approvals - transicion2016.pr.gov

Document Owner: Finance Division

Document Number: OP-0011-V5 Pre-Intervention-Procedure

Page: 1 of 17

Effective Date: March 15, 2016

APPROVALS

Area Approver: Narda Marquez Signature:

Administrative Approver: Nelson Figueroa Signature: Date:

Quality Approver: Raquel Roman Signature: Date:

1. Objective

Establish adequate guidance to verify documents' accuracy and if the expenses presented followed State laws and regulations, as part of the Pre-Intervention process for accounts payables.

2. Legal Authority

For the execution of this procedure, the following laws and regulations should be observed: • Law 230 of July 23, 1974, as amended, known as Government Accounting Law of Puerto Rico

as disposed in its Article 12. • Regulation Number 49, Chart of Accounts for expenses applicable to the assignment of Public

Funds. • Puerto Rico Treasury Department Circular letters (various). • Regulation Number 44, Existing Non-Taxable debts in favor of the Puerto Rico Government

approved. • Regulation Number 25, Collection, Deposit, Accounting and control of public funds collected

by Official Collection Personnel or Substitutes and their Administrative Auxiliaries. • Puerto Rico Treasury Department Regulation Number 37 - Domestic Travel Expenses. • Puerto Rico Treasury Department Regulation Number 38 - Exterior Travel Expenses. • Administrative Order, Internal Procedure for the Reimbursement of Travel Expenses • 2 CFR Chapter I Parts 2-199, Chapter 11 Parts 200 and 225, Chapter XI Part 1103, Chapter

XI I Part 1201 and Chapter 15 Part 1500 - Policy issued by the federal Office of Management and Budget titled "Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards"

3. Applicability

This procedure needs to be adhered by the Finance Division when pre-intervening the following EQB's documentation: • Request Travel to the Exterior • Liquidation of Travel to the Exterior • Travel inside Puerto Rico • Voucher Payment for Purchase Orders, Contracts or Service Orders • Adjustment Reports or Payroll Corrections

• Document Number: Page:

Pre-Intervention Procedure Number 2of17

4. Organizational Roles and Responsibilities

The participating units on the management of this procedure are: • EQB Managers - Approve the invoices of services provided and submit to the Finance

Division for processing . • Property Section - Register the material and equipment receipt in FiMaS to allow for the three

way matching process. • Purchasing Section - Execute purchases utilizing rules and guidelines provided by the Puerto

Rico GSA and EQB Procurement Regulation. Create, obligate and issue corresponding Purchase Orders for signed professional contracts in FiMaS.

• Finance Division - Perform a Pre-Intervention of all documents that involve payments to individuals or suppliers. Create payment voucher in FiMaS for pre-intervened invoices.

• Puerto Rico Treasury Department- Provide guidelines to the accounting for these documents by Law 230, and applicable Regulation. Print checks.

5. Definitions and Abbreviations

5.1. Definitions

Term Definition

Travel to Exterior Any travel by air or sea to a destination outside Puerto Rico main land.

Travel to Interior Travel within Puerto Rico

5.2. Abbreviations

Abbreviation Term OT Puerto Rico Department of Treasury EPA Environmental Protection Agency EQB Environmental Quality Board GSA Puerto Rico General Services Administration OMB Puerto Rico Office of Management and Budget



6. Procedure Description

6.1. Request for travel to the Interior and the Exterior

6.1.1. The employee requiring the travel to the interior follows the steps detailed on the Travel & Expenses Procedure, OP-0020.

6.1.2. The Pre-Intervention personnel verifies the correctness, exactness, and compliance with state laws and Regulation Number 37 of DT for Interior Travel; and Regulation 38 and State Laws for Exterior Travel using the EQB Travel Expense Payment Checklist, Form 7.1.

6.1.3. For travel to the exterior, the Pre-intervention personnel fills Form SC 7 41, "Liquidaci6n de Fondos Anticipados a Oficiales Pagadores Especiales en Misiones fuera de Puerto Rico", Form 7.2.

