Seal of the Office of the State Comptroller

MEMORANDUM NO. 98-14a

May 15, 1998

TO THE HEADS OF ALL STATE AGENCIES

ATTENTION: Chief Administrative Officers, Fiscal Officers and Business Managers
SUBJECT: Removal of Inactive Reservations
  1. PURPOSE:The purpose of this memorandum is to provide information on how a reservation that an agency no longer needs can be removed from the commitment database.

  2. REMOVAL OF INACTIVE RESERVATIONS: Agency staff should review the weekly ACRE 58 Report, Active Commitment-Detail, for an agency's reservations and determine which reservations are no longer used. A reservation can be removed from the commitment database only if there are no expenditures on the reservation and any committed amounts have been decommitted using form CO-958 as a negative AD. An agency must submit a CO-958 as a DD to the Accounts Payable Division to remove a reservation from the active commitment database. The DD need only reference the General Reservation and not each individual line. Agencies should remove unused reservations because of the potential for misuse which then becomes a possible internal control issue.

  3. GENERAL: Please direct all questions to the Accounts Payable Division at (860) 702-3395.

 

NANCY WYMAN
STATE COMPTROLLER

NW:CH

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