10.7 | Personal Service Agreement, CO-802A | |
FORM NAME: | PERSONAL SERVICE AGREEMENT | |
---|---|---|
PURPOSE: | Submitted or electronically transmitted to the Comptroller's Accounts Payable Division to commit funds for each approved personal services agreement. |
|
Paperless processing agencies must hold all commitment documents until they have verified the documents are valid "V" on CAS. After they are valid, they should be promptly submitted to the Comptroller's Accounts Payable Division for pre-audit. | ||
Form CO-802A should also be used to make revisions to an original personal service agreement due to a change in the terms or conditions of the agreement. Adjustments to accounting codes and/or commitment amounts should only be processed using Commitment Adjustment Deletion Form (CO-958). | ||
DISTRIBUTION: | CONTRACTOR, COMPTROLLER, OPM/DAS, AGENCY, ATTORNEY GENERAL |
COMPLETION INSTRUCTIONS:
Each original agreement should be assigned a document number, comprised of an identification number followed by the agency number. Identification numbers should be assigned sequentially starting with 20. Do not include the fiscal year. Do not use the same identification number more than once so that there will be no duplication of active contract numbers. For example, the first personal service agreement for Office of the Comptroller should be assigned a document number of 201202, the next 211202.
Any revision to a personal service agreement must be submitted by the agency for all amendments to the original contract agreement. The amended form C0-802A should be assigned a document number, comprised of the original document number prefaced by a two-digit amendment number (begin with 01 and consecutively increment for each subsequent amendment to a personal service agreement). For example, the first amendment to personal service agreement 201202 would be 01201202; the second amendment to personal service agreement 201202 would be 02201202, etc. All signatures originally required must be secured.
ACCOUNTING MANUAL | 5-50 | OCTOBER 1998 |
All terms and conditions must be complete. If the contract has been formalized on other than the C0-802A, it is required that a form C0-802A face sheet be prepared digesting the terms and conditions of payment and all applicable blocks must be completed. If all applicable signatures have been approved on the vendor's copy, the preparer of the C0-802A must sign in the signature space provided and also include the statement "see attached for original signatures".
APPROVAL REQUIREMENTS:
Individuals Only
Corporation, Companies, & Partnerships
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | PURPOSE | |
Purpose of form (original or amendment) |
ACCOUNTING MANUAL | 5-51 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
2 | IDENTIFICATION | |
Personal service identification number assigned by the agency followed by the agency number. | ||
3 | CONTRACTOR NAME | |
Contractor's name and address (vendor federal employer identification number or social security number must be included) | ||
4 | STATE EMPLOYEE | |
Check box that applies - if "yes" is checked include dual employment form | ||
5 | AGENCY NAME AND ADDRESS | |
Submitting agency's name and billing address | ||
6 | 4 | AGENCY NUMBER |
Submitting agency number (refer to agency table 3.2 for valid numbers) | ||
7 | 16 | CONTRACT PERIOD |
Beginning and ending dates of contract | ||
From date: 8 digits, MM-DD-YYYY format To date: 8 digits, MM-DD-YYYY format |
||
8 | AGREEMENT TYPE | |
Master agreement, contract award and number, or neither |
ACCOUNTING MANUAL | 5-52 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
9 | CANCELLATION CLAUSE | |
Number of days written notice required for cancellation of contract |
||
10 | DESCRIPTION | |
Complete description of service | ||
11 | PAY SCHEDULE | |
Cost and schedule of payments | ||
12 | 1 | ACTION CODE |
Document action code, If original form - enter "A" If amended form - enter "C" |
||
13 | 2 | DOCUMENT TYPE |
If original form - enter "PS" (personal service agreement) If amended form - enter "AA" |
||
14 | 2 | COMMITMENT TYPE |
If original form - leave blank If amended form - enter "PS" |
||
15 | 15 LSE. TYP./LEASE TYPE | |
Leave blank |
ACCOUNTING MANUAL | 5-53 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
