16.1 Expenditure Batch Header, CO-19

FORM NAME: EXPENDITURE BATCH HEADER

PURPOSE: The transmittal form submitted to the Comptroller's Accounts Payable Division to control expenditure documents and list individual invoices that are included in the batch list

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

The expenditure batch header is a control document that lists the individual invoices included in the batch listing. This form is also used as a batch control form for data entry. All expenditure forms which are input to the Comptroller's Central Accounting System (CAS) must be submitted with an expenditure batch header attached as a cover sheet.

The certification on this form must be signed by an individual authorized by his/her agency head. This must not be the same individual who signs the Invoice/Voucher for Goods or Services (CO-17). The authorization must be current on file in the Comptroller's Accounts Payable Division.

Paperless processing agencies:

The agency copy of the expenditure batch header must be signed by the individual authorizing payment (audit releasing) electronically. This MUST NOT be same individual who approves and/or signs the Invoice/Voucher for Goods or Services (CO-17). Expenditure batch headers are only forwarded for post audit to the Comptroller's Accounts Payable Division if requested. This hard copy form must be completed as described above and retained by the agency under the conditions agreed to in the Paperless Processing Memorandum of Understanding (MOU).

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 4 AGENCY NUMBER

Number of agency submitting batch (refer to agency codes table 3.2 for valid numbers)

ACCOUNTING MANUAL 6-56 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
2  

5

 

BATCH NUMBER

Sequentially assigned by submitting agency within a fiscal year.
3 2

NO. OF DOCUMENTS

 

Number of documents in the batch. Up to 25 documents may be included in a batch.
4 15

BATCH AMOUNT

Dollar amount of batch (must equal sum of document amounts in batch)
 

5

SUBMITTED BY (AGENCY NAME)Submitting agency's name

6  

TELEPHONE NUMBER - BUSINESS OFFICE
Preparer's telephone number including area code

7

PAYEE

Payee's name

8

PAYEE LIST

For invoice listing - check box if payee list exists

9 12

PURCHASE ORDER NUMBER

Enter document type and purchase order number

 

ACCOUNTING MANUAL 6-57 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
10 REQ. FOR RES. OF FUNDS OR TRAV. AUTH..NO.

Enter document type and requisition for reservation of funds, travel authorization number, or personal service agreement number

11 AMOUNT OF INVOICE

Total amount of attached document

12 NOT APPLICABLE
13 AUTHORIZED SIGNATURE (AGENCY HEAD)

Authorized agency signature. Must not be the same individual authorizing the expenditure document(s).

14 CONTACT PERSON

Please print the name of the individual that can answer specific questions regarding the batch

15 8 DATE

Current date in month-day-year format

 

ACCOUNTING MANUAL 6-58 DECEMBER 1998

Co19 expendiure batch header

16.2 Invoice - Voucher for Goods or Services, CO-17

FORM NAME: INVOICE - VOUCHER FOR GOODS OR SERVICES RENDERED TO THE STATE OF CONNECTICUT
PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for all vendor payment claims
DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

Invoices must be submitted in batches with an Expenditure Batch Header, Form C0-19, attached as a cover sheet.

This form is used to present a claim against the state for goods sold or services rendered. It is normally prepared by both the vendor and the state agency, however, it is permissible for the state agency to complete the entire form.

All pertinent sections of the C0-17 must be completed with a full description of the claimed expenses. Do not use the statement "see attached invoice", without an explanation of what the claim is for. If a vendor invoice is attached, one of the following explanations must be provided: "services as per attached", "goods as per attached", "repair as per attached".

The document type, entered in block 3, varies with the usage of this form:

a) If the invoice is being submitted for a contracted good or service, the document type to be used is "IN".

b) If this document will produce a check for more than one payee which share the same billing ID and reportable type, the document type must be entered as "IL" for this C0-17 and an invoice listing, form C0-17L, must be attached. On the batch header, (form C0-19), the box for payee list must be checked.

ACCOUNTING MANUAL 6-59 DECEMBER 1998

52 characters of billing identification are provided for printing vendor information on the state check which will assist the vendor in reconciling the payment with his records. Abbreviations and acronyms in the vendor's language (per vendor statement) may also be used to identify the check payment thus reducing correspondence and telephone verifications. Use Remittance Statement Form CO-894 if it exceeds the above limitations.

Invoices requesting checks "returned to agency" must be completed in accordance with procedures approved by the Comptroller's Accounts Payable Division. These requests are generally due to circumstances warranting agency handling. All such claims are subject to post audit, complete justification, and supporting documentation.

The vendor's full name and address should be provided so that payment can be made by mail. Boxes 12 through 19, and 31 must be completed. This information is mandatory for payment.

Paperless processing agencies:

The hard copy form must be completed as described above and retained by the agency under the conditions agreed to in the paperless processing Memorandum of Understanding (MOU). The Invoice/Voucher for Goods or Services (CO-17) must be signed by the individual preparing/entering the document or the person receiving the goods or services rendered.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 4 AGENCY NO./AGENCY NUMBER
Submitting agency's number (refer to agency codes table 3.2 for valid numbers)
2 5 BATCH NO./BATCH NUMBER
Refer to Expenditure Batch Header, Form C0-19 for number.
3 2 DOC. TYPE/DOCUMENT TYPE
Invoice (IN), invoice listing (IL). Form C0-17L must be attached if "IL" is designated.

