Get General Accounting Expenditure, Form Gax - Iowa Department Of ... - Dhs State Ia

Filling out the General Accounting Expenditure, Form GAX is an essential process for submitting expenditure claims to the Iowa Department of Human Services. This guide will provide you with clear and step-by-step instructions for completing the form accurately and efficiently online.

Follow the steps to successfully complete the form online.

1. Click ‘Get Form’ button to obtain the form and open it in the editor.
2. Begin by filling in the budget fiscal year (FY) and the accounting period (MM/YY) at the top of the form. This information is crucial for proper financial tracking.
3. Enter the vendor customer number and document number assigned to the transaction. This helps in identifying the specific vendor related to the expenditure.
4. Provide the agency name, which in this case is ‘Department of Human Services’. Ensure it is spelled correctly to avoid any processing delays.
5. Fill in the vendor name and address, ensuring all details are accurate as this information will be used for payment processing.
6. Specify the billing address, which is typically the ordering agency's address, and ensure it matches any official records.
7. Indicate the shipping address, which may also be the Department of Human Services, if applicable.
8. Complete the terms and FOB (Free on Board) sections as required. These sections may specify the delivery terms and conditions.
9. Enter the order approval details, including who approved it, the vendor's invoice date, and the invoice number.
10. Document the quantity ordered and received, along with the unit of measure. It is important to indicate whether the items were received with a simple 'yes' or 'no'.
11. Fill out the description of the items, along with the unit price and total price for each line item.
12. Indicate if payment is to be processed through EFT (Electronic Funds Transfer) by checking the corresponding box.
13. Fill in the contract number, if applicable, for easy reference to the agreed terms with the vendor.
14. Complete the claimant’s certification section, including your title, date, and signature, confirming that the expenses were incurred and are correct.
15. If required, fill in the agency certification section with the relevant information about the appropriated funds.
16. After completing the form, review all entries for accuracy, then save your changes. You can also download, print, or share the form as needed.

Ensure you complete the General Accounting Expenditure form online for efficient processing of your expenditure claims.