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Policies and Procedures

DEEP Directives Manual

Public Act 11-80, effective July 1, 2011, established the Department of Energy and Environmental Protection as the successor agency to the Department of Environmental Protection, the Department of Public Utility Control, and the energy group within the Office of Policy and Management.

The Department of Energy and Environmental Protection's Directives Manual contains all current agency directives.

The directives are a compilation of core state agency (DAS, Comptroller, OPM, etc.), policies and procedures that affect the way the agency and individual staff do business on a daily basis, as well as specific processes developed by DEEP which affect only DEEP operations.

The Directives Manual should be used in conjunction with the various bargaining union contracts, managerial handbooks, and the Human Resources office when there are any questions regarding proper agency procedures.

Here are a few tips for the most efficient use of this on-line directives format:

  • It is not necessary to print out all of the directives. They will be updated to ensure the most current version is on-line.
  • Many deletions and revisions have been made to the directives manual over the years. If a directive is not listed, it has been rescinded.
  • The "S" symbol in the field preceding the Commissioner's name is the electronic notation that the directive has been signed and is official. If you have a copy without the symbol, you should assume it is an un-official draft. All original Directives will be maintained in the Bureau of Financial and Support Services.
  • Forms and/or attachments have been linked to directives for the convenience of staff.
  • If another directive is referenced within a directive, a link has been made to the referenced directive.

If you have any questions or comments, please contact the Financial Management Office at 860-424-3190.

Ethics


Employees of the Department of Energy and Environmental Protection are charged with preserving and protecting the air, water and other natural resources of the state, and for advancing energy policy and technology to achieve cleaner, cheaper and more reliable energy for Connecticut’s residents and businesses. As regulators of businesses throughout the state, the judgments of employees of the Department must be beyond reproach. For this reason, Department employees are held to the high ethical standards prescribed by the Code of Ethics for Public Officials and State Employees. See Conn. Gen. Stat. §§ 1-79 through 1-89.

Department employees are engaged with private sector individuals and corporate entities in regulation, monitoring, inspection and enforcement, often in the course of the permitting or licensing process. While engaging in work-related activities, Department employees may not use their position or office for any personal financial gain. For this reason, the Code of Ethics prohibits, with limited exceptions:

  • The acceptance of gifts from lobbyists, anyone seeking or doing business with or seeking or receiving grants from the Department, or anyone involved in a permit or regulatory proceeding with the Department.
  • Solicitation or acceptance of anything of value with the understanding that professional judgments will be altered.
  • Acceptance of outside employment that will create a conflict of interest with Department duties or impair the independent judgment required to perform those duties.
  • Using information gained while in the public trust for the financial benefit of the employee, their relatives, or any business associated with the employee or their relatives.

The Department protects the character and legacy of lands and resources belonging to the citizens of the State of Connecticut. To ensure that the Department is an effective steward of the resources it protects, there must be no actual conflict of interest or any appearance of impropriety in its work or interaction with citizens, businesses, or any other regulated groups. The Department is committed to ensuring the impartiality of the permit process, maintaining the fairness of regulations, and avoiding conflicts of interest that would undermine the effective stewardship of Connecticut’s natural resources.

It is important to remember that certain provisions of the Code of Ethics also apply to public officials and state employees after they leave state service. Each state agency can have an ethics policy that is more restrictive than the Code of Ethics. For your convenience, the DEP has provided the links to the most current ethics directives and guidance below. Please be aware that the ethics laws were enacted and DEP’s directives and guidance were adopted to prevent individuals from using their public position or authority for personal, financial benefit.

If there is any doubt, please feel free to seek guidance from your supervisor, the Office of Legal Counsel or the Office of State Ethics regarding your ethics concerns.


Related Information

Freedom of Information Act (FOIA)

The presentation below was given by DEEP's Office of Legal Counsel and and is posted for general information. Please keep in mind:

  1. This presentation was not intended to be all inclusive
  2. DEEP's FOIA liaisons or the Office of Legal Counsel should be consulted before any public records are exempted from disclosure
  3. The law is constantly changing

If there is ever any doubt, please seek guidance.


Additional Materials
Freedom of Information Act Training - October 2016
Directive 5000 D6: Freedom of Information Act
Freedom of Information Act Requests

Grants, Contracts, MOUs and PSAs

Grants

A grant is a contract between a State agency and another party, where the State agency has funding available for use by certain groups (municipalities, academic institutions, environmental organizations, etc.) which meet certain environmental and other eligibility criteria, but where the project is being proposed and undertaken by, and is of direct benefit to, the recipient of the grant.

