(1) The following information shall be clearly shown by proper documentation and furnished to the Department on each invoice:
    (a) The date of receipt of invoice by agency, determined pursuant to subsection 69I-24.002(15), F.A.C.;
    (b) The date that the goods or services were received; and
    (c) The date of approval and inspection of goods or services by the agency, determined pursuant to subsection 69I-24.003(2), F.A.C. Pursuant to Florida Statutes § 215.42, the Department may require such additional information, as necessary, to ensure conformity with State law before honoring any voucher for payment.
    (2) Approval and inspection of goods or services shall take no longer than 5 working days from receipt of goods or services. If the bid specifications, purchase order, or contract specifies otherwise, then the period of time as specified in the applicable document will be considered as the approval and inspection of goods or services date. Reimbursements to state officers and employees presented to the appropriate approving authority shall be acted upon within 5 working days.
    (3) It shall be the responsibility of each agency to assure that all vouchers filed with the Department are filed within the time period as prescribed by law, properly executed, certified, accurate, in proper form and properly documented. Additionally, the agency shall maintain and keep a proper record of the date of issuance of the warrant in payment thereof.
    (4) It shall be the responsibility of each agency to make prompt delivery of state warrants in payment for goods or services and reimbursements to state officers and employees which are subject to Florida Statutes § 215.422.
    (5) In the event there are exceptional circumstances for which the agency seeks a waiver in part or in whole, the agency shall attach to the voucher at the time of filing a written explanation of these circumstances. The Department shall review the written explanation and make a determination whether to grant the request by waiving in part or in whole. Such determination shall not constitute final agency action and is subject to review pursuant to subsection 69I-24.004(7), F.A.C.
    (6) In the event there is a bona fide dispute, the Department shall be specifically advised of such fact at the time the voucher is filed. If an invoice contains both disputed and undisputed items, the agency shall nevertheless comply with the filing period as prescribed by law with respect to the undisputed items, and the amounts which are undisputed shall be clearly shown.
    (7) When an error has been committed, the filing requirement prescribed by law shall be deemed to be met by the agency, provided that the voucher is otherwise timely filed. If there is an apparent or obvious failure or omission to provide to the Department proper documentation or information, which is necessary and proper for payment of the voucher, such circumstances shall not be considered to be an “”error”” as defined above. (See applicable Chief Financial Officer Memorandums for voucher documentation requirements.)
    (8) Each agency shall preferentially process all invoices which provide for discount terms and use diligence in order to obtain the savings offered by the invoice terms. Discounts shall not be taken by an agency if payment is not made within the discount period offered by the vendor.
Rulemaking Authority 17.29, 215.422(8) FS. Law Implemented Florida Statutes § 215.422. History-New 3-8-90, Amended 9-3-91, Formerly 3A-24.003.