10.7 Personal Service Agreement, CO-802A
FORM NAME: PERSONAL SERVICE AGREEMENT
PURPOSE:

Submitted or electronically transmitted to the Comptroller's Accounts Payable Division to commit funds for each approved personal services agreement.
Paperless processing agencies must hold all commitment documents until they have verified the documents are valid "V" on CAS. After they are valid, they should be promptly submitted to the Comptroller's Accounts Payable Division for pre-audit.
Form CO-802A should also be used to make revisions to an original personal service agreement due to a change in the terms or conditions of the agreement. Adjustments to accounting codes and/or commitment amounts should only be processed using Commitment Adjustment Deletion Form (CO-958).
DISTRIBUTION:
CONTRACTOR, COMPTROLLER, OPM/DAS, AGENCY, ATTORNEY GENERAL

COMPLETION INSTRUCTIONS:

Each original agreement should be assigned a document number, comprised of an identification number followed by the agency number. Identification numbers should be assigned sequentially starting with 20. Do not include the fiscal year. Do not use the same identification number more than once so that there will be no duplication of active contract numbers. For example, the first personal service agreement for Office of the Comptroller should be assigned a document number of 201202, the next 211202.

Any revision to a personal service agreement must be submitted by the agency for all amendments to the original contract agreement. The amended form C0-802A should be assigned a document number, comprised of the original document number prefaced by a two-digit amendment number (begin with 01 and consecutively increment for each subsequent amendment to a personal service agreement). For example, the first amendment to personal service agreement 201202 would be 01201202; the second amendment to personal service agreement 201202 would be 02201202, etc. All signatures originally required must be secured.

 

ACCOUNTING MANUAL 5-50 OCTOBER 1998

All terms and conditions must be complete. If the contract has been formalized on other than the C0-802A, it is required that a form C0-802A face sheet be prepared digesting the terms and conditions of payment and all applicable blocks must be completed. If all applicable signatures have been approved on the vendor's copy, the preparer of the C0-802A must sign in the signature space provided and also include the statement "see attached for original signatures".

APPROVAL REQUIREMENTS:

  1. Personal service agreements in the amount of $3,000 or less and contracts covered by a master agreement for a 12 month period require the following signatures:
    1. Agency
    2. Vendor
  2. Personal service agreements exceeding $3,000 for a 12 month period and not covered by a master agreement require the following signatures:

Individuals Only

  1. Agency
  2. Vendor
  3. Bureau of Personnel (certification statement attached to C0-802A)
  4. Secretary of the Office of Policy and Management - per memorandum - exempt from certification unless there is a specific statutory requirement.
  5. Attorney General

Corporation, Companies, & Partnerships

  1. Agency
  2. Vendor
  3. Secretary of the Office of Policy and Management - per memorandum - exempt from certification unless there is a specific statutory requirement.
  4. Attorney General

 

X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
1 PURPOSE
Purpose of form (original or amendment)

 

ACCOUNTING MANUAL 5-51 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
2 IDENTIFICATION
Personal service identification number assigned by the agency followed by the agency number.
3 CONTRACTOR NAME
Contractor's name and address (vendor federal employer identification number or social security number must be included)
4 STATE EMPLOYEE
Check box that applies - if "yes" is checked include dual employment form
5 AGENCY NAME AND ADDRESS
Submitting agency's name and billing address
6 4 AGENCY NUMBER
Submitting agency number (refer to agency table 3.2 for valid numbers)
7 16 CONTRACT PERIOD
Beginning and ending dates of contract
From date: 8 digits, MM-DD-YYYY format
To date: 8 digits, MM-DD-YYYY format
8 AGREEMENT TYPE
Master agreement, contract award and number, or neither

 

ACCOUNTING MANUAL 5-52 OCTOBER 1998
X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
9 CANCELLATION CLAUSE
Number of days written notice required for
cancellation of contract
10 DESCRIPTION
Complete description of service
11 PAY SCHEDULE
 Cost and schedule of payments
12 1 ACTION CODE
Document action code,
If original form - enter "A"
If amended form - enter "C"
13 2 DOCUMENT TYPE
 

If original form - enter "PS" (personal service agreement)

If amended form - enter "AA"
(agreement to amend document)

14 2 COMMITMENT TYPE
 If original form - leave blank
If amended form - enter "PS"
15 15 LSE. TYP./LEASE TYPE
 Leave blank

 

