16.3 Invoice Listing, CO-17L

FORM NAME: INVOICE LISTING

PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for use in grouping together multiple payments to different payees related to one invoice or billing ID (for example: grant payments to municipalities, refunds, student grants, etc.) The CO-17L may not be used when the billing ID is not unique for all payees.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

This form must be submitted with an attached invoice form C0-17.whenever multiple payees exist. This form should be referenced as an invoice listing, form C0-17L when accompanying an invoice voucher.

The IRS-1099 reportability determination must be the same for all payees on the C0-17L, i.e., all payees listed must either be "reportable", or non-reportable. "Check amount" must always be filled in.

A total of 99 payees may not be exceeded on one "IL" document. If more than 99 payees are required, two or more invoices must be used.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 1

REPORTABLE TYPE

Y-yes, N-no, T-town

2 52

BILLING IDENTIFICATION

52 characters - vendor invoice number, grant payment code, or other vendor identification information. This will be printed on the generated check.

3

PAGE

Page number out of total number of pages in this listing document

ACCOUNTING MANUAL 6-67 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
4 15

BATCH NUMBER

Refer to Expenditure Batch Header, Form C0-19, for number

5 11

FEIN/SSN-SUFFIX

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

6 15

CHECK AMOUNT

The amount of money that will be paid to vendor

7 125

PAYEE NAME AND ADDRESS

Payee's name and address

8

SUB-TOTAL

Sub-total of page

9

TOTAL

Total document amount

ACCOUNTING MANUAL 6-68 DECEMBER 1998

Co17l invoice listing

16.4Invoice - Multiple Listing, CO-17M

FORM NAME: INVOICE - MULTIPLE LISTING

PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for use in grouping together multiple payments to different payees related to one invoice or billing I.D. (for example: grant payments to municipalities, refunds, student grants, etc.) where the account coding requires that each payee be broken down into multiple fund-SID-object-function-activity combinations.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

This form must be submitted with an attached invoice form CO-17 whenever multiple payees with multiple account coding lines exist. When completing the CO-17 the document type is "IM" and not "IN".

The IRS-1099 reporting determination must be the same for all payees on the CO-17M, i.e., all payees listed must either be reportable or all non-reportable. Payment amount must be filled in.

Each payee section is provided with five lines of account coding lines. Additional lines may be used by omitting Blocks 13 through 19 of the next payee number and then continuing. This may be repeated as often as necessary to a maximum of 99 account coding lines per document. If it is necessary to use more than 99 account coding lines then two or more invoices must be used. In the event where there is more than one line of coding per payee, the maximum of 99 payees per document cannot be obtained. Therefore, more than one document will have to be prepared.

No claims are to be filed requesting the return of checks to the agency. The vendor's full name and address should be provided so that payment can be made by mail. Boxes 13 through 19 must be completed. This information is mandatory for payment.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 4

AGENCY NO./AGENCY NUMBER

Submitting agency number (refer to agency codes table 3.2 for valid numbers).
ACCOUNTING MANUAL 6-68 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
2 5

BATCH NO./BATCH NUMBER

Refer to attached Expenditure Batch Header, Form CO-19, for number.

Do not complete blocks 3 - 12. Leave blank. Theinformation required for these blocks is obtained from the covering CO-17.

3

DOC. TYPE/DOCUMENT TYPE

Shaded area - Don't fill.

4

ORIG. AGENCY/ORIGINATING AGENCY

Shaded area - Don't fill.

5

DOCUMENT NO./DOCUMENT NUMBER

Shaded area - Don't fill.

6

DOCUMENT AMOUNT

Shaded area - Don't fill.

7

DOCUMENT DATE

Shaded area - Don't fill.

8

RECEIPT DATE

Shaded area - Don't fill.

9

COMM. NO./COMMITMENT NUMBER

Shaded area - Don't fill.

ACCOUNTING MANUAL 6-70 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
10

COMM. TYPE/COMMITMENT TYPE

Shaded area - Don't fill.

11

COMM. AGCY./COMMITMENT AGENCY

Shaded area - Don't fill.

12

LIQ./LIQUIDATION

Shaded area - Don't fill.

13 125

PAYEE

Payee's name and address. Also, indicate the payee number (1, 2, 3, etc.).

