10.10 | Amendment to Purchase Order, CO-95 | |
FORM NAME: | AMENDMENT TO PURCHASE ORDER | |
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PURPOSE: | Submitted or electronically transmitted to the Comptroller's Accounts
Payable Division for all amendments to the existing terms and conditions (including
price changes) of original purchase order. Adjustments to accounting codes and/or commitment amounts should be processed using a Commitment Adjustment/Deletion form CO-958. Paperless agencies must hold all commitment documents until they ave verified the documents are valid on CAS. After they are valid ("V"), they should be promptly submitted to the Accounts Payable Division for pre-audit. |
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DISTRIBUTION: | VENDOR, COMPTROLLER, BUREAU OF PURCHASES, AGENCY, RECEIVING |
COMPLETION INSTRUCTIONS:
Amendment to purchase orders must be submitted in batches with a commitment batch list, form C0-96, attached as the cover sheet.
This form may be used for any adjustment to the original or previously adjusted purchase order (C0-94). Amendment to purchase orders reflect only the change to a purchase order, i.e. net change of amounts from a price increase. Form C0-95 must be used whenever there is a price increase or any other change in terms, except for an allowance of up to 10% for bulk commodities.
Changes to purchase orders for personal property leasing, rental, maintenance, or EDP services must have a new approved SP-10 attached for purchases of $10,000 and over.
Amendments to purchase orders for the installment purchase of equipment must have the FAC approval attached for the change.
ACCOUNTING MANUAL | 5-71 | OCTOBER 1998 |
To deobligate a purchase order with "9-9" as the obligated amount complete the following steps:
Paper Processing Agencies:
Paperless Processing Agencies:
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | DATE | |
Current date in month-day-year format | ||
2 | NEW COMMITMENT BATCH NO./NEW COMMITMENT BATCH NUMBER | |
Sequentially assigned by agency within fiscal year. |
ACCOUNTING MANUAL | 5-72 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
3 | ORIGINAL DOCUMENT NO./ORIGINAL DOCUMENT NUMBER (P.O. NO.) | |
Enter the number of the original purchase order. | ||
4 | AGENCY NAME AND ADDRESS | |
Submitting agency's name and billing address | ||
5 | VENDOR NAME AND ADDRESS | |
Vendor's name and address | ||
6 | ITEM NO./ITEM NUMBER | |
DAS purchasing classification number | ||
7 | DESCRIPTION | |
Description of change to purchase order, including catalogue number, or contract terms if installment purchase | ||
8 | UNIT | |
Adjustment to item's unit of measurement (e.g. box, case, package, pound) | ||
9 | NO. OF UNITS/NUMBER OF UNITS | |
Adjustment to quantity of purchased units | ||
10 | UNIT PRICE | |
Adjustment to price of purchased units |
ACCOUNTING MANUAL | 5-73 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
11 | AMOUNT | |
Adjustment to number of units x purchase price for each item | ||
12 | ACTION CODE | |
Document action code (C), preprinted | ||
13 | DOCUMENT TYPE | |
Purchase order amendment (PA), preprinted | ||
14 | COMMITMENT TYPE | |
Original document type (PO), preprinted | ||
15 | 1 | LSE.TYP./LEASE TYPE |
Enter the indicator from the original purchase order unless the terms of the amendment are changing the type of agreement. For example, if the amendment is converting a simple (operating) equipment lease - indicator "O" - to an installment purchase or a capital lease, then the amendment will show a "C" as lease indicator. (See Sections 5.2-5.4 conditions operations versus capitol.) | ||
16 | 4 | AGENCY NO./AGENCY NUMBER |
Submitting agency's number - must be the same as original purchase order | ||
17 | DOCUMENT NUMBER | |
Preprinted number |
ACCOUNTING MANUAL | 5-74 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
18 | 4 | COMM.AGCY./COMMITMENT AGENCY |
