ATTACHMENT to Memorandum 2007-24
RECEIPT DATE
I. Vendor Invoice-
Commodities, Supplies, and Equipment
Enter the date goods were received by the agency. Supplies received on January 15, 2007 would show a receipt date of 01/15/2007.
Printing and Binding
Enter the date printed material received.
Utility Services
Electric, water, gas, telephone, etc. - Enter the ending date of the billing cycle. The billing period January 15, 2007 through February 15, 2007 would be a receipt date of 02/15/2007.
Real Property Rent (Land, Buildings, Office Space, etc.)
Enter the payment due date from the Lease and Rent Account Control, CO-507. Rental payments due on March 1, 2007 would show a receipt date of 03/01/2007.
Repairs
Enter the date repairs were completed. For progress (partial) payments, enter the latest date covered by the billing.
Insurance
Enter the payment due date of the premium invoice. An annual payment due on July 1, 2007, for the period of coverage from July 1, 2007 through June 30, 2008 would show a receipt date of 07/01/2007.
Outside Professional/Nonprofessional Services
Enter the ending date of the billing period. Consultant services for the month of June 2007 would show a receipt date of 06/30/2007.
Subscriptions
Enter the date of the invoice.
Equipment Leases
Enter the ending date of the rental period for the invoice being processed. Equipment lease payments for the month of June 2007 would show a receipt date of 06/30/2007.
Revenue Refunds
Enter the date the refund was officially determined to be a liability.
Prizes, Awards, Loans
Enter the date the prize, award, or loan is officially an obligation of the state.
State Aid and Other Grants
For grant payments which have a statutory or contractual due date, enter the due date as the receipt date.
Grant payments which are a reimbursement for grantee expenses should show the end of the billing period for the claimed expenses as the receipt date.
For other types of grants, use the invoice date as the receipt date.
Debt Service
Enter the date payment is due.
Travel Reimbursements/Allowances
Enter the ending date of the period of travel covered by the invoice.
II. Request for Prepayment of Services
Enter the date of the invoice.
III. Request for Replenishment of Petty Cash
The ending date of the period covered by all expenses included in the replenishment should be used as the receipt date.
IV. Pending Receipts
Enter the date the check being refunded was received.
INVOICE DATE
I. Vendor Invoice -
Commodities, Supplies, and Equipment
Enter the date the agency received the invoice from the vendor. An invoice received on January 5, 2007 would show an invoice date of 01/05/2007.
Utility Services
Electric, water, gas, telephone, etc. Enter the date the invoice was received from the utility company.
Printing and Binding
Enter the date the invoice for the printed material received by the agency.
Insurance
Enter the date the invoice was received by the agency.
Outside Professional/Nonprofessional Services
Enter the date the invoice was received by the agency.
State Aid and Other Grants
Enter the date of the invoice. If there is not an invoice enter the date that the document is prepared.
II. Request for Prepayment of Services
Enter the date the agency received the invoice from the vendor.
III. Request for replenishment of Petty Cash
Enter the date the voucher is prepared.
IV. Pending Receipts
Enter the date that the voucher is prepared.
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