ACCOUNTING MANUAL 5-53 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
16 4 ORIG AGENCY
Submitting agency number (refer to agency table 3.2 for valid numbers)
17 10 DOCUMENT NUMBER
If original form- assigned by sequential number and
agency number. Sequential number should match
the sequential number portion of the identification
number in block 6. (Do not include the fiscal year)
If amended form - assigned by two digit amendment
number (starting with 01 and continuing upward
sequentially) and original personal service agreement number
18 4 COMMIT. AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with
commitment (refer to agency table 3.2 for valid numbers)
19 8 COMMIT.NO./COMMITMENT NUMBER
If original form - don't fill in
If amended form - reference original personal
service agreement document number (box 17 on
original form)
20 11 VENDOR FEIN/SSN - SUFFIX
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 document

 

ACCOUNTING MANUAL 5-54 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
21 15 COMMITTED AMOUNT
 

If original form - the amount to be currently
encumbered by this document against the
appropriation(s) involved. This amount must equal
the sum of the committed amounts on the detail lines (block 26).

If an amendment form - only list the amount of
the adjustment (if any) that is required at the time of
processing the amendment.

22 15 OBLIGATED AMOUNT
 

If original form - the total amount of the personal
service agreement.

If an amendment form - only list the amount of the
adjustment
. The obligated amount for both
originals or amendments includes amounts to be
paid in future fiscal years as well as the current
fiscal year.

23 16 CONTRACT PERIOD
 

If original form - enter the beginning and ending
dates of the contract (e.g. 01-01-1997 to
12-31-1998).

If an amendment form - extending the date,
enter the to ending date only. (Never change the
from date)

.

24 1 ACTION CODE
Transaction action code (A-add or C-change)

A - Add a new coding line. Required for all lines
when initially setting up original agreement

C -Change either coding or amounts on an existing
line; used only if amendment box is checked

 

ACCOUNTING MANUAL 5-55 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
25 2 COMM. LINE NO./COMMITMENT LINE NUMBER
If original form - sequentially assign line numbers
to each detail line on this document. This line
number must be referenced by expenditure
documents and by future amendment/adjustment
documents.
If amended form - reference the original
commitment document's line number for
adjustments or deletions. To add a new line to an
existing commitment, sequentially add line numbers
for new lines.
Up to 99 lines may be used for each document. For
additional lines use form CO-956 and write "see
attached coding continuation" on last detail line of
this document.
26 15 COMMITTED AMOUNT
If original form - the amount of money
committed/reserved for the specific
appropriation/object combination referenced on this
line. The committed amounts on all detail lines
must equal the total committed amount in block 21.
If amended form - any adjustment to the original
committed amount.
27 4 COMM. AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with
commitment (refer to agency table 3.2 for
valid numbers)
28 7 COST CENTER
Fund & special ID (SID) related to the
appropriation which is charged (refer to table 3.1 for
valid funds).

 

ACCOUNTING MANUAL 5-56 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
29 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)
30 4 FUNCTION
Complete description of service
31 9 ACTIVITY
Nine position activity code used by agencies to
further classify the committed amount.
32 7 EXTENSION
Field available to agencies for additional
classification of commitment. This field will not be
data entered centrally.
33 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.
34 STATUTORY AUTHORITY
Reference to state statutory number pertaining to
purchasing authority

 

ACCOUNTING MANUAL 5-57 OCTOBER 1998

 

ACCEPTANCES AND APPROVALS
X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
35 2 CONTRACTOR
Authorized signature, title, date
36 AGENCY
Authorized official, title, date
37 OFFICE OF POLICY & MGMT./DEPT. OF
ADMIN. SERV.
Authorized signature from Office of Policy &
Management/ Dept. of Administrative Services,
title, date - Per memorandum from Secretary of
OPM dated September, 1986 exempt from
certification unless there is a specific statutory
requirement.
38 ATTORNEY GENERAL(APPROVED AS TO FORM)
 Authorized signature, date

 

ACCOUNTING MANUAL 5-58 OCTOBER 1998

co802a personal service agreement

10.8 Requisition for Reservation of Funds, CO-110
FORM NAME: REQUISITION FOR RESERVATION OF FUNDS
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for one time payments for the same type of expenditures to multiple different vendors.

