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STATE OF CONNECTICUT |
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OFFICE OF
THE STATE COMPTROLLER |
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Kevin Lembo
State Comptroller |
55 ELM STREET
HARTFORD, CONNECTICUT
06106-1775 |
Martha Carlson
Deputy Comptroller |
MEMORANDUM NO. 2013-14
May 14, 2013
TO THE HEADS OF ALL STATE AGENCIES
Attention: |
Agency Heads, Chief Fiscal Officers
and Business Managers |
Subject: |
Annual Inventory Report of all Real
and Personal Property |
I. AUTHORITY
Section 4-36 of the Connecticut General Statutes states: "Each state agency
shall establish and keep an inventory account in the form prescribed by the
Comptroller, and shall, annually, on or before October first, transmit to the
Comptroller a detailed inventory, as of June thirtieth, of all of the following
property owned by the state and in the custody of such agency: (1) real
property, and (2) personal property having a value of one thousand dollars or
more. For audit purposes, each state agency shall establish and keep a list of
personal property having a value of less than one thousand dollars and defined
as 'controllable property' in the property control manual published by the
Comptroller."
II. DUE DATE
As prescribed by the statute, agencies must transmit this report to the
State Comptroller on or before October 1, 2013.
III. REPORTING REQUIREMENTS
Refer to the State Comptroller's Property Control Manual, Chapter 3 and
Appendix B. The required reporting forms are listed below:
- - CO-59 Asset Management/Inventory Report/GAAP Reporting Form (Rev. 5/2010)
- CO-648B Summary Motor Vehicle Report (Rev. 4/2009)
- Property Control Questionnaire
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- A. CO-59 ASSET MANAGEMENT/INVENTORY REPORT/
GAAP REPORTING FORM
All Executive Branch agencies must use the Core-CT Asset Management module to
complete the information requested on the CO-59. Agencies using the Inventory
module or a separate inventory system are required to report their stores and
supplies inventory on the CO-59.
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- Agencies not using the Core-CT Asset Management module are still required to
report their assets on the CO-59 form using their asset management systems.
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- Executive Branch agencies are expected to use the Asset Management and
Inventory queries below to complete the CO-59 form for fiscal year 2013. If the
values recorded on the CO-59 do not reconcile with Core-CT, the agency must
provide a written explanation of the discrepancy in an attachment.
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- Asset Management Queries
CT_CORE_FIN_AM_COST_POS
Select this query to calculate the positive cost of assets for a range of
accounting dates for the CO-59 report.
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- CT_CORE_FIN_AM_CO59_POS_DETAIL
Select this query for detail information to support the above query.
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- CT_CORE_FIN_AM_COST_NEG
Select this query to calculate the negative cost of assets for a range of
accounting dates for the CO-59 report.
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- CT_CORE_FIN_AM_CO59_NEG_DETAIL
Select this query for detail information to support the above query.
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- Inventory Queries (Stores and Supplies) for agencies using the Inventory
Module
CT_CORE_FIN_IN_CO_59_RCV
Select this query to calculate the items in Inventory for a range of transaction
dates for the CO-59 report.
- CT_CORE_FIN_IN_CO_59_DEP
Select this query to calculate the depletions of items in Inventory for a range
of
transaction dates for the CO-59 report.
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- Asset Management Report
AMAS2000-Cost Activity Detail Report
Select this report to assist with the physical inventory reconciliation.
Agencies must process all fiscal year 2013 changes by noon on July 11, 2013. The
Core-CT navigation path for this report is Asset Management > Financial Reports
> Cost and Depreciation > Cost Activity. The final report cannot be run until
after July 15, 2013. The link to the job aid on running this and other Asset
On-Line Reports is
http://www.core-ct.state.ct.us/reports/docs/amas2000.doc
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- Complete the CO-59 form as directed below.