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers) | ||
19 | 8 | COMMITMENT NO./COMMITMENT NUMBER |
Document number of original purchase order | ||
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 ONLY when changing number on original purchase order. FEIN/SSN change also requires FC. | ||
The vendor FEIN/SSN, exception code, or town code must exist in the CAS vendor file prior to creating document. | ||
21 | 15 | COMMITTED AMOUNT |
Enter the adjustment required by the amendment to the current encumbrances in the appropriation(s) concerned. This amount must equal the sum of the committed amounts on the detail lines (block 26). | ||
22 | 15 | OBLIGATED AMOUNT |
Enter the adjustment (increase or decrease) to the total obligation for the purchase order. |
ACCOUNTING MANUAL | 5-75 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
23 | 8 | CONTRACT PERIOD - FOR SERVICES ONLY |
If the contract period is not changing, leave blank; If the contract period is being amended, enter the "To" date of the revised contract only. Never change the from date of a contract. | ||
To date: 8 Digits, MM-DD-YYYY format | ||
24 | ACTION CODE | |
Transaction action code (A-add, C-change, D-delete) | ||
25 | 2 | COMM. LINE NO./COMMITMENT LINE NUMBER |
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 C0-956 and write "see attached coding continuation" on last detail line of this document. | ||
26 | 15 | COMMITMENT AMOUNT |
Adjustments to the amount of money reserved for the specific appropriation/object combination referenced on this line. The amounts to change the commitment on all detail lines must equal the total committed amount in block 21. | ||
27 | 4 | AGCY./AGENCY |
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers) |
ACCOUNTING MANUAL | 5-76 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
28 | 7 | COST CENTER |
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds). | ||
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 |
Four position function code used by agencies to further classify the committed amount. | ||
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. |
ACCOUNTING MANUAL | 5-77 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
34 | D.P.A. NO./DIRECT PURCHASE AUTHORITY NUMBER | |
Direct purchase authority - refer to State purchasing manual | ||
35 | CONTRACT AWARD NO./CONTRACT AWARD NUMBER | |
Assigned contract award number | ||
36 | PURCHASE REQUISITION NUMBER | |
Approved purchase requisition number (refer to attached SP-10 form for description) | ||
37 | APPROVED BY AGENCY | |
Individual authorized by the agency head to sign for commitment documents. . | ||
38 | PREPARED BY | |
The individual that can answer specific questions regarding the content of this form. | ||
39 | DATE | |
Current date in month-day-year format | ||
40 | FOR COMPTROLLER'S USE ONLY |
ACCOUNTING MANUAL | 5-78 | OCTOBER 1998 |
10.11 | Commitment Adjustment/Deletion, CO-958 | |
FORM NAME: | COMMITMENT ADJUSTMENT/DELETION | |
PURPOSE: | Submitted or electronically transmitted to the Comptroller's Accounts
Payable Division for the correction, adjustment, or deletion of commitment documents. This
form is used to amend accounting and/or amount data and is not to be used to modify
terms, conditions, or other "business" aspects of a source document. Paperless
processing agencies are not required to submit AD |
|
DISTRIBUTION: | COMPTROLLER, AGENCY |
COMPLETION INSTRUCTIONS:
This form should be utilized for all adjustments to commitment accounting codes and/or amounts and is not to be confused with form C0-604, agency correction or adjustment report, which is to be used for amendments to expenditure coding and/or amounts.
Commitment Adjustment/Deletion, Form C0-958, must reference an existing commitment document. The document type, entered in block 10, varies with the specific usage of this form:
Submit separate batches for each document type.
