COMPTROLLER'S SEAL STATE OF CONNECTICUT
STATE OF CONNECTICUT
NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 95 - 20

March 15, 1995

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers and
Business Managers
Subject: Timely Submission of Employee Reimbursement
Requests for Mileage Expenses

This memorandum is being written to remind agencies and employees to promptly process reimbursement requests.

AUTHORITY
Business use of privately-owned vehicles must be properly authorized in accordance with instructions covering the "Use of State-Owned Motor Vehicles and Personally-Owned Motor Vehicles" issued by the Department of Administrative Services.

Requests for reimbursement must be submitted on the Comptroller's Office authorized form which is the Employee Voucher, CO-17XP.

REIMBURSEMENT PROCESS
Employee Vouchers must be completed in a timely manner and submitted to your agency business office for processing. Under no circumstances should reimbursement requests be accumulated for more than a one month period. Reimbursements being handled through a grievance procedure are the only exception to this process.

Reimbursements under an accountable plan (see Comptroller's Memorandum 91-48b) will follow the same reportability rules regardless of the tax year for which the reimbursement is being submitted. Expenses requested for reimbursement must not have been claimed as a business expense on a tax return.

Employee Vouchers must be submitted in batches with an Expenditure Batch Header, form CO-19, attached as a cover sheet. The batches will be processed in a timely manner through the Comptroller's Central Accounts Payable Division.

QUESTIONS
Questions regarding this issue may be addressed to the Central
Accounts Payable Division at 566-8978.

NANCY WYMAN
STATE COMPTROLLER

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