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- Cost (Value) Data Section
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- The ending property balances from the previous year's (2012) CO-59 column 6
need to be recorded as this fiscal year's beginning balances in "Last Year's
Balance" column 3.
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- Record all property additions for the fiscal year in the "Additions" column 4
at the property's original cost if purchased or fair market value if donated or
transferred. Additions should include transfers from the State and Federal
Property Distribution Center.
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- Record all property deletions for the fiscal year in the "Deletions" column 5
at the original cost or value of the property when it was placed on the property
listing. Deletions should include property scrapped, lost, and transferred to
the State and Federal Property Distribution Center.
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- Any real property sold, transferred or demolished should be reflected in the
"Deletions" column. The deletion amount should reflect the original acquisition
cost if purchased or the fair market value if acquired by donation.
- The "Current Balance" column 6 is the cost or value column for all property
held by the agency at fiscal year end. Last year's balance plus any additions,
less any deletions must equal this column.
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- Current Value Section
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- The "Present Value This Year" column 7 for the Personal Property Section
should reflect the appraised value or book value for the fine art category.
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- B. CO-648B SUMMARY MOTOR VEHICLE REPORT
Complete the CO-648B form by indicating the total number of motor vehicles owned
by the agency for each category. The form is available at
http://osc.ct.gov/agencies/forms . The Department of Administrative Services
will report all Fleet vehicles. All other agencies will report agency-owned
motor vehicles.
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- C. PROPERTY CONTROL QUESTIONNAIRE
Complete the
Property Control Questionnaire with the name, address, telephone
number and e-mail address of the person responsible for property control. The
Comptroller's Fiscal Policy Statewide Services Unit would also like to know if
assistance is required with the Core-CT Asset Management module or the Core-CT
Inventory module. Please email the form to
OSC.Assets@po.state.ct.us .
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- D. LISTING OF STATE OWNED LAND
For the Legislative Branch, Judicial Branch and Higher Education agencies that
are out of scope for the Asset Management module in Core-CT, the listing of
State owned land will be sent electronically to each applicable agency. Please
confirm the information to the Fiscal Policy Statewide Services Unit by October
1, 2013, in conjunction with the filing of the CO-59 Report. All new acreage
should be added to the electronic file and highlighted. Any acreage that was
sold or transferred should be highlighted on the electronic file as well. Return
the electronic file to OSC.Assets@po.state.ct.us.
IV. GENERAL INFORMATION
All agencies are required to conduct an annual physical inventory of their
assets and stores and supplies inventory. All Executive branch agencies must
reconcile and process their physical inventories in Core-CT by noon on July 11,
2013 so that the information will be included in fiscal year 2012 Financial
Reports and Statements. In preparation for this annual inventory, agencies
should create all new scan scopes, extracts and occurrences.
To assist agencies with processing a physical inventory in Core-CT, there are
Physical Inventory Job Aids. These job aids are located on the Core-CT website
on the Asset Management Job Aids page under the Core-CT Financials Asset
Management User Support page (http://www.core-ct.state.ct.us/fin2/asset/Default.htm) and the Inventory Job Aids page under the Core-CT Financials Inventory User
Support page (http://www.core-ct.state.ct.us/fin2/inventory/).
The completed CO-59 with a copy of the CO-648B (if applicable) must be sent
directly to the Comptroller's Office, Fiscal Policy Statewide Services Unit, 55
Elm Street, Hartford, CT 06106 Attn.: Richard Esten. The Property Control
Questionnaire should be emailed to OSC.Assets@po.state.ct.us.
V. QUESTIONS
Questions regarding the completion of the CO-59, questionnaire or CO-648B should
be directed to OSC.Assets@po.state.ct.us. All forms should be printed from the
Comptroller's Forms page under the State Agency Resources tab on the
Comptroller's website at http://osc.ct.gov or by selecting the form link on
page one of this memorandum.
KEVIN LEMBO
STATE COMPTROLLER
KL:RE:SJ
Attachment: Property Control Questionnaire
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