Additional Info...
Personal Service Agreements

A Personal Services Agreement (PSA) is a contract between a State agency and any person, firm or corporation not employed by the State, who is hired by a State agency for a fee to provide services to the agency. Typically, a PSA is used to purchase infrequent and non-routine services or end product, such as specialized consulting services, technical assistance, and training. By law, no State agency may hire a Contractor to deliver such services or end product without first executing a PSA. C.G.S. Sec. 4-212 defines who is included and who is not included in the term "Personal Service Contractor." Not included in the term "Personal Service Contractor" are the following:

  • A person, firm or corporation providing contractual services to the State, as defined in C.G.S. Sec. 4a-50 (such as laundry and cleaning service, pest control service, janitorial service, security service, the rental and repair, or maintenance of equipment, machinery and other state-owned personal property, advertising and photostating, mimeographing)
  • Certain consultants hired by the Department of Public Works, as defined in C.G.S. Sec. 4b-55
  • Certain consultants hired by the Department of Transportation, as defined in C.G.S. Sec. 13b-20b
  • Agencies of the federal government, State government, or political subdivisions of the State
  • Certain consultants hired by the Department of Information Technology, as defined in C.G.S. Sec. 4d-2(c)(5)
Additional Info...
Free Form Contracts

Revenue generating, funding-neutral and contracts involving three or more parties are generally custom-written contracts which are written without the use of standardized forms. These free-form contracts still require incorporation of certain standard information.

MOUs with other State agencies

MOUs are generally drafted to cover services which differ from standard services provided by agencies with pre-set fee schedules. Fees for things such as: standard medical testing, biological testing, conference registration, etc. with fixed fees can be handled through the requisition/purchase order process.

Where a specific service to be performed within a specific timeframe is being described and prices are being negotiated for those services, an MOU is to be processed. Examples would be: conducting specific types of research, development of educational DVDs, bringing in trainers to give targeted courses at DEEP Headquarters, overseeing or administering programmatic activities, etc.

Additional Info...
Cooperative Project Agreements with Federal Agencies

Federal Cooperative Project Agreements generally include a format provided by the Federal Agency. The approval process is the same as for any other contractual agreement, and must be processed through the Financial Mgt. Division.

Federal Cooperative Project Agreements must provide a clear definition of the work to be performed, the period of the agreement, the source of funding, the obligations of each agency, a budget and payment schedule, and a place for all appropriate signatures. A Federal Cooperative Project Agreement between state and federal agencies does not need to be processed on a CO-802A (PSA) form; however, they do require a Contract/Lease Face Sheet.

Federal Cooperative Project Agreements between state and federal agencies do not require:

  • Gift affidavit forms (regardless of dollar amount)
  • Nondiscrimination language and certifications regarding

To view any of the forms listed below, please visit our Forms Directory and search for the form name. To view all the forms, search for "Grants, Contracts and Payments"

  • Blank PSA / Grant / Contract Packet
  • Personal Service Agreement/Grant/Contract
  • PSA Form - for Amendment Purposes
  • AG Contract Approval Request Form
  • AG Contract Approval Request Form - For contracts involving IT work
  • Contract Approval Routing Slip
  • Request For Personal Service Agreement
  • Request for Waiver From Competitive Solicitation
  • Request for Amendment
  • Request for Non-Competitive Personal Service Agreement
  • Personal Service Agreement/Request for Waiver of Classified Service
  • Personal Services Contractor Evaluation
  • Ethics Affidavits & Certifications for State Contracts
  • DUNS Number Verification Form
  • Commission on Human Rights and Opportunities Forms
  • Contract Notification Form
  • CHRO Contract Compliance Transmittal Memo
  • Non-Discrimination Certifications
  • Face Sheet
  • Invoice - Voucher for Goods or Services Rendered to the State of Connecticut
  • DEEP Federal Grant Routing Slip
  • Federal Application Forms
  • Tax Questionnaire - State Projects
  • Tax Questionnaire - Non-State Projects
Document Title Description
Financial Management Contacts To assist with grant processing
Directive 5260 D1 Use the link to the left to visit the directives search and search for 5260 - for processing contracts and grants
Rell's Executive Order 7C
Rell's Executive Order 14
Rowland's Executive Order 16
OPM 3/23/07 Memo to Agency Heads
SEEC web page regarding State Contractor Contribution Ban Information regarding federal grants available and the corresponding catalog numbers for application purposes.
Catalog of Federal Domestic Assistance
Master Chart of Accounts
Grant, Contract, MOU, PSA & Payment Forms For numerous contract templates and forms
OPM Certifications
CHRO Forms and Certifications

