10.4 Lease and Rent Account - Transmittal, CO-507-1

FORM NAME: LEASE AND RENT ACCOUNT - TRANSMITTAL
PURPOSE: Submitted to the Comptroller's Accounts Payable Division for specification of original or amended lease and rent agreements.

All lease and rent account control forms (CO-507) must be attached to the transmittal form CO-507-1

DISTRIBUTION: COMPTROLLER

COMPLETION INSTRUCTIONS:

This document will not be data entered by the Comptroller and will not be used to encumber money on an appropriation. Do not submit this form with a C0-96, commitment batch list.

Follow instructions for appropriate document type:

  1. Original copy of lease and Lease and Rent Account Control, Form C0-507 must be attached to Lease and Rent Account Control - Transmittal, Form C0-507-1
  2. Change in lessee (agency) name - requires a new form C0-507 be completed and submitted with a letter of authorization (include in the letter of authorization, the original lessee's (agency name and lease number)
  3. Lessor (payee) change by quit claim/warranty deed - any change to the state's
    liability to the lessor (payee) must be supported by legal authorization.
  4. Notification of lessor (payee) change by assignment - a notarized statement of assignment must be authorized by the lessor (payee) to transfer rental payments to a third party. (If lessor is incorporated, in addition to a notarized statement of assignment, a corporate resolution must be provided.)
  5. Lessor (payee change of address) – requires a new form CO-507 be completed and submitted with a letter of authorization from lessor of change of address.
  6. Clause 14 - occupancy on a month-to-month basis notification - lessee (agency) must submit notification that they are exercising the clause 14 option until such time as a new lease is formalized.
ACCOUNTING MANUAL 5-40 OCTOBER 1998
  1. Termination of lease notice - a copy of the notification from the lessee (agency) to the lessor (payee) that the property will be vacated as of the specified date.
  2. Other - examples: flood, fire, natural catastrophe.
X-REF
NUMBER		 MAX
LENGTH
NAME/DESCRIPTION
1 DATE
Current date in month-day-year format
2 LESSEE
Name of agency leasing property
3 AGENCY NUMBER
Leasing agency number (refer to agency table 3.2 for valid agency numbers)
4 LEASE NUMBER
Assigned lease number
5 BUILDING NUMBER
Leased building number (where applicable)
6 DOCUMENT TYPE
Specify type of document: original, adjustment, clause notification, termination, other
7 LESSEE SIGNATURE
Authorized signature of lessee, title
ACCOUNTING MANUAL 5-41 OCTOBER 1998
X-REF
NUMBER		 MAX
LENGTH
NAME/DESCRIPTION
8 TELEPHONE NUMBER
Lessee's phone number
9 AGENCY NAME
Submitting agency's name
10 AGENCY ADDRESS
Submitting agency's billing address
ACCOUNTING MANUAL 5-42 OCTOBER 1998

Lease and rent account control - transmittal co-507-1

10.5 Lease and Rent Account Control, CO-507

FORM NAME: LEASE AND RENT ACCOUNT CONTROL
PURPOSE: Submitted to the Comptroller's Accounts Payable Division for identification of lease or rental agreements.
All lease and rent account control forms (CO-507) must be attached to the transmittal form (CO-507-1)

DISTRIBUTION: COMPTROLLER

COMPLETION INSTRUCTIONS:

This document will not be data entered by the Comptroller and will not be used to encumber money on an appropriation. Do not submit this form with a C0-96, commitment batch list.

The following procedures apply to all payments to the lessors (landlords) of the state, including not only basic rent, but also payments to the lessor for utilities, property taxes, parking, etc.:

  1. Funds for leased rental property are to be committed on Form C0-110, Requisition for Reservation of Funds. Each lease (or group of leases) must be assigned an identification number starting with RL1 and continued by consecutive numbers (for example: RL1, RL2, RL3, etc.)
  2. Process separate batch lists for payments for leased rental property.

    Paper processing agencies:

  3. Claims for rental payments must be received in the Office of the State Comptroller, Accounts Payable Division, no more than 10 business days prior to the payment due date.

