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. 2003-47

October 15, 2003

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers and Business Managers
Subject: Revision To The Method Of Payment For Non-Reportable Tuition Reimbursements To Employees From Union Funds (9916)

I. PURPOSE

The purpose of this memorandum is to provide agencies with additional information regarding the new process for submitting tuition reimbursement requests from Union Tuition and Training Funds (9916).

II. NEW PROCEDURE - REVISION FOR NON-REPORTABLE TUITION (ONLY)

Effective immediately and prior to submission of tuition reimbursements, agencies must review the Core-CT vendor file to see if the employee's profile has been entered. If no file exists, the agency must add the employee's information to the vendor file and complete the following sections of the State of Connecticut - Agency Vendor Form, SP-26NB Rev.4/03, which is available on line at http://www.osc.state.ct.us/agencies/forms.

  1. "Vendor Legal Business Name" - add the employee's name
  2. Taxpayer ID # - mark block "SSN"
  3. In Business Entity block check - Individual/Sole Proprietor
  4. In Business Type block under (E) Other "write" - Non-reportable employee - Tuition
  5. Under TIN, What is the primary type of business you provide for the state? Enter (E)
  6. Under TIN, What other types of business might you provide for the state? Enter (N/A)
  7. Employee's address is written in "Vendor Address"
  8. Remittance Information: mark block - Same as Vendor Address Above
  9. 1st Business Phone - complete telephone number
  10. Written signature of person authorized - signed by agency vendor processor
  11. Type or print name of authorized person - the agency vendor processor's name
  12. Title of authorized person - agency vendor processor's title

The completed Agency Vendor Form must be faxed to the Comptroller's Accounts Payable Division at (860) 702-3419. The fax cover sheet should include the agency name, contact person, e-mail address and phone number. These profiles will be entered centrally by the Comptroller's Office.

All updates and changes to vendor profiles will continue to be submitted via the update profile website. To obtain access to the (secure) update profile website, send an e-mail 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, e-mail address, phone number, agency three-letter acronym, and agency name. Each person must send an individual message.

III. SUBMISSION OF NON-REPORTABLE TUITION REIMBURSEMENT FORMS

Tuition reimbursement applications must be submitted on a timely basis to adhere to collective bargaining contracts. Under no circumstances should reimbursement requests be accumulated.

In submitting the non-reportable tuition reimbursements, please follow these instructions:

  1. Submit the original PERT-1, Application for Tuition Reimbursement with legible supporting documentation to the Comptroller's Management Services Division - Support Services Unit. If the documentation is illegible, it will be returned to the agency.
  2. The DAS Priority Log List should be sent to: Att: Linda Shackett-Blue, Department of Administrative Services, Room 422, 165 Capitol Avenue, Hartford, CT 06106 or faxed to (860) 713-7472.
  3. Send the original Certification Assistance Application Form and copies of the payment and license for recertification to the Comptroller's Management Services Division - Support Services Unit.

IV. GENERAL

Please direct all questions to the Office of the State Comptroller as follows:

Vendor File: Additions, updates and changes should be directed to Beth Macha at Accounts Payable Division, (860) 702-3405;

Fund 9916 Tuition Payments: Management Services Division, (860) 702-3327;

Memorandum Interpretation: Policy Services Division, (860) 702-3440.

 

NANCY WYMAN
STATE COMPTROLLER

NW:CG

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