14 11

VENDOR FEIN/SSN - SUFFIX

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

15 1

RPT. TYP./REPORTABLE TYPE

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

16 15

PAYMENT AMOUNT

Total amount of goods and/or services. This amount must equal the sum of the detail amounts in the coding section (block 23).

17 1

ARE YOU INCORPORATED?

Check one; Y-Yes, N-No.

ACCOUNTING MANUAL 6-71 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
18 1

ARE YOU A NON-PROFIT ORG. ORGANIZATION?

Check one; Y-Yes, N-No.

19 52

VENDOR BILLING INFORMATION

One line of 52 characters to indicate a vendor invoice number, grant payment code, or other vendor identification information. This identification will be printed on the generated check for reconciliation of the vendors account receivables

20

PAYEE NO./PAYEE NUMBER

Refer to block 13 for this number.

21 1

FULL LIQ./FULL LIQUIDATION

Indicate whether specific commitment line item is being paid in full by the letter "F"; otherwise, leave blank. Indication of full liquidation will designate that the specific line on the commitment, referenced in block 22, should be closed.

22 2

COMM. LINE NO./COMMITMENT LINE NUMBER

Reference original commitment document's line number.

23 15

EXPENDED AMOUNT

That portion of the committed amount that is being paid.

ACCOUNTING MANUAL 6-72 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
24 4

AGCY/AGENCY

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

25 7

COST CENTER

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

26 5

OBJECT

Classification of expenditure disclosing the essential nature of the expenditure or actual items being purchased (refer to expense objects 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)
27 4

FUNCTION

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

28 9

ACTIVITY

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

29 7

EXTENSION

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

ACCOUNTING MANUAL 6-73 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
30 4

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.

31

AGENCY NAME AND ADDRESS

Submitting agency's name and address.

RECEIVING INFORMATION
32

COMMODITIES RECEIVED OR SERVICES RENDERED - SIGNATURE

Signature of person verifying goods or services received.

33

RECEIVING REPORT NO.

Receiving report number. See receiving report form CO-16.

34

DATE(S) OF RECEIPT(S)

Date goods or services received in month-day-year format. Use end date if a range. Same as receipt date in block 7 of CO-17.

ACCOUNTING MANUAL 6-74 DECEMBER 1998

Co17m invoice multiple listing

16.5Employee Voucher, CO-17XP

FORM NAME: EMPLOYEE VOUCHER

PURPOSE: Submitted to the Comptroller's Payroll Services Division for all payments except non-reportable tuition and travel (9916) to state employee's (professional development).

DISTRIBUTION: COMPTROLLER, AGENCY, EMPLOYEE

COMPLETION INSTRUCTIONS:

Employee vouchers for tuition reimbursement must be submitted in batches with an Expenditure Batch Header, Form C0-19, attached as a cover sheet. Tuition reimbursement for fund 9916 must be on its own batch listing. The Comptroller's Business Office will assign the batch number and approve the listing; the Comptroller's Office will not accept batch listings for 9916 submitted and authorized by the agency.

Each expenditure of $25.00 or more must be supported by an original voucher or receipt (Sec 3-117). No claims are to be filed for reimbursement of expenses without documenting the actual expenditure. Failure to attach required documentation to the claims for reimbursement is a violation of DAS/General Letter 213, Section 5-141c-8d, which states, "Expenses not covered by preceding paragraphs (a-b-c) but incurred in conjunction with the performance of State business, will be reimbursed if supported by documentation and the agency head's approval."

Registration fees under $25.00 within the State do not require the Comptroller's approval. Itemized expenses must be listed in detail. There is a 10% allowance on the total amount of the travel authorization. Exceptions to per diem rates, DAS/General Letter 212, requires approval from DAS/Personnel for general fund expenditures and tuition and travel memorandum regarding 9916 fund requires a revised travel authorization through the Comptroller's travel coordinator. The agency's appointing authority or designated representative must submit a request in writing with supporting justification (prior to submitting a travel authorization agreement, form C0-112, to the Comptroller) to the Director of Personnel and Labor Relations, Att: Administrative Section. A copy of the approved travel authorization must be attached to the CO-17XP.

