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 - 63

NOVEMBER 23, 1995

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business
Managers and Purchasing Directors
Subject: Vendor Education and Information
  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:

  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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