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. 2010-27

September 24, 2010

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Personnel Officers
Subject: New Loss Report Forms and Procedures Effective Immediately

I. AUTHORITY

Sec. 4-33a of the Connecticut General Statutes states: "All boards of trustees of state institutions, state department heads, boards, commissions, other state agencies responsible for state property and funds and quasi-public agencies, as defined in section 1-120, shall promptly notify the Auditors of Public Accounts and the Comptroller of any unauthorized, illegal, irregular or unsafe handling or expenditure of state or quasi-public agency funds or breakdowns in the safekeeping of any other resources of the state or quasi-public agencies or contemplated action to do the same within their knowledge."

II. GENERAL INFORMATION

The Comptroller's Office has been reviewing current forms and procedures to streamline processes where possible. A determination has been made to eliminate the CO-854 Report of Loss or Damage to a State Owned Automobile (Comprehensive) form. In addition, to take advantage of technology and eliminate the multiple printing of forms we are implementing an electronic process for filing the CO-853 Report of Loss or Damage to Real and Personal Property (Other Than Motor Vehicles).

III. NEW LOSS REPORT FORMS AND PROCEDURES
The following forms and procedures will be updated in the next revision to the State Property Control Manual and are in effect immediately for loss reporting purposes.

A. Report of Loss or Damage to Real and Personal Property (Other than Motor Vehicles) - CO-853

This form has been updated and can be found on the Comptroller's website: http://www.osc.ct.gov/agencies/forms/index.html/. Please complete the form on-line and send the form as an attachment to the email addresses below. Paper copies of the form will not be accepted after October 15, 2010.

Office of the State Comptroller: osc.loss@po.state.ct.us

Auditors of Public Accounts: donna.g.moore@cga.ct.gov

DAS - Insurance & Risk Management: eileen.mcneil@ct.gov

B. Report of Loss or Damage to State-Owned Automobile (Comprehensive) CO-854

The data from this form has been incorporated within the new DAS Vehicle Incident/Accident Report and has been eliminated.

C. DAS Vehicle Incident/Accident Report form

The DAS Vehicle Incident/Accident Report has replaced the form MVCU-1.

1. All losses or damages to State-owned Fleet vehicles pertaining to fire, theft, vandalism, and glass breakage of all types should be recorded on the DAS Vehicle Incident/Accident Report and will be forwarded to OSC electronically from DAS.
 
2. For State agencies that own their vehicles (non-Fleet vehicles) this new form should be sent via email to the aforementioned email addresses for the State Comptroller and the DAS - Insurance & Risk Management Division. The form is available for download at:

www.das.state.ct.us/Fleet/VehicleAccident%20Form4.pdf
 
3. All losses or damages to Fleet-owned vehicles should be sent to:

fleet.accidents@ct.gov 

IV. QUESTIONS

Please direct all questions or requests for assistance regarding this memorandum or the loss report procedure to the Comptroller's Fiscal Policy Division at (860) 702-3440 or via email to osc.loss@po.state.ct.us.


NANCY WYMAN
STATE COMPTROLLER

NW:BKH:MC

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