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 - 37

June 10, 1995

TO: Chief Administrative and Fiscal Officers, Business Managers
SUBJECT: Modification of the CAS Vendor File to Standardize Employee and Special Exception Codes for Business and Remittance Address Information

The Comptroller's Central Accounting System (CAS) has been modified to accept only suffix "01" when processing employee and special exception code payments. Effective immediately, when establishing Vendor File information on the CAS system through on-line terminal access or when completing a Vendor Profile form CO-1055, follow the requirements described below:

  1. Employee Business/Remittance Address:

    - Business address must contain the employee's home address. Remittance address may include employee's home address, agency, bureau, region or state court location address, etc. This change eliminates the need for storing multiple addresses on the CAS system when only one business (home) and remittance address is required.

  2. Special Exception Codes from FEIN/SSN Reporting:

    - For each exception code the business address field must contain the agency name and address. The respective remittance field (Exhibit Attached) must contain the payment type, followed by agency name and business address. Special exception codes will allow an agency to process invoices for payment without establishing a vendor on the CAS vendor file.

    - Expenditure Section 8.1 D of the State Accounting Manual exempts certain types of payments from requiring individual Federal Employer Identification or Social Security Numbers (FEIN/SSN). The codes allow agencies to process payments using the payee name and address from the invoice document rather than the vendor file. Listed below are the exception codes:

CODE/AGENCYPAYMENT TYPECODE/AGENCYPAYMENT TYPE
00000XXXX State Agencies 00008XXXX Petty Cash
00003XXXX Student Grants 00009XXXX Lottery Winners
(BEOG, ETC.) 00010XXXX Inmate Payroll
00004XXXX U.S. Postal Service 00011XXXX State Governments
00005XXXX Refunds (Taxes, 00012XXXX Federal Agencies
Student, Escheated 00013XXXX Foreign Mail
Account, Pending
Receipts)

These are some of the many anticipated changes to enhance the Vendor File.

Questions regarding this memorandum should be directed to the Vendor File Support Section, Central Accounts Payable Division at 566-3095 or 566-2868.

Nancy Wyman
State Comptroller

Attachment

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