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 2003-28

July 7, 2003

TO THE HEADS OF ALL STATE AGENCIES

Attention: Agency Heads, Chief Fiscal Officers and Business Managers
Subject: OSC Core-CT Instruction Memorandum For Processing Purchase Orders and Vendor File Procedures

I. Purpose:

This memorandum is to inform agencies of new processing requirements and clarify procedures for the Core-CT implementation. Some of these topics may not have been covered completely in Core-CT training sessions.

II. Purchase Orders, Personal Service Agreements and Leases:

A. Distribution: 

Agencies are reminded that purchase orders (CO-94), personal service agreements (CO-802a), Lease and Rent Account Controls (CO-507), and Lease and Rent Account Control Transmittals are NO longer submitted to the Office of the Comptroller (OSC) for pre-audit. These documents shall be submitted only when requested by the OSC Accounts Payable Division for commitment/expenditure post audit, or other specified requests. Agencies must comply with all existing statutory, contractual and procurement authorizations from the Department of Administrative Services, Office of the Attorney General, and Office of Policy and Management.

B. Purchase Order Terms and Conditions Statement:

The terms and conditions that appear on the backside of the vendor copy of the purchase order must be transmitted to the vendor in the same manner as the actual purchase order. However, it is not necessary for a state agency to continuously issue the terms and conditions for multiple purchase orders to a vendor referencing the same contract.

III. Vendor File Procedures:

Agency vendor processors are only permitted to add new vendors and inquire on existing vendors. All updates and changes must be done by the Comptroller's office. To request an update, use the vendor update forms on a secure website. For access to this website, send an email to: osc.apdvf@po.state.ct.us with "SUBSCRIBE TO VENDOR LIST" in the subject area. In the body of the message, include your name, employee number, email address, phone number, agency three-letter acronym, and agency name. Each person must send an individual message . Due to the confidentiality of the information only state employees are authorized to use this feature.

IV. Questions:

For questions regarding the distribution of commitment documents and required supporting documentation please contact Connie Castro at (860) 702-3395.
 
Vendor File additions, updates, and changes questions should be directed to Beth Macha at (860) 702-3405, or e-mail at osc.apdvf@po.state.ct.us.

NANCY WYMAN
STATE COMPTROLLER

NW:mka

Return to Index of 2003 Comptroller's Memoranda
Return to Index of Comptroller's Memoranda
Return to Comptroller's Home Page