Policies and Procedures

Policy Name Description
Affirmative Action Plan DEEP Affirmative Action Plan and Program Goals
Affirmative Action Policy DEEP Affirmative Action Policy
Affirmative Action Complaint Procedure Procedure and form to use when filing a complaint of discrimination with the Affirmative Action Office.
Agency Name / Logos/ Templates Use of agency name and logos, Word templates for stationery
AI Policy Overview Connecticut’s AI Framework outlines meaningful guardrails to empower our workforce to drive responsible AI innovation. For more information Artificial Intelligence (AI) Policy Framework (2/1/2024)
Continuity of Operations and Emergency Preparedness and Response COOP and disaster preparedness/response related documents
Emergency Flood Operations (EOP) Emergency Flood Operations
DEEP Directives Manual and Index DEEP Agency Wide Directives
Emergency Action Plan Emergency Procedures within 79 Elm Street Facility. Please see your Emergency Evacuation Coordinator who is listed in the plan regarding questions you may have.
Family / Medical Leave (FMLA) - State and Federal Understanding Family and Medical Leave - A Primer for Connecticut State Employees
Forest Stewardship Program SOP Standard operating procedures for DEEP Forest Stewardship Program
Hazard Tree Mitigation Policy Hazard Tree Mitigation Policy
Management of State Forest Lands - SOP Policies and procedures pertaining to the management of Connecticut's State Forests by the Division of Forestry.
Purchasing Environmentally Preferable Products Guidance for purchasing products and services that minimize environmental impacts.
Safety Plans, Policies and Directives DEEP Safety Plans, Policies and Directives
Sexual Harassment Prevention Policy DEEP Sexual Harassment Prevention Policy
Requesting and Administering a Facebook Page Guidance for Requesting and Administering a DEEP Facebook Page
Transmission of Confidential Documents Memo dated January 20, 2000 to all Staff regarding the Transmission of Confidential Documents.
Violence in the Workplace Executive Order No. 16 " Executive Order No. 16 directs and orders all state agency personnel, contractors, subcontractors and vendors to comply with the "Violence in the Workplace Prevention Policy". Related Directive 5560d10

Mail & Shipping

Categories of US Mail

  • Express Mail
  • Priority Mail
  • First Class Mail
  • Media Mail
  • Library Mail
  • Parcel Post

For descriptions of mail classes, services and rates, check the U.S. Postal Service website at: USPS - Postage Services and Rates.

Additional (Fee) Services

  • Registered, Certified, Return Receipt Requested, etc. Information on and fees for these additional services is available at: USPS - Extra Services

Excluded Classes of Mail

  • Personal or Non DEEP Business Related Mail
    • No personal or non-DEEP business related mail should go through the DEEP Mail & Shipping Center. Examples include: chain letters, personal bills, clothing magazines, travel magazines, non-business bulk mailings, etc.
  • 3rd Class "Junk Mail"
    • "Junk" mail refers to mail that is sent to you but does not pertain to DEEP business operation (e.g. personal clothing magazines, personal travel magazines etc.).The Mail & Shipping Center has instructions not to deliver this type of mail. The Mail & Shipping Center Supervisor and/or his/her designee must approve any disposals of "Junk" mail. Periodic checks by the Mail & Shipping Center Manager will be made to ensure that only "Junk" mail is disposed of.
  • Catalogs
    • Catalogs (e.g. Chemical Supply Catalogs, Office Supply Catalogs, Lab Supply Catalogs, etc.) should be requested through the Purchasing department. Catalogs received in bulk quantities by the Mail & Shipping Center will be placed in the Mail & Shipping Center Resource Area for an announced period of time. Communications will be sent out to all departments via e-mail.

Guidelines for Addressing Mail

Outgoing Mail

  • All lines of the address must be formatted with uniform left margins.
  • Uppercase letters must be used on all lines of the address block.
  • If all delivery address line information cannot be continued in a single line above the city, state and ZIP Code, then place secondary address information on the line immediately above the delivery address line.
  • When the pound sign is used, a space must be inserted between the sign and the secondary number.
  • Dual addresses (e.g. PO BOX 4033, 263 FARMINGTON AVE) should be avoided. If dual addresses must be used, however, place the delivery address above the last line and the other address on a separate line above the delivery address line. (Note: Addresses are machine read from the bottom line up.) Addressing sample
  • Typed or machine printed address information is preferred.
  • Pre-printed labels must be put on envelopes straight.
  • Print must be sharp and clear.
  • Address characters must not touch or overlap.
  • Black ink on white background is required.
  • Return address must include department name.
  • All periods and commas must be omitted.
  • Standard two-letter state abbreviations and other abbreviations should be used where appropriate.
  • Two spaces must be left between state abbreviation and zip code or zip plus four.
  • When using window envelopes, the complete address must always be visible, especially if the insert can shift inside the envelope.
  • Non-address related printing should not show through the window envelope.
  • Logos or "Attention Ms. Smith" should appear above the standard address block and not in the lower left-hand corner of the envelope.
  • Notations such as Personal, Confidential, etc. must go below the return address (about three lines down).
  • If a special mailing procedure is used, type the appropriate notation (such as SPECIAL DELIVERY OR REGISTERED) in all-capital letters in the upper right corner of the envelope, beginning on line 9. The notation should end about 5 spaces from the right margin.

Note: Return addresses must also conform to these guidelines.

