04-a-014 - Contract Numbers (March 29, 2004)

INFORMATIONAL CIRCULAR NO. 04-A-014

DATE:	March 29, 2004
SUBJECT:	Contract Numbers
EFFECTIVE DATE:	July 1, 2004
A & R CONTACT:	Gail Barnhart	(785) 296-7217	(gail.barnhart@da.state.ks.us)
A & R CONTACT:	Gary Bond	(785) 296-2287	(gary.bond@da.state.ks.us)
APPROVAL:
SUMMARY:	FY05 Encumbrance Numbers to be Assigned by Agencies

The Division of Accounts and Reports has traditionally assigned new encumbrance (document) numbers to form DA-146, Contract Cover Sheets, and form DA-107, Encumbrance Authorization or Adjustments. However, after reviewing this process, we have determined that this task can be completed more efficiently by agencies, and will allow agencies to better track these documents from the time they leave the agency, until the encumbered copies are returned with all of the signatures.

New Contract Cover Sheet encumbrances (DA-146) with an effective date of July 1, 2004 or after should be submitted with an agency designated encumbrance number using the format described below:

Encumbrance No. Format	Element	Explanation
PYYNNNNN	P	Document prefix "A" "B" or "C"
	YY	Last two digits of the fiscal year being encumbered
	NNNNN	Sequential number assigned by the agency with each new document incrementing by one.

New miscellaneous encumbrances submitted on form DA-107 effective July 1, 2004 or after should use the following format:

Encumbrance No. Format	Element	Explanation
P7YYNNNN	P	Document prefix "A" "B" or "C"
	7	Represents a miscellaneous encumbrance meeting the criteria set out in PPM 10,107
	YY	Last two digits of the fiscal year being encumbered
	NNNNN	Sequential number assigned by the agency with each new document incrementing by one.

These changes do not apply to Real Estate Lease Cover Sheets (Form DA-47). The Division of Facilities Management and the Division of Accounts and Reports have determined that these document numbers will continue to be assigned by Accounts and Reports to avoid number duplications.

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