6.1.4. For travel to the exterior, the Pre-Intervention personnel verifies that the employee has no previous travel liquidations pending.

6.1.5. For travel to the exterior, the Pre-Intervention personnel submits Form SC 7 41 to the Finance Division Supervisor for approval and signature.

6.1.6. The Pre-Intervention personnel verifies the account codes and creates the payment voucher in FiMaS. For details on how to create the payment voucher refer to Accounts Payable SOP, OP-0018.

r-P '(-;'>.- For detail steps to follow in the FiMaS application, please refer to the Accounts Payable User Manual, Section called Budget Checking Process.

6.1 . 7. The Finance Division Secretary distributes the original Forms SC 866 (Form 7.3), one to the Budget Division and one for filing .

6.2. Voucher Payment for Professional Service Invoice, Invoice from Purchase Orders and Invoice from Service Orders

The pre-intervention process of Voucher Payments to verify corrections of documents and compliance with Federal and State Laws for Purchase Orders Invoice, Professional Services Invoice and Service Orders Invoice is performed by the Accounts Payable Clerk. Pre-Intervention process must be performed no later than five (5) days after the certified invoice has been received in the Finance Division from the EQB Manager.

Invoices received that have no valid contract or Purchase Order cannot be processed. EQB Manager that approved the invoice should be notified of the situation, so they can contact the service provider to make the necessary adjustments.

6.2.1. Accounts Payable Clerk receives invoice

a. Service Invoices are received from the EQB Manager or designated personnel who received the service.

i. Accounts Payable Clerk creates the Hoja de Tramite (Form 7.4) to refer the invoice to the corresponding Office or Program Area



ii. Accounts Payable Clerk receives the invoice certified by the corresponding Office or Program Area

b. Invoices associated to Purchase Orders are received from the supplier.

6.2.2. Accounts Payable Clerk registers the invoice in the Aging Facturas Recibidas log (Form 7.5).

6.2.3. Accounts Payable Clerk creates the Hoja de Control (Form 7.6) for the invoice.

6.2.4. Accounts Payable Clerk completes the pre-intervention process of professional services invoices:

a. Validate that services rendered are as detailed in the contract;

b. Validate that services rendered are within the effective dates of the contract;

c. Validate cost share, if applicable;

d. Compare the rates in the invoice with the ones agreed in the contract;

e. Validate that the Supervisor/Manager approved the invoice;

f. Validate, for any payment contracts to be borne partly or wholly from federal fund, that the administrative conditions of the Cooperative Agreement are met;

g. Complete the EQB Professional Service Invoice Pre-Intervention Checklist, Form 7.7.

6.2.5. Accounts Payable Clerk completes the pre-intervention process for invoices associated to Purchase Orders:

a. Materials and equipment invoices are not registered in the Aging Facturas Recibidas log because they are already obligated in the system;

b. Accounts Payable Clerk receives the Purchase Order from the Purchasing Section;

c. Validate receiving report1;

d. Validate accounts;

e. Validate cost share, if applicable

6.2.6. Accounts Payable Clerk ' completes the pre-intervention process for invoices associated to Service Orders:

a. Validate that services rendered are as detailed in the Service Order Purchase Order;

b. Validate that services rendered are after the Purchase Order was issued;

1 For Cash on Delivery ("COD'') service invoices, the Receiving Report will NOT be available. The Accounts Payable Clerk must verify that the Purchase Order is identified as "COD".


Pre-Intervention Procedure Number 5 of 17

c. Validate cost share, if applicable;

d. Compare the rates in the invoice with the ones agreed in the Service Order Purchase Order;

e. Validate that the Supervisor/Manager approved the invoice;

f. Complete the EQB Service Orders Invoice Pre-Intervention Checklist, Form 7.8.