Interoffice Mail

  • Interoffice mail should include the individual's name, department, and floor.
  • Example:
    John Smith - Attention Line
    HARTFORD SUPPORT SERVICES 1ST FLOOR - Unit and FLOOR
    DEPARTMENT OF ENERGY AND ENVIRONMENTAL PROTECTION - Recipient Line

Incoming Mail

  • Incoming mail should include the individual's name, department, and floor. The last should include the city, state and zip code.
  • Example:
    John Smith - Attention Line
    HARTFORD SUPPORT SERVICES 1ST FLOOR -Unit and FLOOR
    DEPARTMENT OF ENERGY AND ENVIRONMENTAL PROTECTION -Recipient Line
    79 ELM STREET - Delivery Address Line
    HARTFORD CT 06106-5127 - Last Line

Guidelines for Addressing Mail

  • United States Postal Service (USPS)
    • Outgoing USPS mail is picked up by the carrier at 11:30 am
  • United Parcel Service (UPS)
    • UPS shipments are picked up by the carrier at 4:00 pm.
  • FedEx
    • DEEP does not ship via FEDEX Express, and shipper will have to schedule a pickup by calling 800 463-3339 for Express service (a $11.00 service is charged for FEDEX ground services).
  • Certified mail
    • Is brought to the post office at 10:00 am.
  • State Courier
    • The State Courier Service provides additional mail pick-up and delivery to other State Agencies. Pick-up and delivery to DAS Mailroom is done daily (Monday through Friday).
  • International
    • Make sure that the address portion of your envelope is clearly typed.
    • International mail must be identified and separated from domestic mail.
    • International packages should include a description of package contents, and cost of goods so a commercial invoice can be filled out.
  • Interoffice
    • Interoffice mail should include the individual's name, department, and floor.
    • Example:
      John Smith - Attention Line
      HARTFORD SUPPORT SERVICES 1ST FLOOR - Unit and FLOOR
      DEPARTMENT OF ENERGY AND ENVIRONMENTAL PROTECTION - Recipient Line
  • Bundling by Mail Codes
    • Mail must be separated and bundled by type (letter or flat envelope) and class (First Class, First Class letter-size envelopes needing to be sealed must have the flaps down and not overlapping each other.)
    • Thick letter mail must be pre-sealed.
    • Large mailings should be placed in letter trays.
    • All mail going to a common destination (e.g. Accounts Payable) should be combined.
    • Mail should always be faced in the same direction so it is "ready" for posting.

Agency Mail Routes

  • Main Building - 79 Elm Street (Hartford)
    • The daily mail is delivered and picked up on the floors between 11:00 a.m. and 12 noon.
  • Purchasing - 163 Great Hill Road (Portland)
    • Mail addressed to this facility is picked up and delivered once a day.
  • Other Field Locations
    • If this mail is of an urgent nature, please process through the U.S. Postal system. Otherwise, field location mail can be distributed through the District mailboxes located on the 6th floor.

Agency Mail Routes

  • If I have a bulk mailing, should I pre-stamp ahead of time?
    • Yes, pre-stamping flat size mail enables us to process bulky pieces through our electronic postage meter.
  • What are the steps in pre-stamping?
    • Bring a sample piece to the Mailroom & Shipping Center. Once the correct weight is determined, we can stamp the empty envelopes.
  • What is express mail used for?
    • We use Express Mail to guarantee overnight delivery to P.O. Boxes.
  • Where do I get my mailing/shipping supplies?
    • Supplies for mailing/shipping can be obtained directly from the Mailroom & Shipping Center.
  • Why does the address and return have to be in all upper case format (CAPS)?
    • Addresses are electronically read by machine, and typed capitalized letters are machine recognizable.
  • Will my letter/packages get out today?
    • Normally packages and letter received in the mailroom by 2:00 p.m. are sent out that same day.
  • When are hand carries done?
    • Hand carries are routinely done on Tuesday and Fridays.
  • Can I track packages shipped by UPS to verify delivery?
    • Yes, if you have Internet access you can track your packages on-line at http://epo-dev/dems/
  • What is inter/intra office mail?
    • Inter office mail is delivered between state agencies. Intra is mail delivered within an agency. Interdepartmental or Intradepartmental mail is delivered in house via State Courier (DAS). If interdepartmental envelopes are not used, envelopes must be clearly marked INTERDEPARTMENT.
  • Can I mail personal mail through the mailroom if it is posted?
    • Personal or non-DEEP business related mail should not go through the DEEP Mail & Shipping Center.
  • Can I receive personal mail?
    • Personal mail/packages should not be sent to you at DEEP.
  • Can I arrange to have a Saturday delivery made?
    • Saturday delivery services are available for additional fees.
  • When does the mail have to be in the mailroom for next day delivery?
    • Overnight express needs to be brought to the mailroom by 3:30 PM.
  • Can I send out a pen or similar items through the mail?
    • Rigid items (e.g. pens, pencils, clasps, and keys) are prohibited within mail pieces. Reasonably, flexible items (e.g. credit cards) are permitted.
  • How do I prepare a self-mailer?
    • A folded self-mailer must be prepared with the folded edge at the bottom and a tab or wafer seal placed at the middle of the top edge. If formed of a single folded sheet, the self-mailer must be prepared from paper with a minimum basis weight of 28 pounds.