Document Type: | Purpose: | |
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AD | Used solely to adjust the committed amounts of a commitment document. | |
FC | Used when any commitment information is data entered incorrectly into the system and must be corrected. If initiated at the agency a copy of the original document with the incorrect data must be attached. | |
The file change may also be used to correct the FEIN/SSN on the commitment. Documentation for the change must be attached to the FC. |
ACCOUNTING MANUAL | 5-79 | OCTOBER 1998 |
Paperless processing agencies must forward the FC to the Comptroller's Accounts Payable Division for audit after the document is electronically transmitted and valid. The AD document does not need to be submitted to the Comptroller. | ||
DD | Used when a commitment document appears in error on an agency report and it must be deleted. | |
The adjustment/deletion forms must be submitted in with a commitment batch list, form C0-96, attached. All information to be modified on the original commitment must be identified. Net changes (amounts) should be used, not the new amount total. These forms must contain a sigature in block 31 and the date in block 32. |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | 4 | AGENCY NUMBER |
Submitting agency's number | ||
2 | COMMITMENT BATCH NUMBER | |
Sequentially assigned by agency within fiscal year. | ||
3 | DATE | |
Current date in month-day-year format | ||
4 | AGENCY NAME | |
.Submitting agency's name | ||
5 | TELEPHONE NUMBER | |
Preparer's phone number including area code |
ACCOUNTING MANUAL | 5-80 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
6 | AGENCY ADDRESS | |
Submitting agency's billing address | ||
7 | VENDOR NAME | |
Vendor's name | ||
8 | EXPLANATION OF ADJUSTMENTS | |
Explanation of error or correction | ||
9 | 1 | ACT. CD./ACTION CODE |
Document action code (C-change, D-delete) | ||
10 | 2 | DOC. TYP./DOCUMENT TYPE |
Commitment adjustment (AD), file change (FC), or delete document (DD) | ||
11 | 2 | COM.TYP./COMMITMENT TYPE |
.Reference original commitment document type | ||
12 | 1 | LSE. TYP./LEASE TYPE |
Lease indicator: Complete this field if document type is FC. Indicate type of lease: capital lease (C) or operating lease (O). Leave blank if no lease applies.. | ||
13 | 4 | ORIG. AGCY. NO./ORIGINATING AGENCY NUMBER |
Submitting agency's number - must be same as original source document. |
ACCOUNTING MANUAL | 5-81 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
14 | DOCUMENT NO./DOCUMENT NUMBER | |
Preprinted number | ||
15 | 4 | COMM. AGCY./COMMITMENT AGENCY |
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers) | ||
16 | 8 | COMM. NO./COMMITMENT NUMBER |
Document number of original commitment document | ||
17 | 11 | VENDOR FEIN/SSN - SUFFIX |
Doc types AD & DD - leave blank Doc type FC - complete only if changing the FEIN/SSN number - |
||
18 | 15 | COMMITTED AMOUNT |
The total adjustment to the amount of money reserved by the related purchase order. This amount must equal the sum of the committed amounts on the detail lines (block 23). | ||
19 | 15 | OBLIGATED AMOUNT |
Complete this block if document type equals FC - enter adjustment to the obligated amount on the original document. |
ACCOUNTING MANUAL | 5-82 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
20 | 12 | CONTRACT PERIOD |
If an AD leave blank. If an FC, complete only when commitment type is RL, and the To date is being amended or if the original document was incorrectly data entered. Never change the From date on an existing lease. |
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21 | 1 | ACT. CD./ACTION CODE |
Transaction action code (A-add, C-change, D-delete) | ||
22 | 2 | COMM. LINE NO./COMMITMENT LINE NUMBER |
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. | ||
23 | 15 | COMMITTED AMOUNT |
Adjustments to the amount of money reserved for the specific appropriation/object combination referenced on this line. The amounts to change the commitment on all detail lines must equal the total committed amount in block 18. | ||
24 | 4 | COMM. AGCY./COMMITMENT AGENCY |
Agency number of appropriation charged with commitment. (Refer to agency table #3.2 for valid numbers) | ||
25 | 7 | COST CENTER |
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds). |
ACCOUNTING MANUAL | 5-83 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
26 | 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) | ||
27 | 4 | FUNCTION |
Four position function code used by agencies to further classify the committed amount. | ||
28 | 9 | ACTIVITY |
Nine position activity code used by agencies to further classify the committed amount. | ||
29 | 7 | EXTENSION |
Field available to agencies for additional classification of commitment. This field will not be data entered centrally. | ||
30 | 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. | ||
31 | AUTHORIZED BY | |
Authorized signature | ||
32 | DATE | |
Date in month-day-year format that the agency signed this form. |
ACCOUNTING MANUAL | 5-84 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
33 | ACCOUNTS PAYABLE DIVISION APPROVAL | |
Authorized signature (required only for document types DD and FC) | ||
34 | DATE | |
Date in month-day-year format that APD signed this form. |
ACCOUNTING MANUAL | 5-85 | OCTOBER 1998 |
10.12 | Commitment Detail Coding Continuation, CO-956 | |
FORM NAME: | COMMITMENT DETAIL CODING CONTINUATION | |
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PURPOSE: | Submitted or electronically transmitted to the Comptroller's Accounts Payable Division for continuation of detail coding information, related to a commitment document. | |
DISTRIBUTION: | ATTACHED TO A SOURCE DOCUMENT WHEN ADDITIONAL LINES OF CODING ARE REQUIRED |
COMPLETION INSTRUCTIONS:
This form is to be used when additional detail coding lines are needed for a commitment document.