Airline ticket or copy must be attached regardless of who purchased the ticket or who will be reimbursed for the ticket.

ACCOUNTING MANUAL 6-75 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 4

AGENCY NO./AGENCY NUMBER

Submitting agency 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

Should be XP

4 10

DOCUMENT NO./DOCUMENT NUMBER

Ten digit number assigned to the reimbursement.

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 26).

6 8

DOCUMENT DATE

Date that the agency receives the invoice from the vendor in MM/DD/YYYY format.

7 8

RECEIPT DATE

Use last date of travel, or use date expense incurred or last date if a range in MM/DD/YYYY format.

ACCOUNTING MANUAL 6-76 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
8 5

COMM. NO./COMMITMENT NUMBER

Reference original commitment document for commitment number.

9 2

COMM. TYPE/COMMITMENT TYPE

RR - Preprinted

10 4

COM. AGCY./COMMITMENT AGENCY

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

11

LIQ./LIQUIDATION

Cannot fully liquidate a reservation - leave blank

12 1

RPT. TYPE/REPORTABLE TYPE

N-No part of the check amount is reportable - preprinted.

13 11

VENDOR FEIN/SSN - SUFFIX

Employee's social security number along with suffix - 01. The submitting agency must make sure the employee is on OSC vendor file before sending to the Comptroller's Business Office or the document will go into error.

14 52

PERIOD OF TRAVEL (NOT TO EXCEED 52 CHARACTERS)

Not to exceed 52 characters. This identification will be printed on the generated check.

ACCOUNTING MANUAL 6-77 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
15 125

PAYEE NAME AND ADDRESS

Payee's name and address (payee's address must be included unless there was a petty cash advance).

16

COLLECTIVE BARGAINING IDENTIFICATION
UNIT AND CLASS NUMBER

Include unit and class number

17

DATE

Current date in month-day-year format

18

PAYEE'S TITLE

Payee's title

19

PAYEE'S SIGNATURE

Payee's signature

ADVANCE FROM PETTY CASH (IF APPLICABLE)

20

AMOUNT

Amount of petty cash advance

21

PAYEE'S SIGNATURE

Payee's signature, if petty cash advance received

22

REMARKS, EXPLANATION OF UNUSUAL ITEMS, ETC..

Explanation of unusual items, etc.

ACCOUNTING MANUAL 6-78 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
23

INDICATION IF COMMUTATION EXPENSES HAVE BEEN CLAIMED ON THIS TRAVEL VOUCHER BY CHECKING THE APPROPRIATE BOX AT RIGHT

Check one; Y-yes or N-no.

24

FULL LIQ./FULL LIQUIDATION

Leave blank; cannot fully liquidate a reservation

25 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.

26 15

EXPENDED AMOUNT

That portion of the committed amount that is being paid.

27 4

AGENCY

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

28 7

COST CENTER

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

ACCOUNTING MANUAL 6-79 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
29 5

OBJECT

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

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

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

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.

EMPLOYEE EXPENDITURES
34  

DATE MO/DA - MONTH/DAY

Date of travel (month-day)

ACCOUNTING MANUAL 6-80 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
35

TRAVEL

From origination/to destination -town, city, state

36

TIME

Departure time/ arrival time

37

TRAVEL BY AUTOMOBILE (CHECK ONE)

State vehicle - misc exp, parking, tolls, gas, oil, etc.; Amt

Personal vehicle - No of miles; Amt. at _____ mile

38

OTHER TRAV(TRAVEL)

B/ bus, R/ rail, C/cab, O/other; code and amt.

39

LODGING

Amount of hotel/motel daily bill

40

MEALS

B/breakfast, L/lunch, D/dinner; code and amt.

41

MISC/MISCELLANEOUS

Miscellaneous expenses P/telephone, W/wire, T/tips, O/explain; code and amt.

42

AGENCY

Submitting agency's name and billing address

ACCOUNTING MANUAL 6-81 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
43

T.A. NUMBER/TRAVEL AUTHORIZATION NUMBER (IF APPLICABLE)

Travel authorization number, if applicable - refer to form C0-112.

44 16

PERIOD COVERED (FROM/TO) (MO/DA/YR..)