Zip Code Information

The use of zip codes is imperative for reliable and timely mail service.

  • Zip Code for 79 Elm Street
    • 06106 - Five digit zip code assigned for exclusive use at 79 Elm Street
    • 06106-5127- nine digit zip code ("zip plus four"), used by departments as return address on outgoing U.S. mail and in standard address block on incoming mail. (5127 is site specific to 79 Elm Street.)
    • 06106-1650 -nine digit zip code that is also a valid address. (1650 is not site specific, but is street specific.)
  • Connecticut Zip Code Directory
    • To ensure that your outgoing Connecticut mail reaches its destination in a reasonable time frame, correct zip codes must be included in the address. The Yellow Pages provides a list of these zip codes or check the U.S. Postal Service website.
  • U.S. Zip Code Directory
    • To ensure that your outgoing U.S. mail reaches its destination in a reasonable time frame, correct zip codes must be included in the address. Use the U.S. Postal Service website to check a zip code for any domestic address.

Related Services Provided by DEEP

UPS Ground Service

UPS Ground Service is the State contracted vendor for U.S. Domestic and International routine package shipments. Packages up to 150 lbs. are accepted. UPS Ground will not accept P.O. Box deliveries.
Packaging Tips for UPS Ground - Use these guidelines to help your shipments arrive on time and in good shape.

  • General Packaging Information
    • Packages can be up to 150 lbs (70 kg)
    • Packages can be up to 165 inches (419 cm) in length and girth combined
    • Packages can be up to 108 inches (270 cm) in length
    • Packages that weigh more than 70 lbs (31.5 kg, 25 kg within the EU) require a special heavy-package label and will be subject to an Additional Handling Charge
    • Packages with a large size-to-weight ratio require special pricing and dimensional weight calculations
    • Note: Packages that exceed UPS weight and size limits are subject to an Over Maximum Limits charge.
  • Inside Cushioning
    • Common cushioning material includes: corrugated fiberboard, molded plastic material, loose "peanuts", densely packed shredded paper and bubble wrap.
    • Use a minimum of 2" to 3" of packing material all around the item - more for fragile items.
    • Use enough packing material so that the item does not shift or move during transit.
    • If you're shipping many items in a box, wrap separately and put sufficient packing material between them.
  • Sealing Your Package
    • If you wrap the outside of your package with string or kraft paper, it may be declined for shipment.
    • Tape all seams securely end-to-end with pressure-sensitive packing tape, minimum 2" width.
  • Marking Heavy Boxes
    • If you have packages 70 lbs.-100 lbs., and up to 130" in length plus girth, you must wrap yellow and black safety tape around the box (obtain this from The Mailroom & Shipping Center)
    • This tape tells us that two people are needed to handle the shipment
  • Proper Labeling
    • Correct placement of the bar code/address label helps ensure efficient handling and on-time delivery.
    • Avoid wrinkles, tears, stains or stray marks on labels. Don't mark on borders.
    • Position bar code/address label squarely on largest surface. If using a preprinted bar code label, place the address label next to it.
    • Labels should not be bent over the edge of the package, nor on top of seams, closures or sealing tape.
    • Avoid placing tape or film over the label, and don't insert them into plastic sleeves.
    • If you have an irregularly shaped container, place the label on the largest side. Do not wrap labels around a handle or cylinder so that the edges overlap.
    • Provide complete sender and recipient address, including suite numbers, ZIP code and phone number.
    • Attach any packing slips near the address label.
    • UPS Ground does not deliver to P.O. boxes. If you inadvertently provide a P.O. box address, the package will need to be sent via The United States Post Office.

Under normal circumstances, packages received in the mailroom by 3:30pm will be sent out the same day.
* Any package exceeding 60" in length, packages enclosed in a metal or wood container, and shipments such as drums and pails under 5 gallons that are not enclosed in a corrugated cardboard container will incur an additional handling fee, and they may be delayed due to the special handling required.

UPS Ground Service

UPS is the State contracted vendor for U.S. Domestic and International overnight package shipments. Packages up to 150 lbs. are accepted. UPS will not accept P.O. Box deliveries.
Fed Ex is an alternate vendor for overnight packages. In order to use Fed Ex, you must fill out an air bill and phone Fed Ex to schedule a pickup (1-800-463-3339). Air bills can be picked up in the mailroom.