    Paperless processing agencies should not transmit documents to the OSC until the payment due date.
ACCOUNTING MANUAL 5-43 OCTOBER 1998

  1. Before any payments will be processed for rental property, the leasing agency must submit to the Accounts Payable Division a complete package of the following documents:
    1. Lease and Rent Account Control-Transmittal (C0-507-1)
    2. Lease and Rent Account Control (C0-507)
    3. All supporting legal documentation and authorizations, including the original copy of the lease and documentation supporting any changes to lease terms or conditions.
X-REF
NUMBER		 MAX
LENGTH
NAME/DESCRIPTION
1 AGENCY NUMBER
Submitting agencies number (refer to agency table 3.2 for valid numbers)
2 LEASE NUMBER
Sequentially assigned lease number by agency
2a BUILDING NUMBER
Leased building number (where applicable)
3 AGENCY NAME & LOCATION
Lessee (payor) - agency name and address
4 LEASED ADDRESS
Location of rental property
ACCOUNTING MANUAL 5-44 OCTOBER 1998
X-REF
NUMBER		 MAX
LENGTH
NAME/DESCRIPTION
5 LESSOR NAME & ADDRESS
Lessor (payee) - payee's name and address
6 FEIN/SSN
Federal employer identification number or social security number
7 NEW LESSOR
New lessor (payee) - name and address, must be supported by a legally executed ownership document (quit claim or warranty deed)
8 FEIN/SSN
Federal employer identification number, social security number town code, or exception code along with 2 digit suffix of new lessor
9 LEASE DATE
Actual beginning and ending dates of lease period
10 PAYMENT DUE
Specify beginning or ending of period as established in block 13
11 BASIC RENT AMOUNT
Excluding items in block 14 - additional payments due
12 NEW RENT AMOUNT
Based on agency (lessee) notification of rent increase and its effective date, as supported by the lease terms and conditions or a legally executed document
ACCOUNTING MANUAL 5-45 OCTOBER 1998
13 PAYMENT PERIOD
Check appropriate box as determined by lease rental terms
14 ADDITIONAL PAYMENTS DUE
Additional payments due lessor (payee) - check box when additional liabilities are payable by the state as part of the lease terms.
15a ADDED LESSOR
Description of additional payments due lessor - can include but not limited to specific lease conditions that would better explain the state's liability.
15b ADDED VENDOR
Other contractual liabilities directly related to the leased property; directly payable to other vendors of the state.
16 DAS APPROVAL
Signature of DAS/Public Works or agency signature
17 DATE
Current date in month-day-year format (07-01-1998)
ACCOUNTING MANUAL 5-46 OCTOBER 1998

co-507 Lease and rent account control

10.6 State Purchase Requisition, SP-10

FORM NAME: STATE PURCHASE REQUISITION
PURPOSE: Submitted to the Comptroller's Accounts Payable Division attached to a purchase order, CO-95. The SP-10 is the documented justification for the request to purchase supplies, equipment, and services not covered by one of the direct purchase authorities or a Bureau of Purchases term contract
DISTRIBUTION: VENDOR, COMPTROLLER, BUREAU OF PURCHASES, AGENCY

COMPLETION INSTRUCTIONS:

This document will not be data entered by the Comptroller and will not be used to encumber money on an appropriation. Do not submit this form alone with a C0-96, commitment batch list.

X-REF
NUMBER		 MAX
LENGTH		 NAME/DESCRIPTION
1 REQUISITION DATE
Date of purchase order in month-day-year format
2 REQUISITIONING AGENCY NAME & NUMBER
Submitting (requisitioning) agency name and number
3 BUYER
Person in charge of purchasing
4 COMMODITY CODE
Each requisition should provide for the purchase of only one class of commodity or service.
ACCOUNTING MANUAL 5-47 OCTOBER 1998
X-REF
NUMBER		 MAX
LENGTH		 NAME/DESCRIPTION
5 DELIVERY DATE
Required date of delivery in month-day-year format
6 REQUISITIONING AGENCY ADDRESS
Submitting (requisitioning) agency's address
7 AGENCY CONTACT (for information)
The individual that can answer specific questions regarding the content of this form.
8 PHONE NUMBER
Agency's phone number including area code
9 SHIPPING
Where the purchase is to be shipped or where the services are to be provided.
10
HEAD OF AGENCY OR AUTHORIZED AGENT (SIGNATURE) DATE
Signature of agency head or authorized agent and the date signed.
11 ITEM NO./ITEM NUMBER
DAS purchasing classification number
12 ITEM DESCRIPTION
Describe in detail – include brand, model or catalog number if available or service to be performed.
ACCOUNTING MANUAL 5-48 OCTOBER 1998
X-REF
NUMBER		 MAX
LENGTH		 NAME/DESCRIPTION
13 QUANTITY REQUIRED
Quantity of purchased units
14 UNIT
Item's unit of measurement
15 UNIT PRICE
Price of purchased unit
16 TOTAL PRICE
Number of units x purchase price for each item
17 SUPPLIER
Supplier's name and address
18 SIGNATURE
Administrative Services authorization
19 PER
Buyers name
20 AUTHORIZATION CODE
Bureau of Purchases authorization code
21 DATE
Current date in month-day-year format
ACCOUNTING MANUAL 5-49 OCTOBER 1998

Sp-10 State Purchase Requisition

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