COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
OFFICE OF THE STATE COMPTROLLER
Kevin Lembo
State Comptroller
55 ELM STREET
HARTFORD, CONNECTICUT
06106-1775
Martha Carlson
Deputy Comptroller

MEMORANDUM NO. 2014-05

April 22, 2014

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. 2007-29.

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 SID will be established, and all funds will be deposited to that SID. The following procedures will apply:
1. Obtain from the Office of the State Comptroller's Budget and Financial Analysis Division (BFA) a non-lapsing special identification code (SID) in the 30000 series. Each agency should request only one SID to account for agency sponsored hosted seminars. A separate SID is not needed for each event; request a single SID for all events sponsored.
2. Upon approval of the SID from BFA, each agency is required to deposit the monies in the State's designated depository using a deposit slip at the bank.

3. Agencies must record the receipts on a receipts journal. Please see the Receipts section of the State Accounting Manual for information on receipts journals.
4. Record the revenue as restricted in fund 12060 and use revenue account 45500.
5. Any expenditure under $1,000 must be on the purchasing card as required under the Office of the State Comptroller's memorandum number 2011-11. For expenditures over $1000, issue a purchase order prior to processing the expenditure. 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 the Management Services Division of the Comptroller's Office at (860) 702-3440.

KEVIN LEMBO
STATE COMPTROLLER

KL:ED

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