COMPTROLLER'S SEAL STATE OF CONNECTICUT

STATE OF CONNECTICUT

NANCY WYMAN
COMPTROLLER

OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775

MARK OJAKIAN
DEPUTY COMPTROLLER

INTERDEPARTMENTAL MEMORANDUM

May 1, 2000

To: Chief Administrative Officers, Fiscal Officers, and Business Managers
Subject: Agency Certification: Revised Claims Authorization Form (CO-512)

The revised Claims Authorization Form (CO-512) is available for downloading from the OSC website http://www.osc.state.ct.us/agencies/forms/eforms/index.html on the internet. Agencies without internet access should order additional Claims Authorization Forms from Vanguard Direct to record and submit future changes. The revised form (April 2000) must be used for fiscal year 2000-2001. Agencies must file their completed form(s) with the Office of the State Comptroller, Accounts Payable Division no later than June 16, 2000. The signature of the agency head (ex. Commissioner) must appear on all Claims Authorization Forms to certify that encumbrances and expenditures are "chargeable to the appropriations indicated." Encumbrance and expenditure documents may not be processed for the new fiscal year if the revised Claims Authorization Forms (CO-512) are not received by this date. A new Comptroller's On-Line Security Form CO-1057 is required when an authorization changes. Please use the yellow Claims Authorization Card, Form CO-512 revised 9/97, only for changes to be made for the 1999-2000 fiscal year ending June 30, 2000.

Paper processing agencies are required to establish a signature file of agency personnel who are authorized to certify encumbrance and expenditure documents.

Paperless processing agencies are required to establish a signature file for agency personnel who are authorized to certify (audit release) encumbrance and expenditure documents. The following procedures must be followed:

. Mark only one box next to each name to indicate the employee is authorized to audit release commitments or expenditures.

. Each authorized employee must sign the form within their respective signature field.

Proper segregation of duties must exist. An employee authorized to audit release commitments must
not be the same employee with expenditure audit release capability. Segregation is required for both
the entry of commitments and the audit release of commitments. The same criteria applies for expenditures.

Questions regarding the segregation of duties should be addressed as described below:

Claims Authorization Form - (CO-512), Tom Weaver (860) 702-3397
 
Paperless Processing Procedures, Linda Carney (860) 702-3396

Sincerely,

 

Mark Aronowitz,
Director - Accounts Payable Division

Enclosure

MKA:tw
cc:


Thomas Dovidaitis, Deputy State Auditor - Auditor of Public Accounts
Linda Carney, Accounting Specialist
Tom Weaver, Associate Accountant
File
 

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