From date: 8 digits, month-day-year format

To date: 8 digits, month-day-year format

AGENCY CERTIFICATION
45

DATE APPROVED

Current date in month-day-year format

46

AMOUNT APPROVED

Total approved amount

47

SIGNATURE - HEAD OF EXPENDING AGENCY

Head of expending agency

ACCOUNTING MANUAL 6-82 DECEMBER 1998

Co17xp employee voucher

16.6 Employee Voucher - Travel and Other - Continuation, CO-17XP-1

FORM NAME: EMPLOYEE VOUCHER - TRAVEL AND OTHER - CONTINUATION

PURPOSE: Submitted to the Comptroller's Accounts Payable Division (9916 tuition and training only), and the Payroll Services Division (reportable payments and non-reportable) for continuation of detail payments relating to state employees for travel expenses (meals, lodging, mileage).

DISTRIBUTION: COMPTROLLER, AGENCY, EMPLOYEE

COMPLETION INSTRUCTIONS:

This form must be used when additional lines of detail travel or other information are required on an employee voucher CO-17XP form. The payee's name, agency number and batch number of the associated expenditure document must be identified on this form. The grand total of the CO-17XP-1 must be equal to the document amount of the CO-17XP.

Each expenditure of $25.00 or more must be supported by an original voucher or receipt (sec 3-117). No claims are to be filed for reimbursement of expenses without documenting the actual expenditure. Failure to attach required documentation to the claims for reimbursement is a violation of DAS/General Letter 213, section 5-141c-8d, which states, "Expenses not covered by preceding paragraphs (a-b-c) but incurred in conjunction with the performance of State business, will be reimbursed if supported by documentation and the agency head's approval."

Registration fees under $25.00 within the state do not require the Comptroller's approval. All claims for out-of-state travel must have an approved travel authorization agreement, form CO-112 attached. Documentation for airline tickets is mandatory, with no exceptions.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1  

PAYEE NAME

Employee's name

2  

AGENCY NAME

Name of submitting agency

ACCOUNTING MANUAL 6-83 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
3 4  AGENCY NO./AGENCY NUMBER

Submitting agency's number (refer to agency codes table 3.2 for valid numbers).

4  PAYEE'S SIGNATURE

Signature of employee requesting reimbursement.

5  EMPLOYEE'S NUMBER

State employee's ID number

6  DATE

Date of travel; (month-day).

7  TRAVEL

From origination/to destination

8  TIME

Departure time/arrival time.

9  TRAVEL BY AUTOMOBILE State vehicle - Misc. exp., parking, tolls, gas, oil, etc. amount.
Personal vehicle - No. of miles. Amt. at ______mi.
10  OTHER TRAVEL

B/bus; R/rail; C/cab; O/other; cde. and amount.

ACCOUNTING MANUAL 6-84 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
11

LODGING

Amount of hotel/motel bill.

12

MEALS

B/breakfast; L/lunch; D/dinner; cde. and amt.

13

MISC./MISCELLANEOUS

Miscellaneous expenses for: P/ telephone, W/ wire, T/ tips
O/ explain; code and amt.

ACCOUNTING MANUAL 6-85 DECEMBER 1998

Co17xp1 - employee voucher travel & other

16.7 Prepayment Voucher, CO-17PRE.

FORM NAME: PREPAYMENT VOUCHER

PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division whenever services to be performed and related expenses require prepayment.

Form CO-17PRE is in two parts (1) the authorization and payment within a reasonable period prior to services being performed (yellow copy), and, (2) the accountability and verification of the claim after the services have been performed (pink copy).

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

Separate batch lists, form C0-19, must be prepared for prepayments but more than one C0-17PRE may be included in one batch list, i.e., you may not group together other expenditure documents with a prepayment voucher on an expenditure batch header.

Procedures to be followed in processing of CO-17PRE:

a) Part 1 (yellow copy) must be used before services are performed to form the basis of a batch list. When approved and the check(s) have been issued, the check(s) will be sent to the agency concerned.

b) Part 2 (pink copy) "Certification of Completion" is to be retained at the agency for subsequent audit review. Upon receipt of goods and/or services, the form must be signed and attached to the agency's copy of the expenditure batch.