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

COMPLETION INSTRUCTIONS:

This form is used to establish a reservation commitment/category account number. The document is not prenumbered so that the requisition numbers below may be used in conjunction with an agency's number to identify each reservation account. Line items on a reservation category relate to a specific appropriation; object level coding is not required. Each particular requisition category for a general commitment is shown below:

Standard
Reservation #
Category
1 Utility service and fuel items
2 Inter-agency claims
3 Federal and other than federal grants
4 Postal charges
5 Refunds of taxes, tuitions, etc.
6 Travel and other related expenses
7 Miscellaneous purchases of $1,000.00 or less, use Direct Purchase
Order, Form C0-94DP
8 All petty cash replenishment charges
9 to 19 For one time payments or highly variable payments for the same types of expenditures to multiple, different vendors. May be used only when written approval has been given by the Comptroller's Accounts Payable Division. Approval requests must be re-submitted at the start of each fiscal year in accordance with Memorandum No. 98-14. All the above reservation categories are used in conjunction with document type "RR".

 

ACCOUNTING MANUAL 5-59 OCTOBER 1998

 

Lease
Reservation #

Category
1,2,3..
Funds for leased rental property. Each lease should be assigned an identification number starting with 1 and continuing 2, 3, etc. for each lease.

All leased property reservation categories are used in conjunction with document type "RL".

The requisition for reservation of funds form must be submitted with a C0-96, commitment batch list.. A separate form CO-11O must be used to establish each requisition category.

Changes to reservations may be made directly by form CO-958, commitment adjustment/deletion. This form would be used to commit additional money to an existing line item (appropriation), or to add a new line item (appropriation)

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
1 AGENCY NAME
Submitting agency's name
2 COMMITMENT BATCH NUMBER
Sequentially assigned by agency within fiscal year
3 DATE
Current date in month-day-year format that form
was completed
4 AGENCY ADDRESS
Submitting agency's billing address

 

ACCOUNTING MANUAL 5-60 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
5 TELEPHONE
Preparer's phone number including area code
6 FUND DESCRIPTION
Explanation of intended use of funds - the
description should be in sufficient detail to permit
identification of relative expenditure vouchers when
presented for audit and payment.
7 1 ACTION CODE
Document action code (A), preprinted
8 2 DOCUMENT TYPE
Requisition for reservation of funds (RR) or for
Reservation for lease (RL)
9 COMMITMENT TYPE
Shaded area - don't fill
10 1 LSE. TYPE/LEASE TYPE
RR - Leave blank for general reservation categories (1-19).

RL - Enter an "O" (for operating lease) or "C" (for capital lease) as appropriate.

11 4 ORIG. AGENCY/ORIGINATING AGENCY
Submitting agency number (refer to agency table 3.2 for valid numbers).

 

ACCOUNTING MANUAL 5-61 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
12 10 DOCUMENT NUMBER
Agency assigned number comprised of reservation number and four digit agency number. (Reservation number may be comprised of up to 6 digits when establishing lease agreements).
13 COMM.AGCY./COMMITMENT AGENCY
Agency committing reservation
14 11 VENDOR FEIN/SSN - SUFFIX
 

RR - Leave blank for general reservations 9-19

RL - 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 document.

15 15 COMMITTED AMOUNT
Enter the total amount to be committed against the appropriation(s) involved at this time. This amount must equal the sum of the committed amounts on the detail lines (Block 20).
16 15 OBLIGATED AMOUNT
RR - Leave blank for general reservation categories (1-19).

RL - Valid for reservation of lease only. Enter the total state liability for the life of the lease. Include the estimated amount for additional payments due the lessor, e.g. taxes, parking, etc.

 

ACCOUNTING MANUAL 5-62 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
17 16 CONTRACT PERIOD
RR - For general reservation categories (1-19) do not enter dates.

RL - Enter the beginning and ending dates of the lease.

From date: 8 digits, MM-DD-YYYY format

To date: 8 digits, MM-DD-YYYY format

18 1 ACTION CODE
.Transaction action code (A), preprinted
19 2 COMM. LINE NO./COMMITMENT LINE NUMBER
Sequentially assign line numbers to each detail line on this document. Up to 99 lines may be used for each document. This line number will be referenced by expenditure documents to liquidate commitment line items and by commitment adjustment documents. For additional lines use form CO-956 and write "see attached coding continuation" on last line of the document.
20 15 COMMITTED AMOUNT
The amount of money to be committed/reserved for the specific appropriation referenced on this line. The committed amounts on all detail lines must equal the total committed amount in block 15.
21 4 AGCY./AGENCY
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers).

