- Fiscal Year 1995-96 (Old Year) Commitments:
Your commitments against appropriations for the 1995-96 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 14, 1996.
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 appropria-
tions for any obligations incurred prior to June 30.
- Commitments must be received five days prior to submitting
the expenditure for payment, but no later than June 14, 1996
to ensure current year expenditures are charged to current
year appropriations.
- 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, AA, RR and RL can be processed on
the same Commitment Batch List.
- Fiscal Year 1996-97 (New Year) Commitments:
Unliquidated commitments (encumbrances) outstanding as of June 30
against FY 1995-96 appropriations will be automatically recommitted
against the new year appropriation.
- Fiscal Year 1995-96 (Old Year Vendor Payments)
Expenditure Batches for "Old Year" lapsing appropriations must be on
file in Accounts Payable Division by June 14, 1996, in order
to be charged to FY 1995-96 appropriations.
- Expenditure Processing
- Submit expenditure batches by commitment type:
RR - General Reservation (except RR-6)
PO - Purchase Orders
PS - Personal Service Agreements
XP - Travel (Reservation RR-6)
PC - Petty Cash (Reservation RR-8)
RL - Lease Payments
- It is important that you review all documents for completeness
and agency certification before submitting them to Accounts
Payable Division.
- Expenditure Documents in Error
- On May 24, 1996 Accounts Payable Division will discontinue
returning documents that are in error.
- Immediate corrective action must be taken by agencies to
ensure that documents can be processed in the current
fiscal year.
- Designated agency personnel should be identified to
resolve document problems.
- Failure to correct the errors will result in the rejection
of these documents.
- It is important that you review all documents for completeness
and agency certification before submitting them to Accounts
Payable Division.
Audit and document processing questions should be directed to:
| Telephone Number |
| Supervisor - Connie Castro | 3939 |
| Commitment auditor - Chrissie King | 7004 |
| Audit Assignment by Agency | |
| 1000's, 2000's, 3000's - Marcia Clahar | 2744 |
| 4000's, 5000's, 6000's - Allan Kabel | 7068 |
| 7000's, 8000's, 9000's - Chris Bacon | 7059 |
| FAX Numbers: | 566-1709 and 566-7067 |
- Fiscal Year 1996-97 (New Year) Processing:
- Expenditures incurred during FY 1995-96 but not on file in
this office by June 14, 1996, will be treated as fiscal year
1996-97 (New Year) expenditures.
- All documents will be coded as 1997 and charged against
"New Year" appropriations.
- New Year commitment and expenditure batches will be
accepted on July 1, 1996.
- 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
insure proper accrual for GAAP purposes. Refer to Memorandum
95-11 for proper clarification of receipt date.
- 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, Connecticut 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.
-
SPECIAL INSTRUCTIONS AND CUT-OFF DATES FOR
PAPERLESS PROCESSING AGENCIES ONLY
- Fiscal Year 1995-96 (Old Year) Commitments:
- PO, PS, RL, & RR Documents must be entered into SAAAS,
CAMRIS and CASII by 4:15 p.m. on June 21, 1996.
- PA, AA, & FC Documents related to active PO's and PS's
must be entered into SAAAS, CAMRIS and CASII by
4:15 p.m. on June 21, 1996.
- All original documents must be submitted to 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.
- AD documents required to meet payment of claims for
(Old Year) FY 1995-96 must be entered into SAAAS,
CAMRIS and CASII by 4:15 PM on June 26, 1996.
These documents are retained by the agency.
- Unliquidated commitments (encumbrances) outstanding as
of June 30 against FY 1995-96 appropriations will be
automatically recommitted against the new year appropriation.
- Fiscal Year 1995-96 (Old Year) Expenditures:
- Expenditure documents for FY 1995-96 (Old Year) with lapsing
appropriations must be posted to SAAAS, CAMRIS and CASII
by 4:15 p.m. on June 26, 1996 in order to be charged
to FY 1995-96 appropriations.
- Expenditure documents posted to SAAAS, CAMRIS and CASII
by June 27, 1996 that cannot be processed by
June 28, 1996 due to agency errors such as lack of
proper commitment, funding etc. will be rejected from CAS
and require resubmission in 1996-97 (New Year) and
charged to new year appropriations.
- Fiscal Year 1996-97 (New Year) Processing
- All expenditures for FY 1995-96 not posted by June 28, 1996
must be coded FY 1996-97 and charged against new year
appropriations.
- New year commitments will be accepted on July 1, 1996.
Questions related to year end paperless processing
should be directed to Linda Carney at 566-8978.
