16.8 Request for Replenishment of Petty Cash, CO-17RPC

FORM NAME: REQUEST FOR REPLENISHMENT OF PETTY CASH

PURPOSE: Submitted or electronically transmitted to the Comptroller's Accounts Payable Division to serve as the invoice for replenishing petty cash funds.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

To replenish petty cash funds, submit or electronically transmit replenishment batch lists to the Office of the State Comptroller, Accounts Payable Division at least once monthly. The frequency depends on the dollar volume of expenditures in relation to the size of the fund authorized. In some agencies, weekly replenishments may be necessary. Submit with an Expenditure Batch Header, Form CO-19 attached as a cover sheet. No other expenditure type documents should be included. (Refer to Section 2.0 Imprest Petty Cash Funds in Chapter 12 of this manual for additional information)

Any inquiries regarding the claim for replenishment of petty cash funds should be made to the Accounts Payable Division Audit Section at (860) 702-3396.

Form CO-17RPC/ADV is required for any outstanding advances, and must be submitted with the request for replenishment of petty cash.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 ON HAND Cash on hand.
2 IN BANK Cash in bank.
3 IN BRANCHES Cash out in branches.
4 ADVANCES Total dollar amount advanced to employees

ACCOUNTING MANUAL 6-93 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
5 LISTED EXPENDITURES Listed expenditures; total dollar amount of listed expenditures
6 OUTSTANDING EXPENDITURES Outstanding expenditures; total dollar amount of outstanding expenditures.
7 AUTHORIZED PETTY CASH Total authorized petty cash (sum of blocks 1-6).
8

SIGNATURE OF CUSTODIAN - I certify that the above statement is correct.

Authorized signature of petty cash custodian.

9 4

AGENCY NO./AGENCY NUMBER

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

10 5

BATCH NO./BATCH NUMBER

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

11 2

DOC. TYPE/DOCUMENT TYPE

Preprinted, PC

12 8

DOCUMENT NO./DOCUMENT NUMBER

Preprinted number.

ACCOUNTING MANUAL 6-94 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
13 15

DOCUMENT AMOUNT

Total amount of request for replenishment of petty cash fund.

14 8

DOCUMENT DATE

Date the agency prepares the invoice in MM/DD/YYYY format.

15 8

RECEIPT DATE

The date of receipt is the date the agency prepares the invoice in MM/DD/YYYY format.

16 5

COMM. NO./COMMITMENT NUMBER

Reference original commitment document for commitment number.

17 2

COMM. TYPE/COMMITMENT TYPE

Pre-printed, RR

18 4

COMM. AGCY/COMMITMENT AGENCY

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

19

LIQ/LIQUIDATION

Cannot fully liquidate a reservation - leave blank.

20 1

RPT. TYPE/REPORTABLE TYPE

Reportable type pre-printed, N

ACCOUNTING MANUAL 6-95 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
21 11

VENDOR FEIN/SSN - SUFFIX

00008XXXX (agency number) along with suffix number.

22 125

PAYEE

"Petty Cash Custodian" preprinted

23 52

BILLING ID./BILLING IDENTIFICATION

"Petty cash" preprinted

24

FROM

Submitting agency's name and billing address.

25 8

DATE

Date of request in month-day-year format.

26

DESCRIPTION

Reason for request - If this request is for travel with approved authorization, the travel authorization number must precede the description.

27

AMOUNT

Amount of request.

28

TOTAL

Total amount of request.

ACCOUNTING MANUAL 6-96 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
29 1

FULL LIQ./FULL LIQUIDATION

Cannot fully liquidate a reservation - leave blank.

30 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.

31 15

EXPENDED AMOUNT

That portion of the committed amount that is being paid.

32 4

AGENCY

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

33 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).

34 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 6-97 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
35 4

FUNCTION

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

36 9

ACTIVITY

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

37 7

EXTENSION

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

38 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.

39

AUTHORIZED SIGNATURE

Authorized signature. It must not be the same individual authorizing the Expenditure Batch Header (CO-19).

