State of Connecticut Office of the State Comptroller FISCAL YEAR-END INSTRUCTIONS 2003-4



May 1, 2003


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 2002-2003 (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 20, 2003.
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 20, 2003.
c.All original documents must be submitted to the 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.
2. AD documents required to meet payment of claims for (Old Year) FY 2002-2003 must be entered into SAAAS, CAMRIS, LITES, and CASII by 4:00 p.m. on June 30, 2003. These documents are retained by the agency.
3. Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 2002-2003 appropriations must be entered by agencies in Core-CT.
B. Fiscal Year 2002-2003 (Old Year) Expenditures:
1.Expenditure documents for FY 2002-2003 (Old Year) with lapsing appropriations must be posted to SAAAS, CAMRIS, BANNER, LITES, and CASII by 4:00 p.m. on June 30, 2003 in order to be charged to FY 2002-2003 appropriations.
2.Expenditure documents posted to SAAAS, CAMRIS, BANNER, LITES, and CASII by June 30, 2003 that cannot be processed on that day due to agency errors such as lack of proper commitment, funding, etc. will be rejected from CAS and require reentering by the agency in Core-CT for FY 2003-2004 (New Year) and charged to new year appropriations.
3. The cut-off for all VC Documents is June 30, 2003. Vendor Check Cancellations (VC) documents must be in Q status on CAS by June 27, 2003. All hard copy documents must be received in the Accounts Payable Division by June 30, 2003.
C. Fiscal Year 2003-2004 (New Year) Processing: 
All expenditures for FY 2002-2003 not posted by June 30, 2003 must be entered by the agency in Core-CT for FY 2003-2004 and charged against new year appropriations. 
Questions related to year end paperless processing should be directed to Linda Carney at (860) 702-3396 or E-mail

II. Paper Processing Agencies

A. Fiscal Year 2002-2003 (Old Year) Commitments:

Commitments against appropriations for the 2002-2003 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 13, 2003.

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, 2003.

1. Commitments should be received five days prior to submitting the expenditure for payment, but no later than June 13, 2003 to ensure current year expenditures are charged to current year appropriations.
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 2003-2004 (New Year) Commitments:

Unliquidated commitments (encumbrances) outstanding as of June 30 against FY 2002-2003 appropriations must be entered by agencies in Core-CT and recommitted against the new year appropriation. 

C. Fiscal Year 2002-2003 (Old Year Vendor Payments): 

Expenditure Batches for "Old Year" lapsing appropriations must be on file in the Accounts Payable Division by June 13, 2003, in order to be charged to FY 2002-2003 appropriations. 

1. Expenditure Processing - 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
2. Expenditure Documents in Error 
a. On May 23, 2003 the Accounts Payable Division will discontinue returning documents that are in error.
(1) Immediate corrective action must be taken by agencies to ensure that documents can be processed in the current fiscal year.
(2) Designated agency personnel should be identified to resolve document problems. 
(3) Failure to correct the errors will result in the rejection of these documents.
b. Audit and document processing questions should be directed to:
Telephone Number
Supervisor - Connie Castro (860) 702-3395
Commitment Auditors - June 1 to June 13, 2003

- Joy Nailor

(860) 702-3407

- Lavern Thomas

(860) 702-3393
Commitment Auditors - June 16 to June 30, 2003

- Gabrielle Collins

(860) 702-3392

- Marcia Clahar

(860) 702-3394
Audit Assignment by Agency
1000's, 2000's, 3000's - Marcia Clahar (860) 702-3394
4000's, 5000's           - Gabrielle Collins (860) 702-3392
6000's, 7000's,           - Joy Nailor (860) 702-3407
8000's, 9000's            - Lavern Thomas (860) 702-3393
FAX Numbers: (860) 702-3420 AND (860) 702-3419


D.   FY 2002-2003 expenditure documents not on file in this office by June 13, 2003, will be returned and must be entered by the agency in Core-CT.

III. Extended CAS Access

Effective Monday, June 2, 2003 through Friday, June 27, 2003, the Central Accounting System (CAS) will be available for commitment, expenditure and vendor file access until 7:00 p.m.

 IV. Paper and Paperless Processing Agencies 

A. Invoice Receipt Date Requirement in Core-CT. 

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 accounting date in Core-CT 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. 

B. 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, 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. 



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