State of Vermont
Agency of Administration
Department of Buildings & General Services
Policy 0025
Title: Payment Processing of Application & Certification for Payment (ACP) Forms
Date of Issue: September 18, 2002
Supersedes: Initial Policy
PURPOSE
This policy is written to clarify for of the Department Buildings and General Services (BGS) staff the procedures relative to payment of Application & Certification for Payment (ACP) forms.
POLICY
It is the policy of the Department that all Application & Certification for Payment (ACP) forms submitted by contractors to the Department will be complete and accurate before payment is issued. In no case shall the ACP be altered by the State. Payment will not be made on any ACP that has been altered.
PROCEDURE
Upon receipt of the reviewed and completed ACP submitted by the engineering staff to the Administrative Services Division for payment, the accountant or delegate shall review the submitted request to verify the form has not been altered and is in compliance with all provisions of the contract.
Any errors discovered by the accountant or delegate shall be noted and returned to engineering staff with a request for an un-altered corrected ACP from the contractor.
If the period referred to on the ACP is beyond the expiration date on the contract and the work was performed before the contract expired, a corrected ACP from the contractor is required.
If the work was performed after the contract expired, the contract shall be amended to cover the period worked following the procedures outlined in Administrative Bulletin 3.5.
Department Approval: Thomas W. Torti, Commissioner
Agency Approval Required: Kathleen C. Hoyt, Secretary