Preparing UPS Shipping Labels

  • Go to the Desktop Express program at http://epo-dev/dems/
  • Enter your User Id and Password
  • Go to the top menu bar and click on Ship tab then enter destination, select UPS Orgin as carrier and select desired service (standard ground delivery or overnight delivery).
  • Follow the prompts and enter all required shipping information (remember a PO Box is not an acceptable delivery address)
  • Print the shipping label and retain a copy for your files
  • Either insert the shipping label into the UPS letter envelope, or bring the items to be delivered along with the shipment request to the mail room on the 1st floor of 79 Elm Street.
  • Packages can be tracked the next day via Desktop Express program, or by contacting the mailroom.
  • UPS letter sized envelopes are available at the mail room. Items must be delivered to the mail room no later than 4 p.m. to accomodate UPS pickup and next day delivery.

Mass Mailings

Try to reduce mass mailing (e.g. Use DEEP HAPPENINGS) by sending one copy of the memorandum to a designated individual in each Department for departmental routing.

  • Use e-mail
  • Post announcements on bulletin boards, etc.
  • Post announcements to DEEP’s Web Site.

Mass mailings of 100 or more pieces should be bundled along with the proper mail code and should be brought directly to the Mail & Shipping Center. Please consider having mass mailings pre-stamped before stuffing flat size envelopes.

Tracking Mail/Packages

You can check the delivery status of your packages or accountable mail by contacting the Mail & Shipping Center or by following the Internet link to http://epo-dev/dems//

Hand carries

If staffing allows, we can hand carry time sensitive correspondence to other State Agencies within the Hartford area. This service is provided on Tuesdays and Fridays. If we are unable to do so, we ask that someone from your own staff be utilized.

Certified Mail

The Agency uses an E-Certified return receipt system, which saves $1.15 per certified mail piece. We would like all departments to use this system, in an effort to cut shipping costs. Address envelope and attach a certified mail slip to the mail piece and send to mailroom. The mailroom will add the certified label. The tracking number will be returned to sender next business day in mail, or the tracking number can be retrieved the same day from mailroom. Certified mail is brought daily at 10:00am.

What should be submitted with the certified mail:

  • Departments mail code
  • A completed PS Form 3877

Procurement & Purchasing

The Purchasing Unit is responsible for procuring the goods and services necessary for the staff of the Department of Energy and Environmental Protection to carry out their programs. These services are performed under authority granted by The Connecticut General Statutes and under the supervision of the Department of Administrative Services, Bureau of Purchases. The office strives to provide these services in a timely and proficient manner, while ensuring that all statutes, regulations and policies of both the State and the Department are adhered to.

The Purchasing Unit business hours are 7:30 a.m.– 4:00 p.m. If you require further assistance, please contact the Purchasing Unit at (860) 424-3500. If you need assistance after normal business hours, please contact DEEP/Emergency Dispatch Center at (860) 424-3333 for emergency purchasing assistance.

To view Directive 5310 D1 (procurement and invoicing of goods and services), please visit our directives search and search for "5310".

  1. Identify need for item or service. Check to see if the item is already available
    • in your Division’s standard supply cabinet or
    • from DEEP’s Recycle/ Reuse Center
    • through existing State contract
    • purchase "Green Products" wherever possible
      • DEEP Policy on Green / Environmentally Preferable Purchasing (EPP)
      • Quick Reference List of commonly ordered items from Suburban and Staples
      • DAS EPP Program
  2. Discuss your need with your Division’s CoreCT Requester to determine if this is a “standard” purchase that can be ordered without additional detailed information from you or approvals from division staff before entry into CoreCT.
  3. For non-standard purchases, or where pre-approval is required, check with your supervisor (or other authorized division designee).
    • Does the supervisor/authorized designee agree that the need is justified?
    • Is funding available?
    • Are detailed specifications required/available? Contact a Purchasing Unit or technical assistance contact regarding information to include in specifications.
  4. Complete and save the on-line “Purchase Requisition” form. Provide as much complete information as possible, including a thorough justification and any necessary attachments.
    • If your Division requires approval prior to CoreCT entry, email the form & attachments to your supervisor/authorized designee for review. If they approve, they then note their approval and "forward" your request for any remaining approvals before forwarding to the CoreCT Requester.
    • If no pre-approval is required, email your request directly to your Division’s CoreCT Requestor to enter into the CoreCT system for electronic approvals and processing.
    • If the purchase is for IT equipment or software or services, the approved requisition must be entered by Sharon Glasgow in the Office of Information Management. This is to ensure that all IT items ordered are compatible with state systems and are purchased from designated state contract vendors.
    • Certain Business Officers have been given authority to enter requisitions on Sharon's behalf. IT requisitions for the Bureau's listed below, should be entered by those designated Business Officers. Those who have been given this authority are:
    • Bureau Business Officer
      Air Dennise Goulbourne
      BETP/PURA Eladio Rivera
      BNR Sharon Gdovin
      BOR Mary Morgillo
      FSS Deidre Persson
      MMCA Marianne Wisker
      WPLR Laurie Valente
    • Requisitions for Commissioners Office and OIM will continue to be entered directly by Sharon Glasgow.