6.2.7. For services to be paid with EQB special funds, the Accounts Payable Clerk submits the following documents for Budget Division review and approval.

a. Accounts Payable Clerk prepares the Hoja de Tramite to refer the invoice to the Budget Division.

b. Accounts Payable Clerk refers the invoice to the Budget Division and updates the referral date in the Aging Facturas Recibidas log.

c. Budget Division personnel completes budget approval processes, as described in the Budget Execution SOP (OP-0008).

d. Budget Division sends the invoices back to Finance Division.

e. Accounts Payable Clerk receives the invoice with the Purchase Order submitted by the Budget Division.

6.2.8. The Accounts Payable Clerk verifies the account codes and creates the payment voucher in FiMaS. For details on how to create the payment voucher, refer to Accounts Payable SOP, OP-0018.

6.3. Adjustment Reports or Payroll Correction

6.3.1. The Pre-Intervention personnel receives from the Payroll Section special payrolls to verify correctness, exactness and if it is in accordance to state laws.

6.3.2. The Finance Division returns to the Payroll Section the Adjustment Reports or corrections and special payrolls to continue with the process.

• Document Number:

Pre-Intervention Procedure Number

7. Forms and Reports

7.1. EQB Travel Expense Payment Checklist

I I I ~I ~111 NV. I \I I H u I

I' I ' I l l I 11 H I\ ti

[ .,_I ...... 11!1< 0.1olHU ·-·

EQB TraveJ. Payment Checlcl.ist

Va~a:

Rmployes' s Ncll:!.e: -------------

Employee'E private addrsss: -------------

Data 0£ Travel: ------------Travel Order Humber:

GENERAL:

Pre-Intervention OCricer . The travel oz:der form (SC 1 23 1 0 SC 13231 is Yee p:z::operly Biqned . The travel oz:der clearly indicate3 the ti:ip to Yee be carried out and its purpo!le . The travel order ind icate5 t he kind of tran3por'Cation authorized and the exact date in Yee which the trip will be made . The travel order wa! issued before the employee Yee performs the trip . Travel Expense Voucher !SC 122 ) .. .. submitted to the supervi~or no later then the las t working day Yee of next moneh fz:om che trio . The name in the trave l order h the same as the Yee na:rr..e in 'Che tra'\.·el voucher . Travel Expense Voucher is properiy s igned Yee . For reim.bursen:.ent of travel cos ts employee submitted the Payment Voucher Form (SC 735) , Yee acco~anied by the original of the SC 122, as proof of payment to be made . The travel voucher was reqister in Fill~S usinq the cost sharing percentage agreed i n the Yee Cooperative Agreements

Manaqeria1 Accountant

c: No cN/A::i

c: No cN/Ac

c No cN/A::i

c: No cN/A::i

c No cN/A::i

c: No 0 NIA::1

c: No cN!Ao

c No c N/A~

c No cN/A::i

The payir.ent voucher i n Fil1aS was issued to the employee that performed the t r avel Yee c No c N/A::i

Finance Secretary

The check was issued to the employee that performed the travel

I IP age

Yee c: !lo c NIA::i

Page:

6 of 17



7.2. Liquidaci6n de Fondos Anticipados a Oficiales Pagadores Especiales en Misiones Fuera de Puerto Rico

Moc»IO SC 7•U 3t.J"'41 PR I FAS

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ESTAOO UBRE ASOCIAOO OE PUERTO RICO

l lOUIOAct6N DE FOHOOS AtffiCIPAD09A Of1CW..£$PACAOORE$ BPECIA.l..E.S EN M.ISIONES fUEAA. 0£ PUERTO RSC<>

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I I I I I I I I PARA USO DE LA AGENCIA.

