Answer: A vendorís claim for goods or services which has been incurred but not paid prior to the end of the fiscal year, and does not affect the validity or the contractual liability of the State, is subject to the Administrative Adjustment payment process.
To be eligible for payment under the Administrative Adjustment process, the goods or services must have been received prior to July 1 of the current fiscal year. Any exceptions to this policy will be handled on a case-by-case basis by ADOA. There must also be a sufficient balance remaining in the reverted appropriation line to pay the claim.
Any vendorís claim subject to Administrative Adjustment which is $300.00 or less per vendor may be paid out of the current yearís appropriation rather than through the Administrative Adjustment process. Payment must be determined to be within the best interest of the State and approved by the Director of the Department of Administration. These payments can only be made out of the same appropriated line item.
Proper planning to schedule the procurement and receipt of good or services previous to June 30 every fiscal year will help minimize Administrative Adjustment requests from your budget unit and will therefore minimize the extra time needed to justify Administrative Adjustment requests. Please see A.R.S. ß 35-191 for more detail.