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. 2004-05

January 30, 2004

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Personnel Officers
Subject: Travel Reimbursements to Employees from Union Funds, Previously Known as 9916

I. PURPOSE

The purpose of this memorandum is to advise agencies to resume submitting reimbursement requests for travel from Union Funds.

II. GENERAL INFORMATION

With the implementation of the HRMS module of Core-CT, payments for reportable and non-reportable travel reimbursement requests were delayed. Effective immediately, all travel reimbursements from union funds will be processed. If not yet submitted, agencies may begin to submit reimbursement requests.

III. REVISED PROCEDURES

Agencies must now use the following procedures when processing travel reimbursements.
 
1. Prior to travel, employee must complete the Travel Authorization Form (CO-112) and submit for approval. Once approved by the employee's supervisor and the agency head (or designee), the CO-112 will be forwarded to authorizing person within the agency for processing.
 
Prior Union approval must be obtained for the P-3B, P-4, NP-2, NP-3, and NP-5 unions and must accompany the CO-112.
 
2. The authorized CO-112 and back-up materials must be sent to the Office of the State Comptroller, Management Services Division, 2nd Floor, Room 219, for review and approval. The agency will receive a copy once approved.
 
3. Travel Authorizations may be returned if necessary information on the form is not completed or if:
 
- additional justification material is required
- in-state mileage is incorrect
- car rental memorandum is not attached
- union funds for travel have been exhausted
- copy of the original approved travel authorization is needed
- meal allowance does not follow union/travel regulations
- employee has exhausted the annual union allowance.
 
Refer to the Current Exception Report for detailed corrections and provide the indicated information, as applicable, and return as noted. Items that indicate union funds are exhausted should not be returned unless otherwise noted.
 
4. After travel has occurred, the employee will submit the reimbursement request on the Employee Payroll Reimbursements Form (CO-17XP-PR*) and attach all appropriate receipts. All information should be verified prior to submission of the documents in order to avoid delays.
 
5. The Addendum form must be completed if claiming meal or travel allowances. A determination will be made regarding the portion of the travel reimbursement that is reportable. Submit both non-reportable and reportable reimbursement portions on one CO-17XP-PR* form. The following information must be completed:
 
Employee Number
Employee Name and Address
Social Security Number
Advance from Petty Cash (if applicable)
Payee Certification - Payee's Signature and Date
Employee Expenditures (itemized)
Department Name
Travel Authorization Number
Period Covered (From/To) - Month, Day and Year
 
6. All documentation will be submitted to authorizing person in agency who will review all documentation for completion and accuracy and will then complete the following information on the CO-17XP-PR* form:
 
Department Payroll Code
Coding Information
Earning Code Definition (ERN/CD); Amount; Department; SID; Program ; Account; Project/Grant; Chartfield 1 and Chartfield 2 (leave blank); Budget Reference
Payee Certification - Supervisor Signature and Date, Signature of Agency Head
 
Submit the Addendum, if applicable, the original CO-17XP-PR* form and all documentation to the Office of the State Comptroller, Management Services Division, 2nd Floor, Room 219. Please retain a copy for agency records. The CO-19, Expenditure Batch Header, is no longer required when processing a CO-17XP-PR* form.
 
7. The Management Services Division will review the documentation as submitted. If an error is found, the documents will be returned to the agency for correction. Refer to the Travel Reimbursement Exception Report for detailed corrections. Errors for disallowance include, but are not limited to:
 
- lack of approved copy of travel authorization
- reimbursement does not agree with approved travel authorization
- lacks proof of payment for expenditures over $25.00
- requires authorized agency or employee signature
- addendum form required
- time of departure/arrival; from/to home required to verify meal allowance(s)
- requires correct coding
 
8. If approved, the documents will be authorized for payment. The travel reimbursement will be included in the employee's bi-weekly paycheck.
 
* The revised CO-17XP-PR form can be printed from the State Comptroller's website at www.osc.state.ct.us.

IV. CODING

Please refer to the attached Core-CT account coding when entering coding information on the CO-17XP-PR form.

V. GENERAL

Please direct all questions to the Office of the State Comptroller, Management Services Division as follows:
 
Union Travel Payments - (860) 702-3344
CO-17XP-PR Form and Memorandum Interpretation - (860) 702-3440.

NANCY WYMAN
STATE COMPTROLLER

NW:JRS:jrs

Attachment

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