10.0 FORM COMPLETION AND DESCRIPTION

10.1 Commitment Batch List, CO-96

FORM NAME: COMMITMENT BATCH LIST
PURPOSE: The transmittal form submitted to the Comptroller's Accounts Payable Division. Used as a batch header for a group of commitment documents.

Paperless processing agencies must hold all commitment documents until they have verified the documents are valid ("V") on CAS. After they are valid ("V"), they should be promptly submitted to the Accounts Payable Division for pre-audit.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

All authorized types of commitment documents must be submitted in batches with this form, and must be identified on this form.

Payments will not be processed when a commitment is required but has not been submitted. The orderly processing of batch lists requires that commitments be submitted at least four working days prior to the submission of the batch list (to ensure that it is posted prior to the payment).

The certification on this form must be signed by an individual authorized by the agency head. The current authorization form (CO-512) must be on file in the Comptroller's Office.

 


X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
1 4 FROM: AGENCY NUMBER
Submitting agency's number
2 5 COMMITMENT BATCH NUMBER
Sequentially assigned by agency within fiscal year
ACCOUNTING MANUAL 5-23 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
3 2 NUMBER OF DOCUMENTS
The number of commitment documents attached to the batch.
4 AGENCY NAME
Name of agency submitting batch.
5 10 TELEPHONE NUMBER
Preparer's phone number including area code.
6 COMMITMENT DOCUMENT NUMBER
The document type and number assigned to each attached commitment document
7 VENDOR NAME
The name of vendor on each attached commitment document
8 15 AMOUNT TO BE COMMITTED
The amount of each attached commitment document
9 DATA INPUT
Not applicable
ACCOUNTING MANUAL 5-24 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
10 AUTHORIZED SIGNATURE
Authorized agency certification.The individual authorizing the commitment batch list must not be the same individual authorizing the commitment document.
11 TITLE
Authorizer's title.
12 8 DATE
Current date in month-day-year format
ACCOUNTING MANUAL 5-25 OCTOBER 1998

co-96 commitment batch list

10.2 Purchase Order, CO-94

FORM NAME: PURCHASE ORDER
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for all outright purchases of commodities and equipment in excess of $1,000.
Paperless processing agencies must hold all commitment documents until they have verified the documents are valid ("V") on CAS. After the commitments are valid, they should be promptly submitted to the Accounts Payable Division for pre-audit.
Purchase orders are used for leasing, rental, and maintenance services for personal property (including EDP equipment) and for outside data entry services.

DISTRIBUTION: VENDOR, COMPTROLLER, BUREAU OF PURCHASES, AGENCY, RECEIVING

COMPLETION INSTRUCTIONS:

Purchase orders must be submitted in batches with a Commitment Batch List, Form C0-96, attached as a cover sheet. Discard all carbons before submission and do not staple purchase orders together. In the amount to be committed column of the CO-96, the committed amount listed on the purchase order document is the amount to be listed. When making subsequent commitments, reference the original purchase order number.

EDP EQUIPMENT OR SERVICES
A copy of the approved Request for Acquisition of Personal Property, Form SP-10, (purchase or lease), must accompany the purchase order when submitted to the Comptroller for contracts or acquisitions exceeding $5,000. A CO-801 is also required for all contracts for outside data entry services.

OTHER THAN EDP EQUIPMENT
Personal property, maintenance, and services covered by contract award or direct purchase authority require no other justification.

Purchase orders for leasing, rental, or maintenance services on other than EDP equipment, that are not covered by contract award or direct purchase authority, must have the approved State Purchase Requisition, SP-10, attached to the purchase order when submitted to the Comptroller.

ACCOUNTING MANUAL 5-26 OCTOBER 1998

INSTALLMENT PURCHASES, LEASE PURCHASES, AND CAPITAL LEASES
Purchase orders for the acquisition of equipment from a budgeted appropriation, where the payments extend beyond the end of the fiscal year, require either specific legislative approval (e.g. Special Act) or Finance Advisory Committee Approval (FAC). Lease agreements must be identified as capital or operating in the coding section of this form.

In the body of the purchase order, under the "Description" title type (in capitals) "INSTALLMENT PURCHASE" and state the complete contract terms, including the total contract price and the amounts to be committed in each fiscal year (consistent with the FAC approval). The total contract price should also be recorded in the "Obligated Amount" box in the coding section. Attach a copy of the FAC approval or other authorization to the purchase order.

Each purchase order must have completed the following:

a) Identify classification of encumbrance (i.e. maintenance services, data services, rentals).

b) Period contract covers - beginning (from) and ending (to) date.

c) Digest of terms and conditions such as discounts (2% - 30, net 45), schedule of payments, total liability to the state, and purchase options, if applicable.

d) Cancellation clause, if applicable.

Corrections and amendments to purchase orders should be made on amendment to a Purchase Order, Form C0-95. Additional commitments for a purchase order, or accounting code adjustments, should be made on Commitment Adjustment/Deletion Form C0-958. 

