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. 97-59

November 21, 1997

TO THE HEADS OF ALL STATE AGENCIES

ATTENTION: Chief Administrative and Fiscal Officers, and Business Managers
SUBJECT: Handling of Non-State Funds for Seminars, Conferences and Symposiums Sponsored or Hosted by State Agencies
  1. PURPOSE

    To remind State agencies of the proper handling of non-State funds when hosting a seminar, conference or symposium. The following information was previously outlined in Comptroller's Memorandum No. 90-29 dated July 1, 1990.

  2. PROCEDURES

    The following procedures are to be adhered to when State agencies are sponsoring seminars, conferences and symposiums.

    The monies or funds held in trust must be accounted for through the State accounting system.

    For example:

    The Comptroller's Office is sponsoring a property control seminar and each participant must pay to attend. A separate account will be established and all funds deposited to that account.

    The following procedures will apply:

    1. Obtain from the Accounting Services Division a non-lapsing special identification in the 300 series. A separate account is not needed for each event; request a single account for all events sponsored.

    2. Upon approval of the account from Accounting Services, deposit the monies on Form CO-39, Deposit Slip, as restricted revenue, document type "SR" portion of the CO-39. Use 99200 as the revenue object.

    3. Prior to processing any expenditures, the monies must be committed using the CO-96, Commitment Batch List.

    4. Expenditures are to be processed through the Accounts Payable Division. Refer to the Expenditure Section of the State Accounting Manual for processing instructions.

  3. GENERAL

    If monies or funds for an event are not sent directly to or deposited by the state agency to be held in trust, then this procedure does not apply.

    For example:

    If a state employee is a member of a national organization and the organization is holding a seminar here in Connecticut, the employee may collect the seminar fee and deposit it in a privately held bank account.

    Questions may be directed to the Comptroller's Accounting Services Division at (860) 702-3380.

NANCY WYMAN
STATE COMPTROLLER

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