May 2, 1997
FISCAL YEAR-END INSTRUCTIONS 97-4
|To:||All State Agencies|
|Attention:||Chief Fiscal Officer or Business Manager|
|Subject:||Commitments and Vendor Payments/Paper and Paperless agencies|
Paper Processing Agencies
I. Fiscal Year 1996-97 (Old Year) Commitments:
Your commitments against appropriations for the 1996-97 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 17, 1997.
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 appropriations for any obligations incurred prior to June 30, 1997.
1. Commitments must be received five days prior to submitting the expenditure for payment, but no later than June 17, 1997 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.
II. Fiscal Year 1997-98 (New Year) Commitments:
Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1996-97 appropriations will be automatically recommitted against the new year appropriation.
III. Fiscal Year 1996-97 (Old Year Vendor Payments)
Expenditure Batches for "Old Year" lapsing appropriations must be on file in the Accounts Payable Division by June 17, 1997, in order to be charged to FY 1996-97 appropriations.
1. Expenditure Processing
a. 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
b. It is important that you review all documents for completeness and agency certification before submitting them to the Accounts Payable Division.
2. Expenditure Documents in Error
a. On May 23, 1997 the 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
(3) Failure to correct the errors will result in the rejection of these documents.
b. It is important that you review all documents for completeness and agency
certification before submitting them to the Accounts Payable Division.
Audit and document processing questions should be directed to:
It is important that you review all documents for completeness and agency certification before submitting them to the Accounts Payable Division.
Audit and document processing questions should be directed to:
|Supervisor - Connie Castro||702-3395|
|Commitment Auditor - Joy Nailor||702-3407|
|- Chrissie King||702-3393|
|1000's, 2000's, 3000's - Marcia Clahar||702-3394|
|4000's, 5000's, 6000's - Allan Kabel||702-3391|
|7000's, 8000's, 9000's - Chris Bacon||702-3392|
FAX Numbers: 702-3419 and 702-3420
IV. Fiscal Year 1997-98 (New Year) Processing:
1. Expenditures incurred during FY 1996-97 but not on file in this office by June 17, 1997, will be treated as fiscal year 1997-98 (New Year) expenditures.
a. All documents will be coded as 1998 and charged against "New Year" appropriations.
b. New Year commitment and expenditure batches will be accepted on July 1, 1997.
V. 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.
VI. 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.
VII. SPECIAL INSTRUCTIONS AND CUT-OFF DATES FOR PAPERLESS PROCESSING AGENCIES ONLY
1. Fiscal Year 1996-97 (Old Year) Commitments:
a. (1)PO, PS, RL, & RR Documents must be entered into SAAAS, CAMRIS and CASII by 4:15 p.m. on June 20, 1997.(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 20, 1997.
(3) All original documents must be submitted to the 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.
b. AD documents required to meet payment of claims for (Old Year) FY 1996-97 must be entered into SAAAS, CAMRIS and CASII by 4:15 PM on June 25, 1997. These documents are retained by the agency.
c. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1996-97 appropriations will be automatically recommitted against the new year appropriation.
2. Fiscal Year 1996-97 (Old Year) Expenditures:
a. Expenditure documents for FY 1996-97 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS and CASII by 4:15 p.m. on June 26, 1997 in order to be charged to FY 1996-97 appropriations.
b. Expenditure documents posted to SAAAS, CAMRIS and CASII by June 27, 1997 that cannot be processed by June 30, 1997 due to agency errors such as lack of proper commitment, funding etc. will be rejected from CAS and require resubmission in 1997-98 (New Year) and charged to new year appropriations.
3. Fiscal Year 1997-98 (New Year) Processing
1. All expenditures for FY 1996-97 not posted by June 30, 1997 must be coded FY 1997-98 and charged against new year appropriations.
a. New year commitments will be accepted on July 1, 1997.
Questions related to year end paperless processing should be directed to Linda Carney at 702-3396.
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