Incentive payments shall be made once each year for the preceding year commencing in January 1975, in accordance with the following procedures: the director of the department of corrections shall supply to the chief of classification and training, division of personnel administration, on or before the second day of January of each year commencing with January 1975, a list of all eligible personnel who have received eligible educational incentive credits. The chief of classification and training shall supply the necessary forms for tabulating credits, together with the agreement form regarding time constraints as contained in § 42-56.1-2. Each staff member entitled to incentive pay shall be responsible for gathering from his or her college the official verification of subjects passed, date started and finished, semester hours achieved for that subject, and grade marks. Upon receipt of the necessary data regarding all eligible personnel from the director of the department of corrections, the chief of classification and training, division of personnel administration, will then certify the amount of educational incentive pay for each individual, and the state controller is hereby authorized to draw his or her orders on the general treasurer for payment to each eligible and qualified person.