FAQs

A vendor’s 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 vendor’s claim subject to Administrative Adjustment which is $300.00 or less per vendor may be paid out of the current year’s 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. § 35-191 for more detail.

There are many AFIS reports available. There are control, standard and requestable reports. Some are available on a daily, monthly or yearly basis. Amongst these reports are the monthly reports showing agency expenditures compared to appropriations that the ADOA is statutorily responsible for furnishing to each budget unit (A.R.S. § 35-131, C.). The report names are: Appropriation Activity Detail (DAFR7470, and Appropriation Activity Summary ( DAFR7480). These reports are both offered on microfiche. Most agencies obtain their financial reports via Control D, a software that allows agencies to view their reports on-line and to print at their location. Hard copy reports are sent to off-line agencies who do not have access to AFIS and Control D. You may contact your GAO liaison to discuss your agency’s reporting needs.

First and foremost, the accounting structure of an agency must be set up on AFIS. How the structures are established depend upon the applicable reporting requirements and controls. For example, the program structure is generally established according to how agencies submit their budgets. An agency may also set up an organization structure that may be based on the organization chart of the agency. Both types of structures are used to store and report financial information on state agencies. Your GAO liaison may assist you with any questions you may have relating to setting up or changing your agency’s structures. A current listing of GAO liaisons can be found on our website. Second, the agency must obtain AFIS application security to process accounting data up to and including obtaining Warrant Authorization Cards (WAC) to pick up vendor warrants. Please see the APPLICATIONS SECURITY section for more information. Processing accounting transactions on AFIS requires appropriate knowledge and understanding of the State’s accounting policies and procedures. The ADOA-GAO establishes these accounting policies and procedures and can be found in the State of Arizona Accounting Manual. Because AFIS is a complex accounting system, the ADOA-GAO also publishes an AFIS Reference Guide. Both of these manuals can be found on our website. It is highly recommended that persons involved in the processing of accounting transactions attend the AFIS training classes offered by ADOA through the Arizona Government University (AzGU). You may register for AFIS training classes on-line at http://www.azgu.gov or call the registrar at (602) 771-AzGU (2948).

If a budget unit director deems it necessary, he/she may request that a portion of an allotment amount be transferred from one quarter to another. Once reviewed and approval or disapproval is recommended by the OSPB, the Director of the Department of Administration may independently decide to approve or disapprove the request. See A.R.S. § 35-173 for more detail and the State of Arizona Accounting Manual for specific instructions for Allotment Adjustments.