7.0 FORMS COMPLETION AND DESCRIPTION
7.1 Agency Correction or Adjustment Report, CO-604
|FORM NAME:||AGENCY CORRECTION OR ADJUSTMENT REPORT (CO-604)|
|PURPOSE:||Form CO-604 is a notification to the Comptroller's Office of an agency
error in an expenditure or revenue transaction posting and how it should
be corrected. It may also replace transfer lists for certain intra-agency
This form is completed by the agency in triplicate. The white and canary copies are forwarded to the Comptroller's Office and the pink copy is retained by the agency for their files. The form is to reference how the posting appears and then how it should appear. Separate forms must be prepared for each document type listed below. Types of corrections cannot be combined on a single form. "EC" Expenditure Correction line items (different invoices) must be listed individually, cannot be combined.
|The name of the agency submitting the correction or adjustment report.|
|2||2||DOC TYPE/DOCUMENT TYPE|
|Three types available are listed below and decoded
on the form for quick reference
|ACCOUNTING MANUAL||7-20||APRIL 1997|
|3||4||ORIG AGENCY/ORIGINATING AGENCY|
|Submitting agency. See Agency Table 3.2 for valid
|Date the transaction being corrected/adjusted posted to
CAS (Central Accounting System).
|Reserved for future use - do not complete.|
|7||2||COMM TYPE/COMMITMENT TYPE|
|A Commitment Type is required for corrections with a
document type of "EC" (Expenditure Correction). Refer-
ences the specific commitment document type affected by
by error and correction. The appropriate codes are the
PO = Purchase Order
|8||10||COMMIT. NO./COMMITMENT NUMBER|
|A Commitment Number is required for commitment
corrections with a document type of EC or ET.
Refer-ences the specific commitment document
affected by error - and correction.
|Agency number of appropriation charged withcommit-
ment.See Agency Table 3.2 for valid numbers.
|ACCOUNTING MANUAL||7-21||APRIL 1997|
|AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)|
|Four position function code to be used by agencies to
further classify the committed amount.
|Nine position activity code to be used by agencies to further
classify the committed amount.
|Field available to agencies for additional classification of
commitment. This field will not be data entered centrally.
|17||11||VENDOR FEIN/SSN - SUFFIX|
|List Federal Employer Identification number, Social Secu-
rity number or Town Code along with a 2 character suffix
to identify location.
|18||2||COMM LINE/COMMITMENT LINE|
|References the specific commitment line item affected by
error and correction. Valid values are 1-99.
|19||1||FULL LIQ/FULL LIQUIDATION|
|Indicates whether an expenditure correction (EC) or an
expenditure transfer (ET) is to fully liquidate a commit-ment.
F = Fully liquidate
|Additional information describing when and where the
error occurred. Attach supporting documentation where
required to clearly illustrate the error.
|Name of agency contact person.|
|ACCOUNTING MANUAL||7-23||APRIL 1997|
|23||TELEPHONE NO./TELEPHONE NUMBER|
|Telephone number for reaching the agency contact person.|
|Date the form was prepared.|
|25||AGENCY APPROVAL - SIGNATURE|
|Signature of the agency's fiscal person responsible for the
commitments and expenditures of the agency.
|Date the adjustment was approved.|
|27||ACCOUNTING SERVICES APPROVAL|
|Name of Accounting Services person approving adjustments|
|Date the adjustment was approved.|
|ACCOUNTING MANUAL||7-24||APRIL 1997|
Agency Correction or Adjustment Report, CO-604
Back to Transfers Index
Back to Comptroller's Home Page