16 | 4 | ORIG AGENCY |
Submitting agency number (refer to agency table 3.2 for valid numbers) | ||
17 | 10 | DOCUMENT NUMBER |
If original form- assigned by sequential number and agency number. Sequential number should match the sequential number portion of the identification number in block 6. (Do not include the fiscal year) |
||
If amended form - assigned by two digit amendment number (starting with 01 and continuing upward sequentially) and original personal service agreement number |
||
18 | 4 | COMMIT. AGCY./COMMITMENT AGENCY |
Agency number of appropriation charged with commitment (refer to agency table 3.2 for valid numbers) |
||
19 | 8 | COMMIT.NO./COMMITMENT NUMBER |
If original form - don't fill in
If amended form - reference original personal service agreement document number (box 17 on original form) |
||
20 | 11 | VENDOR FEIN/SSN - SUFFIX |
List federal employer identification number, social security number, exception code 13, or town code along with a 2 digit suffix number to identify location. The vendor FEIN/SSN, exception code, or town code must exist in the CAS vendor file prior to creating document |
ACCOUNTING MANUAL | 5-54 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
21 | 15 | COMMITTED AMOUNT |
If original form - the amount to be currently If an amendment form - only list the amount of |
||
22 | 15 | OBLIGATED AMOUNT |
If original form - the total amount of the personal If an amendment form - only list the amount of the |
||
23 | 16 | CONTRACT PERIOD |
If original form - enter the beginning and ending If an amendment form - extending the date, . |
||
24 | 1 | ACTION CODE |
Transaction action code (A-add or C-change) A - Add a new coding line. Required for
all lines C -Change either coding or amounts on an existing |
ACCOUNTING MANUAL | 5-55 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
25 | 2 | COMM. LINE NO./COMMITMENT LINE NUMBER |
If original form - sequentially assign line numbers to each detail line on this document. This line number must be referenced by expenditure documents and by future amendment/adjustment documents. |
||
If amended form - reference the original commitment document's line number for adjustments or deletions. To add a new line to an existing commitment, sequentially add line numbers for new lines. |
||
Up to 99 lines may be used for each document. For additional lines use form CO-956 and write "see attached coding continuation" on last detail line of this document. |
||
26 | 15 | COMMITTED AMOUNT |
If original form - the amount of money committed/reserved for the specific appropriation/object combination referenced on this line. The committed amounts on all detail lines must equal the total committed amount in block 21. |
||
If amended form - any adjustment to the original committed amount. |
||
27 | 4 | COMM. AGCY./COMMITMENT AGENCY |
Agency number of appropriation charged with commitment (refer to agency table 3.2 for valid numbers) |
||
28 | 7 | COST CENTER |
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds). |
ACCOUNTING MANUAL | 5-56 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
29 | 5 | OBJECT |
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller. |
||
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION) | ||
30 | 4 | FUNCTION |
Complete description of service | ||
31 | 9 | ACTIVITY |
Nine position activity code used by agencies to further classify the committed amount. |
||
32 | 7 | EXTENSION |
Field available to agencies for additional classification of commitment. This field will not be data entered centrally. |
||
33 | 4 | FISCAL YEAR |
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year. |
||
34 | STATUTORY AUTHORITY | |
Reference to state statutory number pertaining to purchasing authority |
ACCOUNTING MANUAL | 5-57 | OCTOBER 1998 |
ACCEPTANCES AND APPROVALS | ||
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
35 | 2 | CONTRACTOR |
Authorized signature, title, date | ||
36 | AGENCY | |
Authorized official, title, date | ||
37 | OFFICE OF POLICY & MGMT./DEPT. OF ADMIN. SERV. |
|
Authorized signature from Office of Policy & Management/ Dept. of Administrative Services, title, date - Per memorandum from Secretary of OPM dated September, 1986 exempt from certification unless there is a specific statutory requirement. |
||
