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. 96-28

June 3, 1996

TO THE HEADS OF ALL STATE AGENCIES

ANNUAL INVENTORY REPORT OF ALL REAL AND PERSONAL PROPERTY

ATTENTION:Agency Heads, Chief Fiscal Officers and Business Managers

AUTHORITY

Section 4-36 of the Connecticut General Statutes states: "Each state department and state institution shall establish and keep an inventory account in the form prescribed by the comptroller, and shall, annually, on or before August first, transmit to him a detailed inventory, as of June thirtieth, of all property, real or personal, owned by the state and in the custody of such department or institution".

DUE DATE

As prescribed by the statute, this report must be transmitted to the State Comptroller on or before August 1, 1996.

REPORTING REQUIREMENTS

Refer to the State Comptroller's Property Control Manual, Chapter X. Enclosed are the required reporting forms:

- CO-59 Fixed Assets/Property Inventory Report/GAAP Reporting Form (Rev. 7/94)
- CO-648B Summary Motor Vehicle Report (Rev. 7/94)
- Tabulated Listings of Land and Buildings
- Property Control Questionnaire

CO-59 FIXED ASSETS/PROPERTY INVENTORY REPORT/GAAP REPORTING FORM

Real Property

Buildings acquired as gifts must reflect the estimated fair market value at the time of acquisition in the "Present Value" column. If the information is not available, it can be acquired from the town assessor's office where the property is located. Any costs incurred in obtaining the property are to be reflected in the "Addition" column. If there was no cost, then zero should be shown.

"Land" - "Current Balance" remains the same as "Last Year's Balance"

"Site improvements" apply to land improvements only. Property Control Manual, page 15.

Cost Data Section

The "Last Year's Balance" column #2 is used to record the beginning property cost balances from the previous year's CO-59, column #5.

The "Additions" column #3 is used to record all property additions for the year at the property's original cost. Additions should include transfers from State Surplus.

The "Deletions" column #4 is used to record all property deletions for the year at the original cost of the property. Deletions should include property scrapped, lost, transferred to State Surplus, and the deletion of items less than $1,000 as prescribed by the Property Control Manual, page 34.

The "Current Balance" column #5 is the cost column for all property held by the agency at year end. Last year's balance plus any additions less any deletions must equal this column.

Current Value Section

The "Present Value This Year" column #6 for the Real Property Section is the "Building Value" reported on the tabulated listing of buildings. This "Building Value" reflects an increase of 1% from 1995.

The "Present Value This Year" column #6 for the Personal Property Section should reflect the appraised value or book value for the exceptional items and fine arts categories.

TABULATED LISTINGS

Land - ALL NEW ACREAGE LISTED MUST REFLECT A COST.
Buildings - ALL NEW BUILDINGS LISTED MUST REFLECT A COST.

The new fire codes must be corrected and/or added to the listing as prescribed by the Property Control Manual, pages 9 through 12.

Additions, deletions or corrections on the tabulated listings must be made in RED.

RECONCILIATION

The Totals on all detailed reports must equal the summarized totals on the CO-59.

GENERAL INFORMATION

The canary copy of the CO-59 must be sent directly to the Accounting Services Division of the Comptroller's Office, 55 Elm St., 6th floor, Hartford, CT.

The white copy of the CO-59 with a copy of each of the other forms must be sent directly to the Special Services Division of the Comptroller's Office, 55 Elm St., 2nd floor, Hartford, CT.

The Property Control Questionnaire must be sent directly to the Policy Evaluation & Review Division of the Comptroller's Office, 55 Elm St., 2nd floor, Hartford, CT.

QUESTIONS AND FORMS

If there are any questions regarding the completion of the CO-59, please contact Carol Hagstrom at 566-5337. If additional forms are required, please contact James Corsair at 566-7438.

NANCY WYMAN
STATE COMPTROLLER

Send to:Office of the State Comptroller
Policy Evaluation and Review Division
Property Control Questionnaire
55 Elm Street Hartford, Ct. 06106

OFFICE OF THE STATE COMPTROLLER

Property Control Information

Instructions

Please complete items 1-5. Complete items 6-9 only if the information has changed. Thank you.

Agency Number Agency Name  

1. ________ 2. _____________

 Person responsible for the establishment and maintenance of the Property Control Record System. 

3. ________________________________________________ 

Title Telephone 

4. ___________ 5. ____________________

 Recordkeeping system currently in place. 

6. a. Manual _________  Automated ________________ 

b. If Automated: Hardware: PC __________ Mainframe ______________

 Software: ________________________________________________ 

c. Service Bureau; i.e., BOSS ___________________________________ 

7. Do you use a bar code system for taking your yearly physical inventory? ______________ 

8. Number of items on current inventory? ____________________________ 

9. Are changes planned or currently under way to augment and/or replace your existing system? ________________________________________________

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