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7.3. So/icitud de Orden de Viaje y Petici6n de Fondos - SC 866

ESTAOO LIBRE ASOCIADO DE PUERTO RICO Anejo 1

Ol1~n:.1il -ACC

Oof'•-ACC ccpll-.l'IJOn.!b cop11-fl.tt.AulO. soucrruo OE OROEN DE VIA.IE y PETICION DE FONDOS

IDEHT. DEL DoctJMENJO I CT IAGEN I NUUdlOC. I FECHI\ I IMPOATETOTAL TV I I I I

NOMl!RE Y PUESTO OEL SOUCITAHTE

DIRECCIOHORCtAL

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OUINOllAGE!:nlA CONFERENCIA DE ADMINISTRADORES EST. DE S EG.SOC. §""4!loTurll.tl<»

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DIRECCIOIN RESme«:IAL

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COSTO ESTIMADO DEL VIAIE Y OETALLE Tdnspcnacid n Akea Terres Ire Def:!S

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di:u: a

GU1cs de Alc(;.>rrionto ____ dlos a _ __ _ Gas'lm da Rept~n1W6n Oln>s GU100.. Exp!q.le:

PARA USO DEL SOUCITAHTE

OOSERVACtONES

PARA USO DE LA AGENCIA

I CO I

SCfc~o se a utoricc i!tl f1.ndtnl\IDO ii b ptrsCG'rZ met .. t iom:da a tmliar d\fa je ir'di:tiidtl. Ctrtifictt quo se hon se;Udo kl• Imm~•• e•lol>l.:<ides pul,,. I~"" y regbmenla. >j>£""'1i=.

PARA USO DEL RJllCIOHARIOAUTORl2ADO

A EXTEHllER LA O RDEN OE VIAIE

PARA USO DEL llEPARTAUIEUTO DE ESTAOO

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f a::hEJ Teli!rono Fech:I Titrd:fano PARA USO DEL OEPARTAMEHTO DE HACIENDll

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7.4. Hoja de Tramite

l :STADO L l llH. E A SO C.: I A DO D H

P lJ E l~T O R I C O JUNTA DE CALI DAD A MBIENTAL

OFICINA DE PRESUPUESTO, FINANZAS Y RECURSOS EXTERNOS

HOJA DE TRAMITE

fecha :

Para:

De :

RE:

Tramitar Pa ra su informaci6n Trami t ar con urqencia Favor de contest ar

--Firmar y devolver :=:::::=:::: Acci 6n per;;inente

OBSERVACIONES:

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Page:

9of1 7



7.5. Aging Facturas Recibidas

CUENTAS A PAGAR ANO FISCAL 2015-2016

FECH/\ SUPLIDOR F/\CTUAA FE CHA OR DEN CANTIOAO ANO FON DO OBSERVACIONES

• Pre-Intervention Procedure

7.6. Hoja de Control

I i l: S IAllO l .lllK~ASOCIAllO I>" '. : ;~ P U E R T 0 R I C 0

JUNTA DE CALI DAD A M BIENTAL Of!CtNo\ Ol AOM'fj!S1H.A.C:l'¢ fl

Document Number:

Number

HOJA DE CONTROL NUM. s uplid or:

Fa c tura Nlim.

Recib ido:

FE CHA COMENTARIOS

E41.:10 10 (U .lg&.JU1H ~1U.<:=.1U ~ • .l. M.t':OI ~A':.&•.:l U:..a~ flll, $&t.1::0r &1 C-111.C&, JU.o

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OF I CINA

Page:

11 of 17

FIRMA



7.7. EQB Professional Service Invoice Pre-Intervention Checklist

.

.

.

.

.

.

.

.

I U llJ ~ I •I t.I lo I \ I I 11 1 I I

I' I I I It I ( I K I t ' 11

[#.--..·•"' Ow•t•6~·

EQB Profesaionai Serviae Invoice Payment Cheok.liat

Co~any's Naz::e :

Invoice Number:

Contract Nu.'ftber: ------~------

Puz: chase O.rder thuuber:

GBNERAL:

Pre-Intervention Office~

Invoice details the gerviceg of f e r ed during the Yea o No cN/.-\c I period covered by ehe invoice I nvoice i • approved by the EQB Manager t h at c N/.·\o I received the service

Yea o No

Rates included in the Invoice are the on es agreed Yea c No c N/A o I in the siqned contract

Invoic e s ervice s were o ffered within t he period Yea a No oNl.-k I of availability o f the signed contracts

