STATE OF CONNECTICUT
THE STATE COMPTROLLER
May 1, 2001
FISCAL YEAR-END INSTRUCTIONS 2001-4
|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 2000-2001 (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, 2001.
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, 2001.
2. AD documents required to meet payment of claims for (Old Year) FY 2000-2001 must be entered into SAAAS, CAMRIS, LITES, and CASII by 4:00 p.m. on June 28, 2001. These documents are retained by the agency.
3. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 2000-2001 appropriations will be automatically recommitted against the new year appropriation.
B. Fiscal Year 2000-2001 (Old Year) Expenditures:
3. The cut-off for all VC Documents is June 28, 2001. Vendor Check Cancellations (VC) documents must be in Q status on CAS by June 27, 2001. All hard copy documents must be received in the Accounts Payable Division by June 28, 2001.
C. Fiscal Year 2001-2002 (New Year) Processing:
Questions related to year end paperless processing should be directed to Linda Carney at (860) 702-3396 or E-mail firstname.lastname@example.org.
II. Paper Processing Agencies
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, 2001.
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 2001-2002 (New Year) Commitments:
Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 2000-2001 appropriations will be automatically recommitted against the new year appropriation.
Expenditure Batches for "Old Year" lapsing appropriations must be on file in the AccountsPayable Division by June 15, 2001, in order to be charged to FY 2000-2001 appropriations.
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
Audit and document processing questions should be directed to:
|Supervisor - Connie Castro||(860) 702-3395|
|Commitment Auditors - Patricia Cafazzo||(860) 702-3391|
|- Gabrielle Collins||(860) 702-3392|
|Audit Assignment by Agency|
|1000's, 2000's, 3000's - Lavern Thomas||(860) 702-3393|
|4000's, 5000's, 6000's - Joy Nailor||(860) 702-3407|
|7000's, 8000's, 9000's - Marcia Clahar||(860) 702-3394|
FAX Numbers: (860) 702-3420 AND (860) 702-3419
b. New Year commitment and expenditure batches will be accepted on July 2, 2001 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.
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.
Return to Index of 2001 Comptroller's Fiscal
Year End Instructions
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