38 | ATTORNEY GENERAL(APPROVED AS TO FORM) | |
Authorized signature, date |
ACCOUNTING MANUAL | 5-58 | OCTOBER 1998 |
10.8 | Requisition for Reservation of Funds, CO-110 | |
FORM NAME: | REQUISITION FOR RESERVATION OF FUNDS | |
---|---|---|
PURPOSE: | Submitted or electronically transmitted to the Comptroller's Accounts
Payable Division for one time payments for the same type of expenditures to multiple
different vendors. |
|
Paperless processing agency must hold all commitment documents until they have verified the documents are valid "V" on CAS. After they are valid, they should be promptly submitted to the Accounts Payable Division for pre-audit. | ||
DISTRIBUTION: | COMPTROLLER, AGENCY |
COMPLETION INSTRUCTIONS:
This form is used to establish a reservation commitment/category account number. The document is not prenumbered so that the requisition numbers below may be used in conjunction with an agency's number to identify each reservation account. Line items on a reservation category relate to a specific appropriation; object level coding is not required. Each particular requisition category for a general commitment is shown below:
Standard Reservation # |
Category |
---|---|
1 | Utility service and fuel items |
2 | Inter-agency claims |
3 | Federal and other than federal grants |
4 | Postal charges |
5 | Refunds of taxes, tuitions, etc. |
6 | Travel and other related expenses |
7 | Miscellaneous purchases of $1,000.00 or less, use Direct Purchase Order, Form C0-94DP |
8 | All petty cash replenishment charges |
9 to 19 | For one time payments or highly variable payments for the same types of expenditures to multiple, different vendors. May be used only when written approval has been given by the Comptroller's Accounts Payable Division. Approval requests must be re-submitted at the start of each fiscal year in accordance with Memorandum No. 98-14. All the above reservation categories are used in conjunction with document type "RR". |
ACCOUNTING MANUAL | 5-59 | OCTOBER 1998 |
Lease Reservation # |
Category |
---|---|
1,2,3.. | |
Funds for leased rental property. Each lease should be assigned an identification
number starting with 1 and continuing 2, 3, etc. for each lease. All leased property reservation categories are used in conjunction with document type "RL". The requisition for reservation of funds form must be submitted with a C0-96, commitment batch list.. A separate form CO-11O must be used to establish each requisition category. Changes to reservations may be made directly by form CO-958, commitment adjustment/deletion. This form would be used to commit additional money to an existing line item (appropriation), or to add a new line item (appropriation) |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | AGENCY NAME | |
Submitting agency's name | ||
2 | COMMITMENT BATCH NUMBER | |
Sequentially assigned by agency within fiscal year | ||
3 | DATE | |
Current date in month-day-year format that form was completed |
||
4 | AGENCY ADDRESS | |
Submitting agency's billing address | ||
ACCOUNTING MANUAL | 5-60 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
5 | TELEPHONE | |
Preparer's phone number including area code | ||
6 | FUND DESCRIPTION | |
Explanation of intended use of funds - the description should be in sufficient detail to permit identification of relative expenditure vouchers when presented for audit and payment. |
||
7 | 1 | ACTION CODE |
Document action code (A), preprinted | ||
8 | 2 | DOCUMENT TYPE |
Requisition for reservation of funds (RR) or for Reservation for lease (RL) |
||
9 | COMMITMENT TYPE | |
Shaded area - don't fill | ||
10 | 1 | LSE. TYPE/LEASE TYPE |
RR - Leave blank for general reservation categories (1-19). RL - Enter an "O" (for operating lease) or "C" (for capital lease) as appropriate. |
||
11 | 4 | ORIG. AGENCY/ORIGINATING AGENCY |
Submitting agency number (refer to agency table 3.2 for valid numbers). | ||
ACCOUNTING MANUAL | 5-61 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
12 | 10 | DOCUMENT NUMBER |
Agency assigned number comprised of reservation number and four digit agency number. (Reservation number may be comprised of up to 6 digits when establishing lease agreements). | ||
13 | COMM.AGCY./COMMITMENT AGENCY | |
Agency committing reservation | ||
14 | 11 | VENDOR FEIN/SSN - SUFFIX |
