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. 2007-29

August 10, 2007

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, and Business Managers,
Subject: Handling of Non-State Funds for Seminars, Conferences and Symposiums Sponsored or Hosted by State Agencies

I. PURPOSE

To provide State agencies with information regarding the proper handling of non-State funds for seminars, conferences and symposiums sponsored or hosted by State agencies. This memorandum replaces Memorandum No. 97-59.

II. PROCEDURES

The following procedures are to be adhered to when State agencies are sponsoring seminars, conferences and symposiums.

The monies or funds held in trust must be accounted for through the State accounting system.

For example:

The Comptroller's Office is sponsoring a property control seminar and each participant must pay to attend. A separate account will be established and all funds deposited to that account.

The following procedures will apply:

1. Obtain from Accounting Services a non-lapsing special identification code in the 30000 series. A separate account is not needed for each event; request a single account for all events sponsored.

2. 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 45500 as the revenue object.
 
3. Prior to processing an expenditure, a purchase order must be issued.
 
4. Expenditures are to be processed on vouchers through the Core-CT Accounts Payable module.

III. GENERAL

If monies or funds for an event are not sent directly to or deposited by the state agency to be held in trust, then this procedure does not apply.

For example:

If a state employee is a member of a national organization and the organization is holding a seminar here in Connecticut, the employee may collect the seminar fee and deposit it in a privately held bank account.

Questions may be directed to Accounting Services of the Comptroller's Office at (860) 702-3350.

 

NANCY WYMAN
STATE COMPTROLLER

NW:CH

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