The Seal of the Office of the State Comptroller
MEMORANDUM NO. 99-42

October 8, 1999

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, and Payroll and Personnel Officers
Subject: Change in the Method of Payment for Reportable Tuition/Travel Reimbursements to Employees from Union Funds (9916)

I. PURPOSE

The purpose of this memorandum is to provide agencies with information regarding the payment conversion of reportable tuition and travel reimbursements issued to employees from Union Tuition and Training Funds (9916). Effective November 1, 1999 all reportable 9916 reimbursements will be requested on a CO-17XP-PR form.

II. CURRENT PROCEDURE

Memoranda 97-57 and 98-32 advised agencies that the method for employee reimbursements would be converted to the payroll system from the accounts payable system except for those reimbursements issued from Union Tuition and Training Funds (9916).
 
Agencies are being asked to assist with the conversion of additional employee reimbursements to the payroll process.
 
The method to reimburse employees for tuition and travel, determined to be reportable from Union Tuition and Training Funds (9916), will change. At this time, the method for non-reportable tuition and travel reimbursement payments will remain unchanged. Currently, a separate CO-17XP is required for any payment determined to be reportable.

III. NEW PROCEDURE

As of November 1, 1999, reportable reimbursements must be submitted to the Office of the State Comptroller on the EMPLOYEE PAYROLL REIMBURSEMENTS, CO-17XP-PR, form. Non-reportable reimbursements will continue to be submitted on a CO-17XP.
 
Tuition:
 
The employee will submit a claim on the PERT-1, Tuition Reimbursement Form, to their agency Tuition and Training Officer. The Officer will determine the reportability of the claim. If the claim is determined to be reportable, a CO-17XP-PR form must be completed.
 
Travel:
 
All forms related to the requests for reimbursement (reportable and non-reportable) must be submitted together. The two documents together must equal the authorized amount on the travel authorization.
 
As the Addendum form is completed, a determination is made regarding the portion of the employee's travel reimbursement that is reportable. Submit the reportable reimbursement portion on the CO-17XP-PR form, in duplicate. Additional copies of the other related travel receipts are not required.

IV. CO-17XP-PR EMPLOYEE PAYROLL REIMBURSEMENTS FORM

Complete the employee's name, address, employee number, social security number, the agency's Level Two Payroll Unit information, travel authorization number and period covered sections on the form.
 
TRNS CD R1; D/OE 0B (Zero B); Amount; Agency 9916; Fund 0; SID (bargaining unit); Object 01230; Extension; Agency Number.
 
In the Employee Expenditure section list only the items that are reportable.
 
The appropriate signatures must also be obtained before submission to the Office of the State Comptroller.

V. GENERAL

The payroll portion of the reimbursement will be received in the employee's bi-weekly paycheck. A separate check will be received by the employee for the non-reportable reimbursement until further notice.
 
Questions regarding this memorandum should be directed as follows within the Office of the State Comptroller.
 
9916 Tuition and Training Funds Processing - Management Services Division
 
Tuition - (860) 702-3346
Travel - (860) 702-3335
 
Interpretation of this Memorandum - Policy Services Division: 702-3440.

 

NANCY WYMAN
STATE COMPTROLLER

NW:BG:jrs

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