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 - 63

NOVEMBER 23, 1995

TO THE HEADS OF ALL STATE AGENCIES

1. PURPOSE AND APPROACH

   A Vendor Timely Payment Task Force, composed of representatives from several state agencies, is reviewing the major causes of late payments. This task force was formed to review and implement recommendations made by the Vendor Timely Payment Quality Team in a report issued July 1, 1994.

   Quality Team recommendation #10 calls for improved vendor communication by development of educational materials to raise vendor awareness concerning the State payment system and the proper use of State forms.

   The Vendor Timely Payment Task Force has recommended two (2) essential steps to be taken by each State agency to ensure vendors are adequately aware of both(1) the standard State payment guidelines and (2) individual agency requirements.

2. VENDOR EDUCATIONAL CIRCULAR - VENDOR GUIDELINES

   The Vendor Communication sub-committee recommends the following general State payment guidelines be provided to all new vendors to the State as well as any existing vendors who would find the circular informative. Within general conditions of Requests for Proposal (RFP) or Quotation (RFQ), this circular should be supplied with each purchase order issued. A copy of the circular is attached to this memorandum.

   Vendor Guidelines:

   • Please DO NOT provide service to a state agency without an approved purchase order, Personal Service Agreement or other bona fide contract. By providing service without a properly executed purchase order or contract, a vendor accepts the risk that payment will not be made.

   • Questions relating to purchasing policies and regulations should be directed to the Awarding Authority as identified in each RFP or RFQ.

   • Please invoice according to the instructions of each State agency (i.e., on a CO-17 State Invoice Form, or standard vendor invoice) to the billing address specified on each contract or purchase order.

   • Please reference the purchase order number or contract number on any billing.

   • Please provide the appropriate Federal Employer Identification Number (FEIN) or Social Security Number (SSN) on each invoice to expedite payment.

   • State payment terms are as specified within each contract award or within forty-five (45) days of receipt of goods or services or properly submitted invoice (C.G.S. 4a-71).

   • Payment is issued through the Office of the State Comptroller, Accounts Payable Division; however, questions relating to payment should be directed to individual agencies as instructed on purchase order or contract documents.

3. REQUESTS FOR VENDOR EDUCATIONAL CIRCULAR

   The Office of the State Comptroller has a limited supply of Vendor Circulars which will be made available to agencies upon request while supplies last. To obtain, please complete the form on the last page of this memorandum and submit to Elise Lentini at:

   Office of the State Comptroller
   Policy Evaluation & Review Division
   55 Elm Street
   Hartford, CT. 06106 or Fax 860-566-1650

   Once the initial supply is depleted, agencies will be responsible to get circulars printed for future vendors. Please contact the DAS Communications Unit at 566-3150 for printing information.

4. INFORMATION STAMP

   It is recommended that agencies purchase their own stamp or supply a computer-generated notation and that the following information be provided on each Purchase Order or Contract Document issued by agencies of the State of Connecticut:

   Direct all questions related to:
   Purchasing: ________________ 
   Payment: ___________________ 
   State Invoice (CO-17) required: 
   Yes ______ No ______ 
   Comments: ______________________ 
   ________________________________

5. BENEFITS

   Provision of this information to vendors will provide each vendor with the basic guidelines for payment through the various agencies within the State of Connecticut.

6. OTHER

   This memorandum is issued as a guide to agencies in achieving the ultimate statewide goal of on-time payment. Recognizing that agency needs are varied due to individual purchasing authority, level of paperless processing, and individual agency procedures, the information above should be tailored to the specialized needs of each State agency.

7. QUESTIONS

   Questions may be directed as follows:

   Vendor Guidelines: Accounts Payable Division, 566-8978

   Memorandum Information:
   Policy Evaluation & Review
   Division, 566-5981

   Circular Forms: DAS Printing Unit, 566-4718.

NANCY WYMAN
STATE COMPTROLLER

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