Contract .1till have f unds available to cover the Yea o No oNl • .\.c I i nvoice CO.!lt

Ihe c ontract voucher was regiseer in FiMaS U9inq

I the C0.9t s harinq percentaqe aqreed in the Yea c No cN/Ac Cooperative Agreements, if applicable

Valida te for a ny payment c ontracts to be borne

I partly or wholly from fede ral f und that T.he Yea " No o N/Ac admini strative conditions of the Coope.r:ative Aareement are met If paid with E.QB Spec i al Funds, Budget Di vi s ion

No oN/Ac I va.lidatef! funds a vailability and create Yea " corresponding Purchage Order

ll P ag e

12 of 17



7.8. EQB Service Order Invoice Pre-Intervention Checklist

~' 1 11 \IMU"l•,,lffl O I • 1 I' II I H I fl K I ( ' It

· t:-N. .. ~t.oto ...... a_.

E'QB Service Orders Invoice Payment OJ.eek.list

Coi::pany's ?-.r.u:s : ------------

I nvoi ce 1-1w:.be r: -----------Service Orde r Nwr.ber: ------------

Ssrrice Order D.a.te: ------------

CENJtRAL:

Pre- Intervention Officer • Services inv oiced a re after the purcha.se order

\las issued Invo ice is appro ved by the. EQB Mana ger that i:eceived the service

• Ra tes i n cluded in the I nvoice a re the ones agreed in 'Che Sexv ice Oz:der Purcha!!e Order Se:z:v icea rende r ed are as detailed in l:he Service Ord~ Purchase Oi:der The purchase vouc her was register in FiHaS u~inq the cost sharing percen'taqe a g-rea.d in the Co ooerativ e Aaree l[.8nts , if appli cable

If p&id with EQB Special FUnds , Budget Div i !lion validate s funds ava i lability e.nd create corre!lponding Purchil!le Order

l IP •ge

Yea c No o NI.Ac

Yee c: No o N.l . ..\o

Yea c No o N/Ac

Yes c No a N/Ac

Yea c No o NI.Ac

Yea c No c N !..\c

Page:

13 of 17



8. Tabular Summary of Procedure

Step Description Unit on Charge Outcome Time Required

45 days to process

Follow steps detailed on the payment

6.1.1 Travel & Expenses Procedure, Employee Travel & Expense Each month, Procedure execution no later than OP-0020

the last working day of the next month

Verify correctness, exactness, compliance with state laws and No more than Regulation 37 of DT for Interior

Pre-Intervention EQB Travel Expense 45 days from

6.1.2 Travel ; and Regulation 38 and personnel

Payment Checklist received to State Laws for Exterior Travel completion complete the using the EQB Travel Expense process Payment Checklist

For travel to the exterior, fill Form SC 741, "Liquidaci6n de

Pre-Intervention 6.1.3 Fondos Anticipados a Oficiales

personnel Form SC 741 1 day

Pagadores Especiales en Misiones fuera de Puerto Rico"

For travel to the exterior, verify

6.1 .4 that the employee has no Pre-Intervention

Form SC 741 1 day previous travel liquidations personnel pending

For travel to the exterior, submit

6.1.5 Form SC 7 41 to the Finance Pre-Intervention

Form SC 741 1 day Division Supervisor for approval personnel and signature

Verify account codes and create Pre-Intervention Account codes 6.1.6 verification and payment 1 day payment voucher in FiMaS personnel

voucher creation

Distribute original Forms SC Finance Division Forms SC 866

6.1 .7 866, one to the Budget Division Secretary distribution

1 day and one for filing

Receive invoice 1 day Create the Hoja de Tramite and Hoja de Tramite

6.2.1 refer the invoice to the Office or Accounts creation, invoice referral 1 day Program Area Payables Clerk and certified invoice Receive the certified invoice receipt from the Office or Program Area 3 days


