The Seal of the Office of the State Comptroller

May 1, 2000

FISCAL YEAR-END INSTRUCTIONS 2000-4

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

I. Paperless Processing Instructions

A. Fiscal Year 1999-2000 (Old Year) Commitments:
  1.
a. PO, PS, RL & RR Documents must be entered into SAAAS, CAMRIS and CASII by 4:00 p.m. on June 21, 2000.
 
b. 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, 2000.
 
c. 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.
 
2. AD documents required to meet payment of claims for (Old Year) FY 1999-2000 must be entered into SAAAS, CAMRIS, LITES, and CASII by 4:00 p.m. on June 28, 2000. These documents are retained by the agency.
 
3. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1999-2000 appropriations will be automatically recommitted against the new year appropriation.
B. Fiscal Year 1999-2000 (Old Year) Expenditures:
1. Expenditure documents for FY 1999-2000 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS, BANNER, LITES, and CASII by 4:00 p.m. on June 28, 2000 in order to be charged to FY 1999-2000 appropriations.
 
2. Expenditure documents posted to SAAAS, CAMRIS, BANNER, LITES, and CASII by June 28, 2000 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 2000-2001 (New Year) and charged to new year appropriations.
 
3. The cut-off for all VC Documents is June 21, 2000.
C. Fiscal Year 2000-2001 (New Year) Processing:
1. All  expenditures for FY 1999-2000 not posted by June 28, 2000 must be coded FY 2000- 2001 and charged against new year appropriations.
 
a. New Year commitments can be transmitted on July 7, 2000.
 
Questions related to year end paperless processing should be directed to Linda Carney at (860) 702-3396 or E-mail osc.apd@po.st.ct.us.
II. Paper Processing Agencies

A. Fiscal Year 1999-2000 (Old Year) Commitments:

Commitments against appropriations for the 1999-2000 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, 2000.
 
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, 2000.
 
1. Commitments should be received five days prior to submitting the expenditure for payment, but no later than June 16, 2000 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.
B. Fiscal Year 2000-2001 (New Year) Commitments:
Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 1999-
2000 appropriations will be automatically recommitted against the new year appropriation.

C. Fiscal Year 1999-2000 (Old Year Vendor Payments):

Expenditure Batches for "Old Year" lapsing appropriations must be on file in the Accounts
Payable Division by June 16, 2000, in order to be charged to FY 1999-2000 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 26, 2000 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 - Allan Kabel (860) 702-3391
4000's, 5000's, 6000's - Marcia Clahar (860) 702-3394
7000's, 8000's, 9000's - Lavern Thomas (860) 702-3393
FAX Numbers: (860) 702-3420 AND (860) 702-3419

D. Fiscal Year 2000-2001 (New Year) Processing:

1. Expenditures incurred during FY 1999-2000 but not on file in this office by June 16,
2000
, will be treated as fiscal year 2000-2001 (New Year) expenditures.
 
a. All documents will be coded as 2001 and charged against "New Year" appropriations.
 
b. New Year commitment and expenditure batches will be accepted on July 3, 2000
for paper processing agencies.

III. Paper and Paperless Processing Agencies

A. 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.
 
B. 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.

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