/F/FMS.
b. The ECS package and data being processed shall be
accessible only to known cleared Americans with a need to operate or maintain
the package (see 12 FAM). The control requirements cited in 4 FAM 434.4
shall be maintained to ensure authenticity of transmitted data, including the
electronic signature for the reasonable assurance that deliberate or
inadvertent manipulation, modification or loss of data during transmission is
detected.
4 FAH-3 H-434.4 Treasury Financial
Communications System (TFCS)
(TL:FMP-3; 05-30-1995)
a. The forms to be used in scheduling payments through
the TFCS are as follows:
(1) SF-1166 OCR Voucher and Schedule of
PaymentsOptical Character Readable; and
(2) SF-1167 OCR Voucher and Schedule of Payment
(Continuation Sheet)Optical Character Readable.
b. When the Treasury Department has approved scheduling
payments through TFCS:
(1) An authorized certifying officer must certify all
TFCS voucher schedules to verify that payment is being charged to the proper
appropriation.
(2) Use the TFCS as the mode of payment whenever
possible.
(3) The maximum dollar amount that can be sent in a
single payment transaction message is $999,999,999.99. Treasury will not
accept any single payment request in excess of this amount.
4 FAH-3 H-435 THROUGH H-439 UNASSIGNED