Number 15 of 17 Pre-Intervention Procedure

Step Description Unit on Charge Outcome Time Required

6.2.2 Register invoice in the Aging Accounts Aging Facturas

1 day Facturas Recibidas log Payable Clerk Recibidas update

6.2.3 Create the Hoja de Control for Accounts

Hoja de Control creation 1 day the invoice Payable Clerk

Complete the pre-intervention Accounts

Professional Service 6.2.4 process for professional services

Payable Clerk Checklist 1 day

invoices Payment Voucher

Complete pre-intervention Accounts

6.2.5 process for Purchase Orders' Payable Clerk

Payment Voucher 1 day invoices

Complete the pre-intervention Accounts Service Order checklist

6.2.6 process for Service Orders' Payable Clerk Payment Voucher

1 day invoices

For services to be paid with EQB

6.2.7 special funds, submit required Accounts Required documentation

1 day documents to Finance Division Payable Clerk submission review and approval

Verify account codes and create Accounts Account codes

6.2.8 verification and payment 1 day payment voucher in FiMaS Payable Clerk

voucher creation

Receive special payrolls, from

6.3.1 Payroll Section, verify Pre-Intervention Special payrolls

1 day correctness, exactness and personnel verification accordance with state laws

Return Adjustment Reports or Adjustment Reports or

6.3.2 corrections and special payrolls

Finance Division corrections and special

1 day to Payroll Section to continue payro lls return to Payroll with the process Section



9. Document Revision Table

Revision Revision

Number Date Section Modification Justification

V1 3/12/2010 All New Procedure New Procedure

Incorporate EPA's According to EPA V2 6/17/2010 All

recommendations document was lacking

some information

V3 3/31/2014 6.0 Update process Update to reflect current process

Incorporate EPA's According to EPA V4 4/25/2014 6.0 document some sections

recommendations needed clarification

vs 1/21/2016 All Update process Update to reflect current

process


Number 17 of 17 Pre-Intervention Procedure

Table of Contents

1. Objective .............................................................................. .... ........ ... ........ .... ........ ................ 1

2. Legal Authority .......................................................................................... .......... ................ .... 1

3. Applicability ............ ... ................... ........................................................................................... 1

4 . Organizational Roles and Responsibilities ... ........................................................................... 2

5. Definitions and Abbreviations .................... ...... ............................ .. ............... ....................... ... . 2

5.1. Definitions ..... .............. ................. ... ... ......... ......................................... .. ..... .................... . 2

5.2. Abbreviations ..... ...................................................... ........................... .... .......... ............... 2

6 . Procedure Description ............................... ........................................................... .................. 3

6.1. Request for travel to the Interior and the Exterior ..... ... .... ... ......................... ..................... 3

6.2. Voucher Payment for Professional Service Invoice, Invoice from Purchase Orders and Invoice from Service Orders ............................................. .... .... .... ................. ..... ..................... 3

6.3. Adjustment Reports or Payroll Correction .. .. ............. ... ............ ....................... .......... ....... 5

7. Forms and Reports ........ .......................... ........ ................... .................................................... 6

7.1. EQB Travel Expense Payment Checklist ......................................................................... 6

7.2. Liquidaci6n de Fondos Anticipados a Oficiales Pagadores Especia/es en Misiones Fuera de Puerto Rico ....... ...... ....... ... .................. ..... .......................................................................... 7

7.3. So/icitud de Orden de Viaj e y Petici6n de Fondos - SC 866 ............................................ 8

7. 4. Hoj a de Tramite ............ ...... .... .. ... .................................................................... ................ 9

7. 5. Aging Facturas Recibidas .............................................. .................................. .............. 10

7. 6. Hoja de Control ..................................... ........................ ................................... .............. 11

7.7. EQB Professional Service Invoice Pre-Intervention Checklist ...................... ................... 12

7.8. EQB Service Order Invoice Pre-Intervention Checkl ist.. ........ ......... .. ............ .......... ........ 13

8. Tabu lar Summary of Procedure ....... .............................. ......... .. ................ ................ .......... 144

9. Document Revision Table ................ ............ ......................................................................... 16

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