If the prepayment is for postal services, Postal Services Transaction Authorization, Form CO-924 validated by the post office, must be attached to the pink copy of the C0-17PRE and retained at the agency for subsequent audit review.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 4  

AGENCY NO.

Submitting agency number (refer to agency codes table 3.2 for valid numbers).

ACCOUNTING MANUAL 6-86 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
2 5

BATCH NO.

Refer to Expenditure Batch Header, Form C0-19, for number.

3

DOC. TYPE

Prepayment voucher (PP), preprinted

4 8

DOCUMENT NO./DOCUMENT NUMBER

Preprinted number

5 15

DOCUMENT AMOUNT

Total amount of services

6 8

DOCUMENT DATE

The date that the agency received the invoice from the vendor in MM/DD/YYYY format

7 8

RECEIPT DATE

Enter the date the agency received invoice from the vendor In MM/DD/YYYY format.

8 10

COMM NO./COMMITMENT NUMBER

Reference original commitment document for commitment number.

9 2

COMM. TYPE/COMMITMENT TYPE

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

ACCOUNTING MANUAL 6-87 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
10 4

COMM. AGCY/COMMITMENT AGENCY

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

11 1

LIQ/LIQUIDATION

If fully liquidating a commitment, the letter "F" is placed in the header. If fully liquidating a line, place the "F" on that line.

12 2

RPT. TYPE/REPORTABLE TYPE

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

13 11

VENDOR FEIN/SSN - SUFFIX

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

VENDOR/PAYEE
14 125

VENDOR PAYEE

Vendor 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.

ACCOUNTING MANUAL 6-88 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
17 52  

VENDOR BILLING INFORMATION - One line of 52 characters (e.g. vendor invoice number, client name; grant payment code, or other vendor identification information, for reconciliation of vendors accounts receivable) This identification will be printed on the generated check.

SERVICES ETC
18

PERIOD COVERED (MO/DAY/YEAR)

Period of service

From date: 8 digits, month-day-year format

To date: 8 digits, month-day-year format

19

AMOUNT REQUESTED - Give Details Below

Amount of prepayment requested

20

ITEMIZE

Itemize services to be performed and related expenses.

21 1

FULL LIQ/FULL LIQUIDATION

Indicate whether specific commitment line item is being paid in full by the letter "F"; otherwise, leave blank. Indication of full liquidation will designate that the specific line on the commitment, referenced in block 11, should be closed.

ACCOUNTING MANUAL 6-89 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
22 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 CO-957, and write "see attached" on last detail line of this document.

23 15

EXPENDED AMOUNT

The portion of the committed amount that is being paid.

24 4

AGENCY

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

25 7

COST CENTER

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

26 5

OBJECT

Classification of expenditure disclosing the essential nature of the expenditure or actual items being purchased (refer to expense objects table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller.

ACCOUNTING MANUAL 6-90 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
27 4

FUNCTION

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

28 9

ACTIVITY

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

29 7

EXTENSION

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

30 4

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.

AGENCY
31

NAME AND ADDRESS

Submitting agency's name and address

32 4

AGENCY NO./AGENCY NUMBER

Submitting agency's number (refer to agency codes table 3.2 for valid numbers).

ACCOUNTING MANUAL 6-91 DECEMBER 1998
X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
33

TELEPHONE NO. BUSINESS OFFICE/Telephone Number of Business Office

Submitting agency's business office telephone number including area code.

34

DATE

Date of completion, in month-day-year format.

35

SIGNATURE

Agency certification. This must not be the same as the individual authorizing the batch header (CO-19).

AGENCY APPROVAL

36

REMARKS, EXPLANATION OF UNUSUAL ITEMS, ETC..

Explanation of unusual items, etc.

37

AMOUNT APPROVED

Amount approved.

38

DATE APPROVED

Date of approval, in month-day-year format.

39

APPROVED BY (SUPERVISOR, DIV. HEAD, DIRECTOR, DEAN)

Agency head or supervisor's signature.

40

AUTHORIZED SIGNATURE

Authorized signature.

ACCOUNTING MANUAL 6-92 DECEMBER 1998

Co17pre - prepayment voucher

Back to Expenditure Index
Back to Comptroller's Home Page