X-REF NUMBER MAX
LENGTH
NAME/DESCRIPTION
1 ISSUED BY (AGENCY)
Submitting agency's name
2 TYPE OF ORDER
Original or confirming order
ACCOUNTING MANUAL 5-27 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
3 AGENCY BILLING ADDRESS
Agency's billing address
4 TELEPHONE NO.
Preparer's phone number including area code
5 DATE OF ORDER
Date order taken
6 SHIP PREPAID TO
Shipping address, if differing from agency address
7 F.O.B. DELIVERED
Note any exception
8

8

DATE MATERIAL REQUIRED
Date the material is required
9 VENDOR NAME & ADDRESS
Vendor's name and address
10 COMM. BATCH NO./COMMITMENT BATCH NUMBER
Commitment batch number purchase order is being submitted on.
ACCOUNTING MANUAL 5-28 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
11 CASH DISCOUNT TERMS
Terms of cash discount
12 DELIVERY HOURS
Normal business hours or specified delivery hours
13 ITEM NO./ITEM NUMBER
DAS purchasing classification number
14 DESCRIPTION
Description of intended purchases, identify classification of encumbrance, (i.e. maintenance services, data services, rental) contract terms and conditions such as discounts, schedule of payments, total liability to the state, purchase option, and cancellation clause, if applicable.
15 UNIT
Item's unit of measurement (e.g. box, case, package, pound)
16 NO. OF UNITS/NUMBER OF UNITS
Quantity of purchased units
17 UNIT PRICE
Price of purchased unit
18 AMOUNT
Number of units x purchase price for each item
ACCOUNTING MANUAL 5-29 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
19

1

ACT. CD./ACTION CODE
Document action code (A), preprinted
20

2

DOC. TYP./DOCUMENT TYPE
Purchase order (PO), preprinted
21 COM. TYP./COMMITMENT TYPE
Shaded area - don't fill
22

1

LSE.TYP./LEASE TYPE
This block must be completed for all leases, lease purchases, and installment purchases of equipment.
Installment purchases or leases which meet the definition of a "capital lease" must have a "C" as the indicator. (Refer to section 5.2 for definition of a "capital lease").
Straight rentals or leases which do not meet the capital lease criteria should show an "O" (operating lease) as the indicator.
For outright purchases of equipment or for maintenance and EDP services contracts leave the lease indicator blank.
23

4

AGENCY NO./AGENCY NUMBER
Submitting agency number (refer to agency table 3.2 for valid numbers)
24

8

DOCUMENT NO./DOCUMENT NUMBER
Preprinted number (also printed in upper right hand corner of document)
ACCOUNTING MANUAL 5-30 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
25 COMM.AGCY./COMMITMENT AGENCY
Shaded area - don't fill
26 COMMITMENT NUMBER
Shaded area - don't fill
27

11


VENDOR FEIN/SSN - SUFFIX (FEDERAL EMPLOYER IDENTIFICATION NUMBER/SOCIAL SECURITY NUMBER)
List federal employer identification number, social security number, exception code 13, or town code along with a 2 digit suffix number to identify location.
The vendor FEIN/SSN, exception code or town code must exist in the CAS vendor file prior to creating the document.
28

15

COMMITMENT AMOUNT
Enter the amount that is to be initially encumbered against the appropriation(s) indicated in the coding section of the purchase order. This amount must equal the sum of the obligation amounts. Blanket purchase orders, lease rentals, and services are exempt.
29

15

OBLIGATED AMOUNT
Enter the total state liability incurred by the purchase order through the ending date of the contract. This includes amounts to be paid in future fiscal years and is equivalent to the "not to exceed"
ACCOUNTING MANUAL 5-31 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
30

16

CONTRACT PERIOD (FROM/TO)
Enter the beginning and ending dates of the contract. The ending date may be in a future fiscal year (e.g. photocopy machine rental for March 97 through February 98 would show from 03-01-1997 to 02-28-1998).
31 ACT. CD./ACTION CODE
Transaction action code (A), preprinted
32

2

COMM. LINE NO./COMMITMENT LINE NUMBER
Sequentially assign line numbers to each detail line on this document. This line number will be referenced by expenditure documents to liquidate detail commitment line items. Up to 99 lines may be used for each document. For additional lines use form C0-956. On last detail line of this document write "see attached coding."
33

15

COMMITMENT AMOUNT
The amount of money to be committed/reserved for the specific appropriation/object combination referenced on this line. (The total committed amounts on all detail lines must equal the total committed amount in block 28.)
34

4

AGCY./AGENCY
Number of agency charged for appropriation (refer to table 3.2 for valid numbers).
35

7

COST CENTER
Fund & special ID (SID) related to the appropriation which is to be charged (refer to table 3.1 for valid funds).
ACCOUNTING MANUAL 5-32 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
36

5

OBJECT
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller.
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
37

4

FUNCTION
Four position function code used by agencies to further classify the committed amount.
38

9

ACTIVITY
Nine position activity code used by agencies to further classify the committed amount.
39

7

EXTENSION
Field available to agencies for additional classification of commitment.
40