40

DATE SIGNED

Current month-day-year.

ACCOUNTING MANUAL 6-98 DECEMBER 1998

co17rpc request to replenish petty cash fund

16.9 Record of Outstanding Petty Cash Advances, CO-17RPC/ADV

FORM NAME: RECORD OF OUTSTANDING PETTY CASH ADVANCES

PURPOSE: Submitted to the Comptroller's Accounts Payable Division with form CO-17RPC, Request for Replenishment of Petty Cash, when advances have been made.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

Use this form when the advances from petty cash have been made.

Paper processing agencies: Prepare in duplicate. Send an authorized copy along with the CO-17RPC when submitting petty cash replenishment list to the Comptroller's Accounts Payable Division.

Paperless processing agencies: Retain original copy at the agency attached to form CO-17RPC. Upon request from the Comptroller's Office submit all documentation for post audit review per MOU.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1 5

BATCH NUMBER

Batch list number, refer to Expenditure Batch Header, Form CO-19.

2 10

DOCUMENT NUMBER

The number assigned to the document by the agency.

3 8

DATE

Date of preparation.

ACCOUNTING MANUAL 6-99 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
4

AGENCY NAME

Submitting agency name.

5 4

AGENCY NUMBER

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

6

NAME OF PAYEE

Name of person who received the advance.

7

AMOUNT

Dollar amount received.

8

DATE OF ADVANCE

Date advance was made.

9

NUMBER OF DAYS OUTSTANDING

Number of days outstanding from the time the advance was made.

10

REASON FOR ADVANCE

Written description of reason for the advance.

11

TOTAL

Total dollar amount outstanding.

ACCOUNTING MANUAL 6-100 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
12

IF PETTY CASH ADVANCES REMAIN IN EXCESS OF THIRTY DAYS, EXPLANATION AND COMPLETE JUSTIFICATION IS REQUIRED.

Explanation and complete justification is required if petty cash advances remain in excess of thirty days.

13

AUTHORIZED SIGNATURE

Agency authorized signature.

14

TITLE

Authorizer's title.

15

DATE

Date of authorized signature.

ACCOUNTING MANUAL 6-101 DECEMBER 1998

co17rpca record of outstanding petty cash advances

16.10 Postal Services Transaction Authorization, CO-924

FORM NAME: POSTAL SERVICES TRANSACTION AUTHORIZATION

PURPOSE: Submitted to the Comptroller's Accounts Payable Division and retained at the agency for prepayment of postal goods and services exceeding $25.00.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

Whenever a prepayment is for postal services over $25.00, form C0-924, validated by the post office, is attached to the pink copy of the Prepayment Voucher Form (C0-17PRE) and retained at the agency for subsequent audit review.

However, whenever there is a specification within a petty cash batch list for postal services, this form C0-924, validated by the post office, should accompany a Petty Cash Voucher, Form C0-17RPC.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1

REQUESTING DEPARTMENT

Requesting department name and address.

2

DEPARTMENT NO./(DEPARTMENT NUMBER)

Department number

3

DATE

Current date in month-day-year format

4

BATCH LIST NO.

Refer to batch number on attached CO-17PRE or CO-17RPC.

ACCOUNTING MANUAL 6-102 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
5

STAMPS

Check appropriate stamp to be purchased, complete number of units and each cost of stamp purchase.

6a

TOTAL COST

Total cost of stamp purchase.

7

OTHER SERVICES

Check appropriate box for item purchased, complete number of units and each cost of purchased item.

7b

TOTAL COST

Total cost of purchased item.

8

MONEY ORDERS

For each money order - complete amount of order, service charge, payee name and address.

8c

TOTAL COST

Total cost of money order on the related appropriations.

9

GRAND TOTAL

Sum of total cost in boxes 6a, 7b, and 8c.