Tips for Completing Purchase Requisition

Originator’s Name Name of the person requesting the item/service.
Deliver To Division Name and street address where you want item delivered (if not 79 Elm St.).
Date Requested Date you are completing the form.
Date Required Indicate date by which the item or service is required. Otherwise, leave blank.
Vendor Name If a specific vendor is desired/required, indicate the name of the vendor. Check with your Business Officer to determine if vendor is on a State Contractor list or is available through the CoreCT system. If you have no vendor preference, leave this blank and Purchasing will locate a vendor.
Vendor Number Consult your Business Officer, State Contractor list, or leave blank.
Vendor Address Provide the vendor mailing address if you have a preferred vendor and they are not on state contract or operate from multiple locations.
Vendor Telephone Number Not required. Include if available from catalogue listing or State Contractor list.
Detailed Description and Item # See instructions on the “Purchase Requisition” form. Include information such as: make, model, specifications, product number, color, size, and dates, times and location of services, as applicable. Attach copy of catalogue page or webpage identifying the item if possible. Use a separate line for each item. Indicate the maximum $ limit, if applicable, as many purchases require a competitive bid process. If durable equipment (over $1K), indicate the location where the asset will be permanently housed as this may differ from delivery location.
Quantity (Qty) Indicate the number of units requested. The “Detailed Description and Item #” from the catalogue or website should specify whether the item is sold by the piece, box, case, etc. For example, if the catalogue item # specified is for 1 hat and you want 12 hats, the quantity (Qty) would be 12 each. If the catalogue item # specifies a box which contains 12 hats and you want 12 hats, the quantity would be 1 box.
Unit Price: Price per unit. Using the example above, if you are ordering 12 units (hats sold by the piece) the unit price is the price of 1 hat, say $5.00 each. If you are ordering 1 box of hats, the unit is the box and the price of 1 unit (box) is say $45.00 per box. (Note: in this case, you get a discount by ordering 1 box of 12 rather than 12 individual hats!!).
Order Price Equals the Qty. (number of units) multiplied by the unit price. Using our example above, if you are ordering 12 hats @ $5.00/hat the order price is $60.00. If you are ordering 1 box of hats @ $45.00 per box the order price is $45.00.
Total Cost Equals the sum of all the order prices listed on form.
Justification and Division (mandatory) Provide a complete justification of why the item or service is needed, what it will be used for, if and why this is the only acceptable vendor (sole source/no substitution), and the Division that will be using item or service. If the request is for service, replacement or enhancement of an asset, indicate the asset number affected (see DEEP bar coded sticker attached to the item).
Funding Source Identify name of funding source (not funding code) which will be used to purchase the item. This should be determined from your initial conversation with your supervisor/division designee. For example, you might specify “EPA Brownfields Grant,” “Spill Funds,” “General Fund.” Your CoreCT Requestor or Business Officer will be able to complete the funding codes on the lines below this box on the form. Also, check the box indicating whether or not the purchase will be used to “match” a federal grant and if “yes” indicate the name of the federal grant being matched. Your supervisor/division designee or Business Officer should be able to help you.

To view any of the forms listed below, simply visit the Forms Directory and search for the form name.

General Purchasing Forms
REQUISITION FORM Form required for ordering any IT hardware, software, maintenance or services (submit to Pam Armando). Also can be used for submitting requisition materials to your CORE CT Requesters.
BUSINESS CARD TEMPLATE (FOR ALL DEEP STAFF) Fill out when ordering business cards and submit to Business office for approval.
INVOICE FOR GOODS OR SERVICES Form to initiate a payment to an outside vendor or contractor.
DEEP STORE - STAFF PURCHASING FORM Form to be completed for purchases from the DEEP Store.
P-CARD APPLICATION Form to request a new Purchasing Credit Card.
PROJECT REQUEST FORM Form to be initiated by Project Manager for management, development or capital improvement projects involving new construction, reconstruction, alteration, replacement, demolition or addition to a recreation or support facility.
LUMBER REQUEST Form to be used for all lumber orders including dimension lumber and special orders such as shield signposts.

ASSET MANAGEMENT FORMS
EQUIPMENT INVENTORY CHANGE REQUEST FORM Form to be completed by business offices for all additions, deletions, corrections, and transfers. See Directive 5421D1 for instructions.
CAPITOL EQUIPMENT REQUEST FORM Form to be completed for equipment purchases requiring a license plate or wheeled equipment such as loaders, backhoes, tractors, etc. Completed form must be submitted to your business office.
RECORD OF EQUIPMENT ON LOAN Form to be completed before equipment is loaned to employees, other agencies, municipalities, etc.
ANNUAL PHYSICAL INVENTORY MEMO Completed on or before Aug. 1 of each calendar year and signed by the bureau chief. See Directive 5421D1 for instructions.
RETURN-TRANSFER OF STATE PROPERTY BY EXITING EMPLOYEE Form to request a new Purchasing Credit Card.
PROJECT REQUEST FORM Form to be completed for employees who leave DEEP employment. Signatures required.
UTILITY SERVICE REQUEST Form to be used for Utility Service startup, termination or change in funding or responsible unit at DEEP field installations.