4

FISCAL YEAR
The higher side of the fiscal year must be used; (i.e. fiscal year 97-98 should be coded as 1998). Leave blank for current fiscal year--system defaults to current fiscal year.
41 D.P.A. NO/DIRECT PURCHASING AUTHORITY NUMBER
Direct purchase authority (refer to state purchasing manual)
ACCOUNTING MANUAL 5-33 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
42 CONTRACT AWARD NO.\CONTRACT AWARD NUMBER
Assigned contract award number
43 APPROVED PURCH. REQ. NO./APPROVED PURCHASE REQUISITION NUMBER
Only for other than EDP purchase, lease or maintenance
Approved purchase requisition number refer to attached SP-10 form.
44 APPROVED BY AGENCY
Authorized signature must not be the same individual authorizing the commitment batch list (CO-96).
45 PREPARED BY
The individual that can answer specific questions regarding the content of this form
46 DATE
Current date in month-day-year format
47 FOR COMPTROLLER'S USE ONLY
Comptroller's stamp for approval
ACCOUNTING MANUAL 5-34 OCTOBER 1998

co-94  purchase order

10.3 Direct Purchase Order, CO-94DP

FORM NAME: DIRECT PURCHASE ORDER

PURPOSE:

Processed for all outright purchases of commodities and equipment up to
$1,000. Do not submit to the Comptroller's Office.

DISTRIBUTION: VENDOR, BUREAU OF PURCHASES, AGENCY, RECEIVING

COMPLETION INSTRUCTIONS:

Direct Purchase Order (CO-94DP) is used for purchases which do not exceed $1,000. for one agency of a single commodity or service or related groups of commodities within a three-month period. Any purchases in excess of $1,000 should utilize Purchase Order Form C0-94.

This document will not be data entered by the Comptroller and will not be used to encumber money on an appropriation. All commitments to cover direct purchases must be set up initially on reservation category 7 using a CO-110. Further commitments or adjustments are processed using Commitment Adjustment/Deletion Form, C0-958.


X-REF NUMBER

MAX
LENGTH


NAME/DESCRIPTION
1 DELIVERY HOURS
Normal business hours or specified delivery hours
2 ISSUED BY
Submitting agency's name
3 TYPE OF ORDER
Original or confirming order
4 DATE OF ORDER
Date order was taken
ACCOUNTING MANUAL 5-35 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
5 ADDRESS
Submitting agency's billing address
6 TELEPHONE
Preparer's phone number including area code
7 DATE MATERIAL REQUIRED
Date the material is required
8 SHIP PREPAID TO
Shipping address, if differing from agency address
9 F.O.B. DELIVERED
Note any exception
10 CASH DISCOUNT TERMS
Terms of cash discount
11 VENDOR
Vendor's name and address
12 ITEM NO./ITEM NUMBER
DAS Purchasing classification #
ACCOUNTING MANUAL 5-36 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
13 DESCRIPTION
Description of intended purchases or contract terms if installment purchase. The description should be in sufficient detail to permit identification of commodities or services.
14 UNIT
Item's unit of measurement (e.g. box, case, package, pound)
15 NO. OF UNITS/NUMBER OF UNITS
Quantity of purchased units
16 UNIT PRICE
Price of purchased unit
17 AMOUNT
Number of units x purchase price for each item
18 ACT. CD./ACTION CODE
Leave blank
19 COMM. LINE NO.
Leave blank
20 COMMITTED AMOUNT
The amount of money to be committed/reserved for the specific appropriation/object combination referenced on this line.
ACCOUNTING MANUAL 5-37 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
21 AGCY./AGENCY
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers)
22 COST CENTER
Fund & special ID (SID) related to the appropriation which is to be charged (refer to table 3.1 for valid funds).
23 OBJECT
Classification of expenditure. Discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers.) The fifth position of object must be zero unless specifically approved by the Comptroller.
Object Coding is not required for this form.
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
24 4 FUNCTION
Four position function code used by agencies to further classify the committed amount.
25

9

ACTIVITY
Nine position activity code used by agencies to further classify the committed amount.
26 7 EXTENSION
Field available to agencies for additional classification of commitment.
ACCOUNTING MANUAL 5-38 OCTOBER 1998

X-REF NUMBER
MAX
LENGTH

NAME/DESCRIPTION
27

4

FISCAL YEAR
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year.
28 CHARGE TO REQUISITION FOR RESERVATION OF FUNDS NO.
Requisition for reservation of funds number (refer to form C0-110 for further instructions)
29 PREPARED BY
The individual that can answer specific questions regarding the content of this form and the date this form was completed.
30 D.P.A. NO./DIRECT PURCHASING AUTHORITY NUMBER
Direct purchase authority (refer to state purchasing manual)
31 CONTRACT AWARD NO./CONTRACT AWARD NUMBER
Assigned contract award number
32 APPROVED PURCH. REQ. NO./APPROVED PURCHASE REQUISITION NUMBER
Approved purchase requisition number on attached SP-10 form
33 APPROVED BY AGENCY
Authorized signature
ACCOUNTING MANUAL 5-39 OCTOBER 1998

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