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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.
| X-REF | MAX |
|
|---|---|---|
| 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 |
||
| ACCOUNTING MANUAL | 7-28 | APRIL 1997 |
| X-REF | MAX | |
|---|---|---|
| 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 |
| X-REF | MAX | |
|---|---|---|
| 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 Reservations are not fully liquidated - only Purchase 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 |
| X-REF | MAX |
|
|---|---|---|
| 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