 

ACCOUNTING MANUAL 5-63 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
22 7 COST CENTER
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds)
23 5 OBJECT (RL ONLY)
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)
24 4 FUNCTION (RL ONLY)
Four position function code used by agencies to further classify the committed amount.
25 9 ACTIVITY (RL ONLY)
Nine position activity code used by agencies to further classify the committed amount
26 7 EXTENSION (RL ONLY)
Field available to agencies for additional classification of commitment. This field will not be data entered centrally.
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.

  

ACCOUNTING MANUAL 5-64 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
28 AGENCY SIGNATURE
Authorized agency signature. May not be the same individual authorizing the batch header (CO-19).
29 TITLE
Title of authorized individual who signed this form
30 DATE
Current date, in month-day-year format, that this form was signed.
31 APPROVED FOR THE COMPTROLLER
Authorized signature.
32 TITLE
Title of individual signing as the authorized signature for the Comptroller.
33 DATE
Current date in month-day-year format.

 

ACCOUNTING MANUAL 5-65 OCTOBER 1998

co110 requisition for reservation of funds

 

10.9 Travel Authorization Request, CO-112
FORM NAME: TRAVEL AUTHORIZATION REQUEST
PURPOSE: The Office of the State Comptroller administers the fund for Tuition, Training and Travel Reimbursements applicable to certain collective bargaining units. Travel Authorization Requests (CO-112) requests must be submitted to the Comptroller's Office for approval.
DISTRIBUTION: COMPTROLLER, EMPLOYEE, 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 with a C0-96, commitment batch list. After this form is completed, forward all parts to:

Office of the State Comptroller,
Support Services
55 Elm Street
Hartford, CT. 06106

Each expenditure exceeding $25 or more must be supported by an original voucher or receipt and should be submitted on an Employee Voucher Form C0-17XP.

Refer to section 3 of expenditure forms completion for special considerations of travel authorizations and revisions of travel authorizations.

 

X-REF
NUMBER
MAX
LENGTH
NAME/DESCRIPTION
1 DATE OF REQUEST
Date travel authorization request completed by employee
2 T. A. NUMBER/TRAVEL AUTHORIZATION NUMBER
Assigned travel number, begin with number 1 each fiscal year.
ACCOUNTING MANUAL 5-66 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
3 AGENCY
Submitting agency's name, unit, address, and business office phone number
4 EMPLOYEE NAME
Employee for whom authorization is requested
5 EMPLOYEE NUMBER
Employee identification number
6 TITLE
Title of employee for whom travel authorization is requested.
7 BARGAINING NUMBER
Collective bargaining identification
8   WORK TELEPHONE
Office phone number of employee for whom travel authorization is requested.
9 HOME TELEPHONE
Home phone number of employee for whom travel authorization is requested.
10 DUTY STATION
Complete address of official duty station.

 

ACCOUNTING MANUAL 5-67 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
11 ITINERARY
Travel schedule (from/to) if departing from home check box
12 DATES
Time period of travel (from/to)
13 MISCELLANEOUS INFORMATION
Parking permit required, actual time of departure and return
14 OBJECT OF TRAVEL
Declare reason for travel (attach substantiating documents)
15  TYPE OF TRAVEL
Means of transportation (air, first class rail, state-owned car, personal car, agency car, other)
16 ITEMIZED COST
Itemize airfare, lodging, meals, tax, gratuities, personal mileage, taxis, registration fee, other
17 TOTAL COST
Sum of itemized travel costs
18 ACTION CODE
Leave blank

 

ACCOUNTING MANUAL 5-68 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
19 LINE NUMBER
Leave blank
20 COMMITTED AMOUNT
The amount of money to be reserved for the specific appropriation/object combination referenced on this line. The committed amounts on all detail lines must equal the total committed amount in Block 17.
21 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.
24 AGENCY TAIL
(A) Function - four position function code used by agencies to further classify the committed amount.

(B) Activity - nine position activity code used by agencies to further classify the committed amount.

 

ACCOUNTING MANUAL 5-69 OCTOBER 1998

 

X-REF
NUMBER
MAX
LENGTH

NAME/DESCRIPTION
25 EXTENSION
Field available to agencies for additional classification of commitment. This field will not be data entered centrally.
26 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.
27 SIGNATURE
Signature of employee who will claim reimbursement.
28 APPROVED BY
Signature of supervisor, division head, director or dean
29 AUTHORIZED BY
Agency head or authorized individual
30 OFFICE OF THE STATE COMPTROLLER
Current date (month-day-year) and authorized signature from Comptroller's Support Services Section

 

ACCOUNTING MANUAL 5-70 OCTOBER 1998

co112 travel authorization request

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