10.0 FORM COMPLETION AND DESCRIPTION

10.1 Commitment Batch List, CO-96

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.

10.2 Purchase Order, CO-94

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.

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. 

10.3 Direct Purchase Order, CO-94DP

FORM NAME: DIRECT PURCHASE ORDER

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.

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