7.3 Transfer Invoice, CO-608

FORM NAME: TRANSFER CERTIFICATE (CO-607)
PURPOSE: Form CO-607 is used in conjunction with one or more Transfer
Invoice forms (CO-608) to make a transfer list. The list is used to
settle claims between State agencies (inter-agency) and between
appropriations or funds administered by a single agency
(intra-agency).
DISTRIBUTION: COMPTROLLER, CREDITOR AGENCY

COMPLETION INSTRUCTIONS:

The CO-607, Transfer Certificate, contains the revenue portion of a transfer list for inter-agency claims. This form should be used for both the revenue and expenditure portions of a transfer list for intra-agency claims. Read the introduction to this section of the manual and paragraph 2.2 for further details.

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NUMBER LENGTH NAME/DESCRIPTION
FROM - CREDITOR AGENCY
1 8 INVOICE NUMBER
Pre-printed number.
2 FROM
Name and address of creditor agency.
TO - DEBTOR AGENCY
3 TO
Name and address of debtor agency.
CLASSIFICATION OF EXPENDITURES-COMPLETED BY DEBTOR AGENCY
4 2 COM. TYP./COMMITMENT TYPE
The type of commitment document on which the
encumbrance was made to cover the expenditures listed.
The four types available are listed below:

PO = Purchase Order
PS = Personal Service Agreement
RR = Requisition for Reservation of Funds
RL = Reservation Leases

ACCOUNTING MANUAL 7-28 APRIL 1997
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NUMBER LENGTH NAME/DESCRIPTION
5 10 COMMITMENT NUMBER
The number of the commitment document on which the
encumbrance was made to cover the expenditures listed.
6 4 COMM. AGCY./COMMITMENT AGENCY
Agency number of appropriation charged with commit-ment.
See Agency Table 3.2 for valid numbers.
7 4 AGCY/AGENCY
The number of the debtor agency. Use the appropriate
number from coding Table 3.2, located in the coding
section of the State Accounting Manual.
8 7 COST CTR/COST CENTER
Fund and SID of the debtor agency's appropriation being charged expenditures.

Fund = positions 1-4. See coding Table 3.1 for available codes.

SID = positions 5-7

9 5 EXPEND OBJECT/EXPENDITURE OBJECT
Represents detail coding for reporting expenditures by
classification. Major object is positions 1-2; minor object
is positions 3-5. Position 5 must be zero until specific 3
digit minor objects have been assigned by the Comptroller.
See coding Table 3.4 for available codes.
10 13.2 AMOUNT
The appropriate amount of the coding line.
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION)
11 4 FUNCTION
Four position function code to be used by agencies to
further classify the committed amount.
ACCOUNTING MANUAL 7-29 APRIL 1997
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NUMBER LENGTH NAME/DESCRIPTION
12 9 ACTIVITY
Nine position activity code to be used by agencies to further
classify the committed amount.
13 7 EXTENSION
Field available to agencies for additional classification of
commitment. This field will not be data entered centrally.
14 2 COM LINE/COMMITMENT LINE
The specific line of the commitment document on which
funds were encumbered for each specific expenditure
coding line. Valid values are 1 - 99.
15 1 FULL LIQ/FULL LIQUIDATION
Indicator used to fully liquidate an existing commitment
line with the amount specified.

F = Fully liquidate
Blank = Do not fully liquidate

Reservations are not fully liquidated - only Purchase
Orders.

TOTAL

The total of amounts listed on the coding lines above.

16 PREPARED BY
Name of debtor agency contact person.
17 TELEPHONE NO./TELEPHONE NUMBER
Telephone number for reaching the agency contact person.
18 6 DATE
Date the form was prepared.
ACCOUNTING MANUAL 7-30 APRIL 1997
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NUMBER LENGTH NAME/DESCRIPTION
DEBTOR AGENCY ACCEPTANCE
19 AUTHORIZED AGENCY SIGNATURE
Signature (do not use rubber stamp) of the debtor agency's
fiscal person responsible for the commitments and expen-
ditures of the agency.
20 TITLE
Title of the person signing in block number 19.
21 6 DATE
Date the invoice is approved.
TO BE COMPLETED BY CREDITOR AGENCY
22-26 DATE, DESCRIPTION, QUANTITY, UNIT PRICE,
AMOUNT
Listing of item(s) of purchase with all pertinent data.

TOTAL

The total of amounts listed for items above.

27 PREPARED BY
Name of creditor agency contact person..
28 TELEPHONE NO/TELEPHONE NUMBER
Telephone number for reaching the creditor agency contact person.
29 DATE
Date the form was prepared.
ACCOUNTING MANUAL 7-31 APRIL 1997

 

Transfer Invoice, CO-608

Transfer Invoice, CO-608
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