§ 35-191 — Administrative adjustment; refunds; presentation and disposition of claims; report; exemption

A. A claim against this state arising out of contractual relations that has not been paid because of failure to file within the time prescribed by law, or because of any other technical defect not affecting the validity or the contractual liability of this state, is subject to administrative adjustment as provided in this section. A claim against this state arising from orders for goods or services made in one fiscal year and received in the next fiscal year is subject to administrative adjustment as provided in this section if written documentation is provided by the ordering budget unit and written approval is granted by the director of the department of administration. The budget unit shall keep on file the written documentation and authorization by the director.

B. If a claim from the prior fiscal year is presented within one year and if sufficient funds remain in the reverted appropriation to pay the claim, the department of administration, on approval of the claim, shall draw a warrant, check or electronic funds transfer voucher to pay the claim and the warrant, check or electronic funds transfer voucher shall be paid out of the fund to which the unused appropriation reverted.

C. If a claim is presented that is more than one fiscal year and less than four fiscal years old and if sufficient monies remain in the reverted appropriation to pay the claim, the department of administration shall present the claim to the legislature requesting an appropriation of monies sufficient to pay the claim.

D. A claim of $300 or less from a prior fiscal year presented for payment on or before June 30 of the fourth subsequent fiscal year may be paid out of an available current year appropriation of the budget unit if the claim is determined to be in the best interest of this state and is approved by the director of the department of administration.

E. A claim for refund on any fee, license, permit or erroneous payment, the revenue having been placed in any separate fund or the state general fund, is subject to this section if no specific provision for refund is prescribed by law. If a claim for refund is approved, payment shall be made from any unexpended or unappropriated balance in the separate fund or the state general fund.

F. If this state's liability cannot be determined until a subsequent fiscal year but is resolved administratively after one fiscal year, the claim shall be paid from the appropriation for the year in which the liability is determined in accordance with the procedures established by the department of administration.

G. All claims filed under this section shall be presented to the department of administration in the manner prescribed by law and procedures established by the department of administration for presentation and audit of claims.

H. On or before November 1 of each year, the director of the department of administration shall submit a report to the director of the joint legislative budget committee listing the written approvals granted by the director of the department of administration for administrative adjustment of orders for goods or services made in one fiscal year and received on or after August 31 of the next fiscal year.

I. This section does not apply to a claim for damages for injury to a person or property or to any claim if the goods or services were received four fiscal years before the presentation of the claim.