Section 1400.20  Advanced Billings Based Upon Estimated Charges

a)         DoIT shall make reasonable efforts to bill and collect Internal Service Fund receivables in the fiscal year in which the State agency's account liability was incurred.

b)         During the lapse period, DoIT may bill State agencies in advance based on estimated charges for goods and services received by State agency when unbilled fiscal year receivables have been identified and it is unlikely that sufficient documentation will be received by DoIT in time to allow both DoIT billing process and State agency payment process to be completed during the lapse period. Computation of advance billing amounts will be based upon remaining unprocessed open work orders, authorizations without vendor invoices, and/or other similar sources. Advance billing amounts shall be based upon the best information available to DoIT at the time the advance billing is prepared.

c)         DoIT may enter into agreements with State agencies for advance billings at other times during the fiscal year based on estimated charges for goods and services to be received by the State agency during the fiscal year.

d)         DoIT shall not issue undocumented advance billings for the purpose of intentionally expending a State agency's remaining appropriation balances.

e)         DoIT shall not issue advance billings for the purpose of creating undocumented credit balances which internally transfer a State agency's unexpended appropriation balances to the following fiscal year through the credit process described in Section 1400.40.