COMPTROLLER'S SEAL STATE OF CONNECTICUT

STATE OF CONNECTICUT

NANCY WYMAN
COMPTROLLER

OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775

MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 2001-14

March 2, 2001

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, and Business Managers
Subject: Handling of Funds for Seminars, Conferences and Symposiums

I. PURPOSE

To remind State agencies of the proper handling of funds involving a seminar, conference or symposium. The following information supersedes the previous Comptroller's Memorandum No. 97-59 dated November 21, 1997.

II. PROCEDURE FOR STATE EVENT

The following procedures are to be adhered to when State agencies are sponsoring or hosting seminars, conferences and symposiums.
If the monies or funds are mailed directly to the state agency and are made payable to the state agency or the State Treasurer, it must be accounted for through the State accounting system. For example: A state agency is sponsoring an internal control seminar and each participant must pay to attend. A separate account will be established and all funds will be deposited to that account.
The following procedure will apply:
1. Obtain from the Comptroller's Accounting Services Unit a non-lapsing special identification in the 300 series. A separate account is not needed for each event; request a single account for all events sponsored.
Upon approval of the account from Accounting Services, deposit the monies on Form CO-39, Deposit Slip, as restricted revenue, document type "SR" portion of the CO-39. Use 99200 as the revenue object.
3. Prior to processing any expenditures, the monies must be committed using the CO-96, Commitment Batch List.
4. Expenditures are to be processed through the Comptroller's Accounts Payable Division. Refer to the Expenditure Section of the State Accounting Manual for processing instructions.

III. PROCEDURE FOR NON-STATE EVENT

This is for an event being sponsored by an organization within the State where the funds/monies are being collected by a State employee who is a member of the organization. The funds/monies cannot be accounted for through the State accounting system. For example: If a state employee is a member of a national organization and the organization is conducting a seminar here in Connecticut, the state employee may collect the seminar fee and must deposit it in the organization's bank account.
An agency cannot establish a private bank account to support the sponsorship of a conference. The following procedure will apply:
1. The funds or monies are deposited into the established checking account of the organization.
2. The funds are disbursed according to the organization's procedures.

IV. QUESTIONS

Questions regarding establishing a 300 series account may be directed to the Comptroller's Accounting Services Unit at (860) 702-3380.
Questions regarding memorandum interpretation may be directed to the Comptroller's Policy Services Division at (860) 702-3440.

NANCY WYMAN

STATE COMPTROLLER

NW:CH

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