 

ACCOUNTING MANUAL 6-60 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
4 8 DOCUMENT NO./DOCUMENT NUMBER
Preprinted
5 15 DOCUMENT AMOUNT

Total amount of goods and/or services. This amount must equal the sum of the detail amounts in the coding section (block 25).

6 8 DOCUMENT DATE

Date the agency receives invoice from the vendor in MM-DD-YYYY format. Refer to Section 1.6 for detailed instructions on completion of document date for various common invoice situations.

7 8 RECEIPT DATE

Date goods and/or services were received or rendered in MM-DD-YYYY format. If the billing is for a period of time (services, etc.) enter the ending date of the period. Refer to Section 1.7 for detailed instructions on completion of receipt date for various common invoice situations.

8 10 COMM. NO./COMMITMENT NUMBER

Reference original commitment document for commitment number. If this claim references a general reservation, the reservation number should be entered.

9 2 COMM. TYPE/COMMITMENT TYPE

Refer to original commitment document for commitment type (PS, PO, RR, RL)

10 4 COMM. AGCY./COMMITMENT AGENCY

Agency number of appropriation charged with commitment. (refer to agency codes table 3.2 for valid numbers)

 

ACCOUNTING MANUAL 6-61 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
11 1 LIQ./LIQUIDATION

Indicate whether the obligated amount is being paid in full by the letter "F"; otherwise, leave blank. If fully liquidating a commitment, the "F" is placed in the header. If fully liquidating a line, place the "F" on that line.

 

12 1 RPT. TYPE/REPORTABLE TYPE

Reportable type (Y-yes, N-no, T-town code)

 

13 11 VENDOR FEIN/SSN - SUFFIX

List federal employer identification number, social security number, or town code, exception code, along with a 2 digit suffix number to identify location.

 

14 125 VENDOR/PAYEE

Payee's name and address

 

15 ARE YOU INCORPORATED?

Check one; yes or no

 

16 ARE YOU A NON-PROFIT ORGANIZATION?

Check one; yes or no.

 

17 52 VENDOR BILLING INFORMATION

One line of 52 characters to indicate e.g. (vendor invoice, client name, date, grant payment code) or other vendor identification information. This information will be printed on the generated check for the reconciliation of the vendor's accounts receivables.

 

ACCOUNTING MANUAL 6-62 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
18 GIVE FULL DESCRIPTION OF GOODS/AND OR SERVICES COMPLETED

Full description of goods or services completed.

19 QUANTITY

Quantity of purchased units

20 UNITS

Item's unit of measurement (e.g. box, case, package, pound)

21 UNIT PRICE

Price of purchased unit

22 AMOUNT

Number of units (x) purchase price for each item

23 1 FULL LIQ./FULL LIQUIDATION

Indicate whether specific commitment line item is being paid in full by the letter "F"; otherwise, leave blank. If fully liquidating the commitment, the "F" is placed in the header only.

24 2 COMM. LINE NO./COMMITMENT LINE NUMBER

Reference original commitment document's line number. Up to 99 lines may be listed for each document. For additional lines, use Expenditure Detail Coding Continuation, Form C0-957, and write "see attached" on last detail line of this document.

 

ACCOUNTING MANUAL 6-63 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
25 15 EXPENDED AMOUNT

That portion of the committed amount that is being paid.

26 4 AGENCY

Number of agency charged for appropriation (refer to agency codes table 3.2 for valid numbers).

27 7 COST CENTER

Fund & special ID (SID) related to the appropriation which is charged (refer to fund table 3.1 for valid funds).

28 5 OBJECT

Classification of expenditure disclosing the essential nature of the expenditure or actual items being purchased (refer to expense object 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)

 

29 4 FUNCTION

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

30 9 ACTIVITY

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

31 7 EXTENSION

Field available to agencies for additional classification of commitment. This field will not be data entered centrally.

 

ACCOUNTING MANUAL 6-64 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
32 4 F.Y./FISCAL YEAR

Current fiscal year. The higher side of the fiscal year must be used; for example, fiscal 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year.

33 AGENCY NAME AND ADDRESS

Submitting agency's name and address

34 COMMODITIES RECEIVED OR SERVICES RENDERED - SIGNATURE

Signature of person receiving goods or services rendered. This must not be the same individual authorizing the expenditure batch header.

35 RECEIVING REPORT NO./RECEIVING REPORT NUMBER

Receiving report number - See receiving report form C0-16

36 DATE(S) OF RECEIPT(S)

Date goods or services were received or rendered. If the billing is for a period of time (services, etc.) enter the ending date of the period.

SHIPPING INFORMATION
37 DATE SHIPPED

In month-day-year format.

38 FROM - CITY/STATE

City/state/zip

 

ACCOUNTING MANUAL 6-65 DECEMBER 1998

 

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
39 VIA - CARRIER

Name of shipping concern.

40 F.O.B.

Note any exception.

 

ACCOUNTING MANUAL 6-66 DECEMBER 1998

Co17 invoice for goods or services rendered to the State of Connecticut

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