May 3, 1999

FISCAL YEAR-END INSTRUCTIONS 99-4

To: All State Agencies
Attention: Chief Fiscal Officer or Business Manager
Subject: Commitments and Vendor Payments/Paper and Paperless Agencies

Paper Processing Agencies

  1. Fiscal Year 1998-99 (Old Year) Commitments:
Commitments against appropriations for the 1998-99 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 16, 1999.
 
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, 1999.
 
1.Commitments should be received five days prior to submitting the expenditure for payment, but no later than June 16, 1999 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.
  1. Fiscal Year 1999-2000 (New Year) Commitments:
Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1998-99 appropriations will be automatically recommitted against the new year appropriation.
  1. Fiscal Year 1998-99 (Old Year Vendor Payments):
Expenditure Batches for "Old Year" lapsing appropriations must be on file in the Accounts Payable Division by June 16, 1999, in order to be charged to FY 1998-99 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 28, 1999 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 (860) 702-3395
Commitment Auditor - Joy Nailor (860) 702-3407
Audit Assignment by Agency
1000's, 2000's, 3000's - Chris Bacon (860) 702-3392
4000's, 5000's - Marcia Clahar (860) 702-3394
6000's, 7000's - Lavern Thomas (860) 702-3393
8000's, 9000's - Allan Kabel (860) 702-3391
FAX Numbers: (860) 702-3419 AND (860) 702-3420
  1. Fiscal Year 1999-2000 (New Year) Processing:

1. Expenditures incurred during FY 1998-99 but not on file in this office by June 16, 1999, will be treated as fiscal year 1999-2000 (New Year) expenditures.

a. All documents will be coded as 2000 and charged against "New Year" appropriations.
 
b. New Year commitment and expenditure batches will be accepted on July 1, 1999.
  1. 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 ensure proper accrual for GAAP purposes. Refer to Memorandum 95-11 for proper clarification of receipt date.
  1. 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, CT 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.
  1. SPECIAL INSTRUCTIONS AND CUT-OFF DATES FOR PAPERLESS PROCESSING AGENCIES ONLY

1.Fiscal Year 1998-99 (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 21, 1999.

(2) PA, AA, & FC Documents related to active PO's, PS's, and RL's must be entered into SAAAS, CAMRIS and CASII by 4:00 p.m., on June 21, 1999.

(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 1998-99 must be entered into SAAAS, CAMRIS and CASII by 4:00 p.m. on June 28, 1999. These documents are retained by the agency.

c. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1998-99 appropriations will be automatically recommitted against the new year appropriation.

2. Fiscal Year 1998-99 (Old Year) Expenditures:

a. Expenditure documents for FY 1998-99 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS, BANNER and CASII by 4:00 p.m. on June 28, 1999 in order to be charged to FY 1998-99 appropriations.

b. Expenditure documents posted to SAAAS, CAMRIS, BANNER and CASII by June 28, 1999 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 1999-2000 (New Year) and charged to new year appropriations.

3. Fiscal Year 1999-2000 (New Year) Processing
 
1. All expenditures for FY 1998-99 not posted by June 28, 1999 must be coded FY 1999-2000 and charged against new year appropriations.
 
a. New Year commitments will be accepted on July 1, 1999.
 
Questions related to year end paperless processing should be directed to Linda Carney at (860) 702-3396.

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