What is an A19 form used for in Washington State?

Definition and Meaning of the A19 Form

The A19 form, specifically known as the A19-1A Invoice Voucher, is a document used primarily in Washington State. It allows vendors and contractors to claim payment for goods and services provided to state agencies. Additionally, individuals can use this form to request reimbursement for certain approved expenses. The A19 form serves as an itemized invoice, detailing the charges incurred and confirming that the services or goods were delivered as agreed.

Understanding the A19 form is crucial for those engaged in business with state agencies. It ensures that all parties involved have a clear record of transactions, facilitating transparency and accountability. The form is also significant for individuals seeking reimbursement, as it provides a structured approach to submitting claims.

How to Use the A19 Form

Using the A19 form involves several key steps that ensure proper submission and processing. The form must be filled out accurately to avoid delays in payment or reimbursement. Here are the primary uses:

• Submitting Claims for Payment: Vendors fill out the A19 form to invoice state agencies for goods and services rendered.
• Requesting Reimbursements: Individuals and contractors can submit reimbursement requests for approved expenses, such as travel costs or subscription fees.
• Itemizing Expenses: The form requires detailed itemization of charges, helping to justify the payment request.

Each use case emphasizes the importance of accuracy and completeness in the information provided on the form.

How to Obtain the A19 Form

The A19 form can be obtained through various channels. It is typically available online through state agency websites, where users can download the form directly. Additionally, physical copies may be available at designated state agency offices. Here are some methods to obtain the form:

• Online Download: Visit the official Washington State agency website to download the A19 form in PDF format.
• Agency Offices: Request a physical copy at local state agency offices, where staff can provide assistance.

Ensuring you have the correct and most current version of the A19 form is essential for compliance and processing efficiency.

How to Fill Out the A19 Form

Filling out the A19 form requires attention to detail. Each section must be completed accurately to ensure that the claim is processed without issues. Here are the key sections to focus on:

• Claimant Information: Include your name, address, and contact information.
• Description of Services/Goods: Provide a detailed description of the services rendered or goods provided.
• Itemized Charges: List each charge separately, including quantities and costs, to support your claim.

After filling out the form, the claimant must sign the Vendor's Certificate, certifying that the information is accurate and complete.

Steps to Complete the A19 Form

Completing the A19 form involves a systematic approach to ensure accuracy and compliance. Here are the steps to follow:

1. Download the Form: Obtain the latest version of the A19 form from the appropriate source.
2. Fill in Your Information: Enter your name, address, and contact details in the designated fields.
3. Describe Services or Goods: Clearly outline the services provided or goods sold, ensuring clarity and detail.
4. Itemize Charges: List all charges in a detailed manner, including any relevant quantities.
5. Sign the Certificate: Sign the form to confirm that the information is accurate and complete.
6. Submit the Form: Send the completed A19 form to the relevant state agency for processing.

Who Typically Uses the A19 Form

The A19 form is utilized by a diverse group of individuals and organizations. Its primary users include:

• Vendors: Companies providing goods and services to state agencies often use the A19 form to invoice for payment.
• Contractors: Independent contractors seeking reimbursement for approved expenses, such as travel or materials, frequently submit the A19 form.
• Individuals: People who have incurred expenses related to state agency activities may also use the form to request reimbursement.

This wide range of users highlights the form's importance in facilitating financial transactions within state government operations.

Key Elements of the A19 Form

Understanding the key elements of the A19 form is essential for successful completion and submission. The main components include:

• Claimant Information: Details of the individual or entity submitting the form.
• Invoice Details: A breakdown of services or goods provided, including dates and descriptions.
• Itemized Charges: A detailed list of costs associated with the claim.
• Certification Section: A statement where the claimant certifies the accuracy of the information provided.

Each of these elements plays a crucial role in ensuring the form is processed efficiently and accurately.

Examples of Using the A19 Form

Real-world scenarios can help illustrate how the A19 form is applied in practice. Here are a few examples:

• Vendor Invoice: A company providing office supplies to a state agency fills out the A19 form to invoice for the supplies delivered, detailing each item and its cost.
• Contractor Reimbursement: A contractor who traveled to a state agency for a project submits the A19 form to request reimbursement for travel expenses, including transportation and lodging.
• Individual Expense Claim: An individual who paid for a subscription service related to a state agency's work uses the A19 form to request reimbursement, providing details of the subscription and costs.

These examples highlight the versatility of the A19 form in various contexts, demonstrating its importance in financial transactions with state agencies.