§ 4-13-2-20 — Advance payments; special disbursements

(a) Except as otherwise provided in this
section or IC 12-8-10-7, payment for any services, supplies, materials,
or equipment shall not be paid from any fund or state money in
advance of receipt of such services, supplies, materials, or equipment
by the state.
(b) With the prior approval of the budget agency, payment may be
made in advance for any of the following:
(1) War surplus property.
(2) Property purchased or leased from the United States
government or its agencies.
(3) Dues and subscriptions.
(4) License fees.
(5) Insurance premiums.
(6) Utility connection charges.
(7) Federal grant programs where advance funding is not
prohibited and, except as provided in subsection (i), the
contracting party posts sufficient security to cover the amount
advanced.
(8) Grants of state funds authorized by statute.
(9) Employee expense vouchers.
(10) Beneficiary payments to the administrator of a program of
self-insurance.
(11) Services, supplies, materials, or equipment to be received
from an agency or from a body corporate and politic.
(12) Expenses for the operation of offices that represent the state
under contracts with the Indiana economic development
corporation and that are located outside Indiana.
(13) Services, supplies, materials, or equipment to be used for
more than one (1) year under a discounted contractual
arrangement funded through a designated leasing entity.
(14) Maintenance of equipment and maintenance of software if
there are appropriate contractual safeguards for refunds as
determined by the budget agency.
(15) Exhibits, artifacts, specimens, or other unique items of
cultural or historical value or interest purchased by the state
museum.
(c) Any agency and any state educational institution may make
advance payments to its employees for duly accountable expenses
exceeding ten dollars ($10) incurred through travel approved by:
(1) the employee's respective agency director, in the case of an
agency; and
(2) a duly authorized person, in the case of any state educational
institution.
(d) The state comptroller may, with the approval of the budget
agency and of the commissioner of the Indiana department of
administration:
(1) appoint a special disbursing officer for any agency or group of
agencies whenever it is necessary or expedient that a special
record be kept of a particular class of disbursements or when
disbursements are made from a special fund; and
(2) approve advances to the special disbursing officer or officers
from any available appropriation for the purpose.
(e) The state comptroller shall issue the state comptroller's warrant
to the special disbursing officer to be disbursed by the disbursing
officer as provided in this section. Special disbursing officers shall in
no event make disbursements or payments for supplies or current
operating expenses of any agency or for contractual services or
equipment not purchased or contracted for in accordance with this
chapter and IC 5-22. No special disbursing officer shall be appointed
and no money shall be advanced until procedures covering the
operations of special disbursing officers have been adopted by the
Indiana department of administration and approved by the budget
agency. These procedures must include the following provisions:
(1) Provisions establishing the authorized levels of special
disbursing officer accounts and establishing the maximum
amount which may be expended on a single purchase from special
disbursing officer funds without prior approval.
(2) Provisions requiring that each time a special disbursing officer
makes an accounting to the state comptroller of the expenditure
of the advanced funds, the state comptroller shall request that the
Indiana department of administration review the accounting for
compliance with IC 5-22.
(3) A provision that, unless otherwise approved by the
commissioner of the Indiana department of administration, the
special disbursing officer must be the same individual as the
procurements agent under IC 4-13-1.3-5.
(4) A provision that each disbursing officer be trained by the
Indiana department of administration in the proper handling of
money advanced to the officer under this section.
(f) The commissioner of the Indiana department of administration
shall cite in a letter to the special disbursing officer the exact purpose
or purposes for which the money advanced may be expended.
(g) A special disbursing officer may issue a check to a person
without requiring a certification under IC 5-11-10-1 if the officer:
(1) is authorized to make the disbursement; and
(2) complies with procedures adopted by the state board of
accounts to govern the issuance of checks under this subsection.
(h) A special disbursing officer is not personally liable for a check
issued under subsection (g) if:
(1) the officer complies with the procedures described in
subsection (g); and
(2) funds are appropriated and available to pay the warrant.
(i) For contracts entered into between the department of workforce
development or the Indiana commission for career and technical
education and:
(1) a school corporation (as defined in IC 20-18-2-16); or
(2) a state educational institution;
the contracting parties are not required to post security to cover the
amount advanced.
Formerly: Acts 1947, c.279, s.22; Acts 1971, P.L.28, SEC.1. As
amended by P.L.28-1983, SEC.12; P.L.14-1984, SEC.7; P.L.24-1985,
SEC.5; P.L.5-1988, SEC.23; P.L.25-1988, SEC.2; P.L.18-1991, SEC.7;
P.L.17-1991, SEC.8; P.L.2-1992, SEC.31; P.L.20-1992, SEC.1;
P.L.21-1992, SEC.1; P.L.19-1992, SEC.1; P.L.1-1993, SEC.17;
P.L.13-1994, SEC.1; P.L.34-1995, SEC.1; P.L.21-1995, SEC.4;
P.L.6-1996, SEC.5; P.L.49-1997, SEC.14; P.L.155-2002, SEC.1;
P.L.4-2005, SEC.16; P.L.1-2005, SEC.62; P.L.160-2006, SEC.1;
P.L.2-2007, SEC.36; P.L.234-2007, SEC.72; P.L.210-2015, SEC.1;
P.L.9-2024, SEC.91.