RR - Leave blank for general reservations 9-19 RL - List federal employer identification number, social security number, exception code 13, or town code along with a 2 digit suffix number to identify location. The vendor FEIN/SSN, exception code, or town code must exist in the CAS vendor file prior to creating document. |
||
15 | 15 | COMMITTED AMOUNT |
Enter the total amount to be committed against the appropriation(s) involved at this time. This amount must equal the sum of the committed amounts on the detail lines (Block 20). | ||
16 | 15 | OBLIGATED AMOUNT |
RR - Leave blank for general reservation categories (1-19). RL - Valid for reservation of lease only. Enter the total state liability for the life of the lease. Include the estimated amount for additional payments due the lessor, e.g. taxes, parking, etc. |
ACCOUNTING MANUAL | 5-62 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
17 | 16 | CONTRACT PERIOD |
RR - For general reservation categories (1-19) do not enter dates. RL - Enter the beginning and ending dates of the lease. From date: 8 digits, MM-DD-YYYY format To date: 8 digits, MM-DD-YYYY format |
||
18 | 1 | ACTION CODE |
.Transaction action code (A), preprinted | ||
19 | 2 | COMM. LINE NO./COMMITMENT LINE NUMBER |
Sequentially assign line numbers to each detail line on this document. Up to 99 lines may be used for each document. This line number will be referenced by expenditure documents to liquidate commitment line items and by commitment adjustment documents. For additional lines use form CO-956 and write "see attached coding continuation" on last line of the document. | ||
20 | 15 | COMMITTED AMOUNT |
The amount of money to be committed/reserved for the specific appropriation referenced on this line. The committed amounts on all detail lines must equal the total committed amount in block 15. | ||
21 | 4 | AGCY./AGENCY |
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers). |
ACCOUNTING MANUAL | 5-63 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
22 | 7 | COST CENTER |
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds) | ||
23 | 5 | OBJECT (RL ONLY) |
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller. | ||
AGENCY TAIL (FUNCTION, ACTIVITY AND EXTENSION) | ||
24 | 4 | FUNCTION (RL ONLY) |
Four position function code used by agencies to further classify the committed amount. | ||
25 | 9 | ACTIVITY (RL ONLY) |
Nine position activity code used by agencies to further classify the committed amount | ||
26 | 7 | EXTENSION (RL ONLY) |
Field available to agencies for additional classification of commitment. This field will not be data entered centrally. | ||
27 | 4 | FISCAL YEAR |
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year--system defaults to current fiscal year. |
ACCOUNTING MANUAL | 5-64 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
28 | AGENCY SIGNATURE | |
Authorized agency signature. May not be the same individual authorizing the batch header (CO-19). | ||
29 | TITLE | |
Title of authorized individual who signed this form | ||
30 | DATE | |
Current date, in month-day-year format, that this form was signed. | ||
31 | APPROVED FOR THE COMPTROLLER | |
Authorized signature. | ||
32 | TITLE | |
Title of individual signing as the authorized signature for the Comptroller. | ||
33 | DATE | |
Current date in month-day-year format. |
ACCOUNTING MANUAL | 5-65 | OCTOBER 1998 |
10.9 | Travel Authorization Request, CO-112 | |
FORM NAME: | TRAVEL AUTHORIZATION REQUEST | |
---|---|---|
PURPOSE: | The Office of the State Comptroller administers the fund for Tuition, Training and
Travel Reimbursements applicable to certain collective bargaining units. Travel
Authorization Requests (CO-112) requests must be submitted to the Comptroller's
Office for approval. |
|
DISTRIBUTION: COMPTROLLER, EMPLOYEE, AGENCY |
COMPLETION INSTRUCTIONS:
This document will not be data entered by the comptroller and will not be used to encumber money on an appropriation. Do not submit this form with a C0-96, commitment batch list. After this form is completed, forward all parts to:
Office of the State Comptroller,
Support Services
55 Elm Street
Hartford, CT. 06106
Each expenditure exceeding $25 or more must be supported by an original voucher or receipt and should be submitted on an Employee Voucher Form C0-17XP.