10

SIGNATURE - REQUESTER

Authorized signature of requester, current month-day-year

ACCOUNTING MANUAL 6-103 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
11

COURIER'S SIGNATURE

Signature of courier certifying receipt of purchased items, title, current month-day-year.

12

AUTHORIZED AGENCY SIGNATURE

Authorized agency signature, title, current month-day-year.

13

POST OFFICE VALIDATION

Post office validation (stamped validation) or certified receipt.

ACCOUNTING MANUAL 6-104 DECEMBER 1998

co924 postal services transaction authorization

16.11 Remittance Advice - Subscription, CO-780

FORM NAME: REMITTANCE ADVICE - SUBSCRIPTION

PURPOSE: Paper processing agencies: Submitted on a CO-17 to the Comptroller's Accounts Payable Division for all requests for new subscriptions or renewals.

Paperless processing agencies: Retained at agency for all requests.

Expenditure batch must be audit released with a code 14 for return to agency. The agency will mail the check and CO-780 to the vendor.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

Process all requests for books, magazines, newspapers, tapes, etc., on separate payment lists. Imprest petty cash funds should not be used for new subscriptions or renewals.

  1. New subscriptions

    a) Complete Remittance Advice-Subscription, Form CO-780, for each type of request.

    b) Indicate the following on the invoice (C0-17):

    c) Attach properly authorized C0-780 to the front of the invoice (CO-17) in the description section.

    ACCOUNTING MANUAL 6-105 DECEMBER 1998
  2. Renewals

    a) If you have a billing identification or subscription account number from the publisher within 52 characters, form CO-780 will not be required.

    b) Indicate the following on the invoice (CO-17):

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1

ORDERING AGENCY

Agency name and number of agency requesting subscription (refer to agency codes table 3.2 for valid agency numbers).

2

DEPARTMENT OR SECTION

Department number of requesting agency.

3

AGENCY ADDRESS

Requesting agency's address.

4

TELEPHONE

Telephone number including area code of ordering state agency.

5

RECEIVING AGENCY

Agency name and number of agency receiving subscription (refer to agency codes table 3.2 for valid agency numbers).

ACCOUNTING MANUAL 6-106 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
6

DEPARTMENT OR SECTION

Department number of subscriber.

7

SHIPPING ADDRESS

Shipping address of subscriber.

8

SUBSCRIBER

Name of subscriber

9

PUBLICATION

Name of publication (book, magazine, newspaper, tapes, etc.)

10

AMOUNT

Amount of subscription.

11

VENDOR'S NAME

Name of vendor

12

AUTHORIZED SIGNATURE

Authorized agency signature.

ACCOUNTING MANUAL 6-107 DECEMBER 1998

co780 subscription order and remittance advice

16.12 Remittance Statement, CO-894

FORM NAME: REMITTANCE STATEMENT

PURPOSE: Paper processing agencies: Submitted on a CO-17 to the Comptroller's Accounts Payable Division when billing identification exceeds 52 characters on an invoice.

Paperless processing agencies: Retained at agency in all cases. Expenditure batch must be audit released with code 14 for return to agency. The agency will mail the check and CO-894 to the vendor.

DISTRIBUTION: COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

When you have more than 52 characters, the information can be included on the remittance statement.

1. Complete form CO-894, remittance statement completely.

2. Indicate the following on the invoice (CO-17): - Under the billing identification section type in "see remittance statement."

3. Attach CO-894 to the front of the invoice (CO-17) in the description section.

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
1

AGENCY NAME

Submitting agency's name

2 4

AGENCY NUMBER

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

3 5

BATCH NO.

Batch list number

ACCOUNTING MANUAL 6-108 DECEMBER 1998

X-REF MAX
NUMBER LENGTH NAME/DESCRIPTION
4

PAYMENT AMOUNT

Total dollar amount

5

CHECK IS IN PAYMENT FOR:

INV/ACCT. NO., AMOUNT

Indicate the vendor's invoice number or account number and the amount of the invoice.

ACCOUNTING MANUAL 6-109 DECEMBER 1998

co894 remittance statement

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