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May 3, 1996

FISCAL YEAR-END INSTRUCTIONS 96-4

To:All State Agencies
Attention:Chief Fiscal Officer or Business Manager
Subject:Commitments and Vendor Payments/Paper and Paperless Agencies

Paper Processing Agencies -

  1. Fiscal Year 1995-96 (Old Year) Commitments:

    Your commitments against appropriations for the 1995-96 fiscal year will be accepted for posting only if received by the Office of the State Comptroller, Accounts Payable Division (APD), on or before June 14, 1996.

    Agencies should ensure that all available balances shown on the Comptroller's records are reconciled on a current basis and that commitments are established against the current year appropria- tions for any obligations incurred prior to June 30.

    1. Commitments must be received five days prior to submitting the expenditure for payment, but no later than June 14, 1996 to ensure current year expenditures are charged to current year appropriations.

    2. Commitment Processing:

      Agencies must submit separate Commitment Batch Lists (CO-96) when processing document type AD, FC, DD. Mark "CO-958's" (in red) in the upper right hand corner of the CO-96.

      Document types PO, PA, PS, AA, RR and RL can be processed on the same Commitment Batch List.

  2. Fiscal Year 1996-97 (New Year) Commitments:

    Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1995-96 appropriations will be automatically recommitted against the new year appropriation.

  3. Fiscal Year 1995-96 (Old Year Vendor Payments)

    Expenditure Batches for "Old Year" lapsing appropriations must be on file in Accounts Payable Division by June 14, 1996, in order to be charged to FY 1995-96 appropriations.

    1. Expenditure Processing

      1. Submit expenditure batches by commitment type:

        RR - General Reservation (except RR-6)
        PO - Purchase Orders
        PS - Personal Service Agreements
        XP - Travel (Reservation RR-6)
        PC - Petty Cash (Reservation RR-8)
        RL - Lease Payments

      2. It is important that you review all documents for completeness and agency certification before submitting them to Accounts Payable Division.

    2. Expenditure Documents in Error

      1. On May 24, 1996 Accounts Payable Division will discontinue returning documents that are in error.

        1. Immediate corrective action must be taken by agencies to ensure that documents can be processed in the current fiscal year.

        2. Designated agency personnel should be identified to resolve document problems.

        3. Failure to correct the errors will result in the rejection of these documents.

      2. It is important that you review all documents for completeness and agency certification before submitting them to Accounts Payable Division.

        Audit and document processing questions should be directed to:

    Telephone Number
    Supervisor - Connie Castro 3939
    Commitment auditor - Chrissie King 7004
    Audit Assignment by Agency
    1000's, 2000's, 3000's - Marcia Clahar 2744
    4000's, 5000's, 6000's - Allan Kabel 7068
    7000's, 8000's, 9000's - Chris Bacon 7059
    FAX Numbers: 566-1709 and 566-7067
  4. Fiscal Year 1996-97 (New Year) Processing:

     

    1. Expenditures incurred during FY 1995-96 but not on file in this office by June 14, 1996, will be treated as fiscal year 1996-97 (New Year) expenditures.

      1. All documents will be coded as 1997 and charged against "New Year" appropriations.

      2. New Year commitment and expenditure batches will be accepted on July 1, 1996.
  5. Invoice Receipt Date Requirement:

    Vendor invoices must not be combined for goods and/or services if they relate to different fiscal years.

    Special attention should be paid to using the correct "receipt date" for invoices submitted during July, August, and September to insure proper accrual for GAAP purposes. Refer to Memorandum 95-11 for proper clarification of receipt date.

  6. The correct address to be used when submitting commitment and expenditure batch lists:

    - Interdepartmental or U.S. Mail:
    Office of the State Comptroller
    Accounts Payable Division - Room 601
    55 Elm Street
    Hartford, Connecticut 06106-1775

    Courier Service: 55 Elm Street - 6th Floor - Room 601

    Using the correct address will aid in the prompt receipt and handling of your documents.

  7. SPECIAL INSTRUCTIONS AND CUT-OFF DATES FOR PAPERLESS PROCESSING AGENCIES ONLY

     

    1. Fiscal Year 1995-96 (Old Year) Commitments:

        1. PO, PS, RL, & RR Documents must be entered into SAAAS, CAMRIS and CASII by 4:15 p.m. on June 21, 1996.

        2. PA, AA, & FC Documents related to active PO's and PS's must be entered into SAAAS, CAMRIS and CASII by 4:15 p.m. on June 21, 1996.

        3. All original documents must be submitted to Accounts Payable Division (APD) after the agency has verified these documents are in a valid status on OSC's Central Accounting System (CAS). Documents will be audited and posted if approved.

      1. AD documents required to meet payment of claims for (Old Year) FY 1995-96 must be entered into SAAAS, CAMRIS and CASII by 4:15 PM on June 26, 1996. These documents are retained by the agency.

      2. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1995-96 appropriations will be automatically recommitted against the new year appropriation.

    2. Fiscal Year 1995-96 (Old Year) Expenditures:

      1. Expenditure documents for FY 1995-96 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS and CASII by 4:15 p.m. on June 26, 1996 in order to be charged to FY 1995-96 appropriations.

      2. Expenditure documents posted to SAAAS, CAMRIS and CASII by June 27, 1996 that cannot be processed by June 28, 1996 due to agency errors such as lack of proper commitment, funding etc. will be rejected from CAS and require resubmission in 1996-97 (New Year) and charged to new year appropriations.

    3. Fiscal Year 1996-97 (New Year) Processing

      1. All expenditures for FY 1995-96 not posted by June 28, 1996 must be coded FY 1996-97 and charged against new year appropriations.

        1. New year commitments will be accepted on July 1, 1996.

        Questions related to year end paperless processing should be directed to Linda Carney at 566-8978.

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