Refer to section 3 of expenditure forms completion for special considerations of travel authorizations and revisions of travel authorizations.
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | DATE OF REQUEST | |
Date travel authorization request completed by employee | ||
2 | T. A. NUMBER/TRAVEL AUTHORIZATION NUMBER | |
Assigned travel number, begin with number 1 each fiscal year. | ||
ACCOUNTING MANUAL | 5-66 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
3 | AGENCY | |
Submitting agency's name, unit, address, and business office phone number | ||
4 | EMPLOYEE NAME | |
Employee for whom authorization is requested | ||
5 | EMPLOYEE NUMBER | |
Employee identification number | ||
6 | TITLE | |
Title of employee for whom travel authorization is requested. | ||
7 | BARGAINING NUMBER | |
Collective bargaining identification | ||
8 | WORK TELEPHONE | |
Office phone number of employee for whom travel authorization is requested. | ||
9 | HOME TELEPHONE | |
Home phone number of employee for whom travel authorization is requested. | ||
10 | DUTY STATION | |
Complete address of official duty station. |
ACCOUNTING MANUAL | 5-67 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
11 | ITINERARY | |
Travel schedule (from/to) if departing from home check box | ||
12 | DATES | |
Time period of travel (from/to) | ||
13 | MISCELLANEOUS INFORMATION | |
Parking permit required, actual time of departure and return | ||
14 | OBJECT OF TRAVEL | |
Declare reason for travel (attach substantiating documents) | ||
15 | TYPE OF TRAVEL | |
Means of transportation (air, first class rail, state-owned car, personal car, agency car, other) | ||
16 | ITEMIZED COST | |
Itemize airfare, lodging, meals, tax, gratuities, personal mileage, taxis, registration fee, other | ||
17 | TOTAL COST | |
Sum of itemized travel costs | ||
18 | ACTION CODE | |
Leave blank |
ACCOUNTING MANUAL | 5-68 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
19 | LINE NUMBER | |
Leave blank | ||
20 | COMMITTED AMOUNT | |
The amount of money to be reserved for the specific appropriation/object combination referenced on this line. The committed amounts on all detail lines must equal the total committed amount in Block 17. | ||
21 | AGENCY | |
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers). | ||
22 | COST CENTER | |
Fund & special ID (SID) related to the appropriation which is to be charged (refer to table 3.1 for valid funds). | ||
23 | OBJECT | |
Classification of expenditure discloses the essential nature of the expenditure or actual items being purchased (refer to table 3.4 for valid object numbers). The fifth position of object must be zero unless specifically approved by the Comptroller. Object coding is not required for this form. | ||
24 | AGENCY TAIL | |
(A) Function - four position function code used by agencies to further classify the
committed amount. (B) Activity - nine position activity code used by agencies to further classify the committed amount. |
||
ACCOUNTING MANUAL | 5-69 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
25 | EXTENSION | |
Field available to agencies for additional classification of commitment. This field will not be data entered centrally. | ||
26 | FISCAL YEAR | |
The higher side of the fiscal year must be used; for example, fiscal year 97-98 should be coded as 1998. Leave blank for current fiscal year. | ||
27 | SIGNATURE | |
Signature of employee who will claim reimbursement. | ||
28 | APPROVED BY | |
Signature of supervisor, division head, director or dean | ||
29 | AUTHORIZED BY | |
Agency head or authorized individual | ||
30 | OFFICE OF THE STATE COMPTROLLER | |
Current date (month-day-year) and authorized signature from Comptroller's Support Services Section |
ACCOUNTING MANUAL | 5-70 | OCTOBER 1998 |