May 1, 1998

FISCAL YEAR-END INSTRUCTIONS 98-4

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 1997-98 (Old Year) Commitments:

Your commitments against appropriations for the 1997-98 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, 1998.

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, 1998.

1. Commitments should be received five days prior to submitting the expenditure for payment, but no later than June 17, 1998 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 and AA can be processed on the same Commitment Batch List. Commitment types RR and RL must be processed on a separate Commitment Batch List.

II. Fiscal Year 1998-99 (New Year) Commitments:

Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1997-98 appropriations will be automatically recommitted against the new year appropriation.

III. Fiscal Year 1997-98 (Old Year Vendor Payments)

Expenditure Batches for "Old Year" lapsing appropriations must be on file in the Accounts Payable Division by June 17, 1998, in order to be charged to FY 1997-98 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 - Tuition and Training Reimbursement (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 22, 1998 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 problems.

(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:

Telephone Number
Supervisor - Connie Castro 702-3395
Commitment Auditors - Joy Nailor
- Laverne Thomas
702-3407
702-3393
Audit Assignment by Agency
1000's, 2000's, 3000's - Allan Kabel702-3391
4000's, 5000's, 6000's - Chris Bacon702-3392
7000's, 8000's, 9000's - Marcia Clahar702-3394
FAX Numbers: 702-3419 and 702-3420

IV. Fiscal Year 1998-99 (New Year) Processing:

1. Expenditures incurred during FY 1997-98 but not on file in this office by June 17, 1998, will be treated as fiscal year 1998-99 (New Year) expenditures.

a. All documents will be coded as 1999 and charged against "New Year" appropriations.

b. New Year commitment and expenditure batches will be accepted on July 1, 1998.

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 1997-98 (Old Year) Commitments:

a. (1) PO, PS, RL, & RR Documents must be entered into SAAAS, CAMRIS and CASII by 4:00 p.m. on June 22, 1998.

(2) PA, AA, & FC Documents related to active PO's and PS's must be entered into SAAAS, CAMRIS and CASII by 4:00 p.m. on June 22, 1998.

(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 1997-98 must be entered into SAAAS, CAMRIS and CASII by 4:00 PM on June 26, 1998. These documents are retained by the agency.

c. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1997-98 appropriations will be automatically recommitted against the new year appropriation.

2. Fiscal Year 1997-98 (Old Year) Expenditures:

a. Expenditure documents for FY 1997-98 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS, BANNER and CASII by 4:00 p.m. on June 26, 1998 in order to be charged to FY 1997-98 appropriations.

b. Expenditure documents posted to SAAAS, CAMRIS, BANNER and CASII by June 26, 1998 that cannot be processed on that day due to agency errors such as lack of proper commitment, funding etc. will be rejected from CAS and require resubmission in 1998-99 (New Year) and charged to new year appropriations.

3. Fiscal Year 1998-99 (New Year) Processing

1. All expenditures for FY 1997-98 not posted by June 26, 1998 must be coded FY 1998-99 and charged against new year appropriations.

a. New year commitments will be accepted on July 1, 1998.

Questions related to year end paperless processing should be directed to Linda Carney at 702-3396.

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