2 AAC 15.130 - Electronic disbursements
(a) A state agency
shall make a disbursement to a payee by electronic methods in accordance with
AS
37.25.050(a), unless the
(1) state agency has determined that another
disbursement method is required or permissible under
AS
37.25.050(b)(1), (3), (5), or
(6); or
(2) payee declines when offered the option of
electronic disbursement methods authorized under
AS
37.25.050(b)(2), (4), or
(5).
(b) A determination under (a)(1) of this
section allowing a disbursement method to a payee other than electronic must be
documented in writing by the state agency and retained in accordance with the
state agency's retention schedules for financial documents.
(c) A state agency shall offer electronic
disbursement methods to each of its payees unless the state agency has
determined, in writing, that another disbursement method is required or
permissible under
AS
37.25.050(b).
(d) A state agency shall send an offer of
electronic disbursement methods at least once to the address on record for each
payee of the state agency, and shall specify in that offer a date on or before
which the payee may respond.
(e)
The department will send an offer of electronic disbursement methods at least
once to the address on record for each payee on the central vendor master file
and to each state employee, and will specify in that offer a date on or before
which the payee or employee may respond.
(f) A state agency is responsible for sending
an offer of electronic disbursement methods to a payee who receives
disbursements from the state agency and who is not on the central vendor master
file, and shall specify in that offer a date on or before which the payee may
respond.
(g) If a payee notifies
the offering state agency that it rejects the offer of electronic disbursement
methods, another method of payment must be used.
(h) If a payee is sent an offer of electronic
disbursement methods, and the payee does not respond on or before the date
specified for a response, the state agency shall, and the department will,
consider the lack of response to be an election for another disbursement
method.
(i) A payee may opt for
electronic disbursement methods at any time for disbursements that state
agencies make electronically, even after a rejection by the payee under (g) or
(h) of this section of an offer of electronic disbursement methods.
(j) Documentation of offers of electronic
disbursement methods and payee responses must be retained by the offering state
agency and department in accordance with applicable retention schedules for
financial documents.
(k) in this
section,
(1) "central vendor master file"
means the list of payees maintained within the statewide accounting system in
the department;
(2) "department"
means the Department of Administration;
(3) "payee" means an entity or individual
receiving a disbursement from a state agency; "payee" includes vendors,
employees, grantees, recipients, beneficiaries, and clients.
Notes
Authority:AS 37.05.020
AS 37.25.050
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