The completion instructions related to the commitment document should be followed. Indicate on the last detail coding line of the commitment document that this continuation form is being used. A total of 99 detail lines may not be exceeded for any commitment document (including any modifications to the document).
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
1 | 4 | AGENCY NUMBER |
Submitting agency number (refer to agency table 3.2 for valid numbers). | ||
2 | 5 | BATCH NUMBER |
Commitment batch list number from C0-96. | ||
3 | 10 | DOCUMENT NUMBER |
The document number assigned to the attached commitment document. |
ACCOUNTING MANUAL | 5-86 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
4 | 1 | ACTION CODE |
Transaction action code (A-add, C-change, | ||
5 | 2 | LINE NUMBER |
Sequentially assign line numbers, continuing from commitment document, to each new detail line. For adjustments or deletions, reference the original commitment document's line number. Up to 99 lines may be used for each document. This line number will be referenced by expenditure documents to liquidate detail commitment line items. | ||
6 | 15 | COMMITTED AMOUNT |
The amount of money to be reserved for the specific appropriation/object combination referenced on this line. The committed amount on all detail lines must equal the total committed amount on the attached commitment document. | ||
7 | 4 | AGENCY |
Number of agency charged for appropriation (refer to agency table 3.2 for valid numbers). | ||
8 | 7 | COST CENTER |
Fund & special ID (SID) related to the appropriation which is charged (refer to table 3.1 for valid funds). |
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9 | 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. |
ACCOUNTING MANUAL | 5-87 | OCTOBER 1998 |
X-REF NUMBER |
MAX LENGTH |
NAME/DESCRIPTION |
---|---|---|
10 | 4 | FUNCTION - Four position function code used by agencies to further classify the committed amount. |
11 | 9 | ACTIVITY - Nine position activity code used by agencies to further classify the committed amount. |
12 | 7 | EXTENSION |
Field available to agencies for additional classification of commitment. This field will not be data entered centrally. | ||
13 | 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 | 5-88 | OCTOBER 1998 |
10.13 | Claims Authorization Card, CO-512 | |
FORM NAME: | CLAIMS AUTHORIZATION CARD | |
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PURPOSE: | Verify signature authenticity on encumbrance and expenditure batches. | |
DISTRIBUTION: | COMPTROLLER, AGENCY |
Claims Authorization Form (CO-512)
Form CO-512 is
available for downloading from the Office of the Comptroller's website at
http://osc.ct.gov/agencies/forms/index.html. The original hard-copy form
must be completed and forwarded to the Comptroller's Office, Accounts Payable
Division, 55 Elm Street, Hartford, CT 06106 prior to July 1 of a new fiscal
year.
The CO-512 must contain the names of all agency personnel with the
final approver role(s) listed below. The Encumbrance or Expenditure box must be
checked based on their authorization. Any forms with both boxes checked for one
individual will be rejected for segregation of duties.
Final Approver Roles
�
Commitment Roles:
Requisition Purchasing Approver
Purchase
Order Budget Reviewer/Approver
Expenditure Roles:
Voucher Approver
Alternate Approver
All information must be completed in the
designated contact section.
The 'new' box on the CO-512 form should
only be checked off at the beginning of each fiscal year. Any changes thereafter
should have the 'update' box checked. The 'effective date' should be the same
date as the Core-CT Application Security Request Form CO-1092 and an updated
CO-512 form must be submitted at that time.
When submitting an updated
CO-512 form, all final approvers must be listed. This updated form will
supersede all previously submitted forms. Therefore, all employees with final
approver roles must be listed on the updated form.
The signature of the
agency head (Commissioner, Executive Director, etc.) must appear on all Claims
Authorization Forms to certify that the listed personnel are authorized to
encumber or expend funds on their behalf. An updated CO-512 form must be
submitted when there is a new agency head.
Encumbrance and
expenditure documents may not be processed for the new fiscal year if the
authorization form is not received by July 1 of the new fiscal year.
ACCOUNTING MANUAL | 5-90 | OCTOBER 1998 |