The primary responsibilities of this office include receiving and scheduling deliveries of supplies and purchased goods to the Hartford office and field facilities. The warehouse also maintains inventory of the items contained in the CoreCT Inventory system. Quantities on hand are based on the past three years usage and have a min/max ordering level. Items stocked at the warehouse are high volume items and are ordered in large quantities at a greatly reduced cost. Examples of such items include copy paper, batteries, forms, clothing, paints, envelopes, and safety supplies.

Office Location and Point of Contact

The warehouse is located in the West Hartford Commerce Center, 141 South Street - Unit D, West Hartford.

  • Contact: Raul Granillo
  • Phone: (860) 723-7623
  • Fax: (860) 953-8581
  • Hours: 7:30 AM - 4:30 PM.

Receiving - FAQs

If a warehouse item is out of stock, does it automatically get backordered?

No. Items out of stock are reordered to replenish inventory. You must check back on the CoreCT inventory system for availability and place order again.

What is the procedure for returning an incorrect item?

If you receive an incorrect item, return it with the delivery sheet to Support Services in the 79 Elm Street Mail Room/Shipping Center. It will be replaced with the correct item the next delivery day. Field staff can contact Raul Granillo via e-mail to arrange return.

What is the procedure for following up on an outstanding purchase?

Contact your business officer or business contact who will check the delivery status with the buyer that processed your Purchase Order. The Purchasing Unit staff continually reviews orders and may have answers readily available for your business officer/contact.

Deliveries - FAQs

When are deliveries scheduled?

The delivery schedule to field units is on an as needed basis. The delivery schedule to the Hartford office is daily.

How are heavy items delivered to the field?

Materials associated with field projects or that require offloading by a forklift are delivered to the Portland complex. Delivery to the Field units will be done by the lumber mill delivery truck.

How are gas driven equipment delivered to the field?

Equipment that requires running fluids such as chainsaws, brush cutters, etc. are received at the West Hartford office, tagged with an asset number and sent to the respective ordering unit's maintenance garage, checked for fluids and running operation and then the ordering unit is notified of their arrival.

Record Retention Storage - FAQs

Does my Division have records in Portland?

To see which bureaus and departments have records in Portland, please select the Records Management tab on the left side of this page and then select the "Records in Portland" tab.

How do I get access to records at the storage facility?

You should contact your agency sub RMLO's for more information.

Agency Contacts

FAQs

What information do I need to submit a request for items or services?
  • Complete description, including item #, if applicable
  • Name of Vendor (if known or you have a preferred vendor in mind)
  • Unit of Measure (each, box, dozen, month, etc.)
  • Quantity needed
  • Price (per unit of measure)
  • Date when item or service is needed
  • Justification (including statutory citation or grant condition, as applicable)
  • Name of Funding Source (general fund, federal PPG grant, etc.)
  • Funding Constraints (cannot exceed specific $ amount or must be paid by specific date)
Why does a purchase need to be justified?

All purchases are subject to audits by the State of Connecticut Auditors of Public Accounts (APA). Justifications provide explanations to the auditors for the reason the items were purchased. More information can be found at the APA website at www.cga.ct.gov/APA/

Who do I submit my request to?

Unless your bureau requires pre-approval of requests before being entry into CoreCT, requests should be submitted to the CoreCT "Requester" for your area. Click on the following link for a listing of requesters.

Do I have to submit a formal or written request?

Not in all cases. For a small number of simple items, a hand-written note, e-mail, or voice mail can be used to request your items from the CoreCT Requester.

When asking for many items or providing a detailed description of more complex purchases, complete and e-mail a Requisition Form to the CoreCT Requester (or your supervisor or other division designee if pre-approval of Requests is required in your Bureau). This also provides a mechanism for tracking the status of your request.

The requisition form can be found by visiting our Forms Directory and searching for Requisitions.

What approvals are required?

Before a request is submitted to a CoreCT Requester, the purchase should be discussed with your supervisor or other designated staff to ensure the purchase is appropriate for submission.

Once the request has been forwarded to the CoreCT Requester, it is entered into CoreCT. As soon as the requisition is submitted, it is automatically routed to various Bureau approvers depending on the value of the request. Thresholds requiring different approvals are set at $2,500, $10,000, and $1 million. Bureau approvers can deny and modify requisitions, as well as approve them.

Following receipt of Bureau approvals, the requisition is automatically forwarded for Budget approval by Financial Management staff.

Once Budget approval has been received, the requisition is automatically forwarded for Purchasing approval and processing. This processing may result in a request for additional information (if additional clarification is needed), the dispatch of a Purchase Order to a Vendor, the denial of the requisition with a purchase made using a Buyer's PCard, or the start of a state-mandated bid process.

Action should be initiated within 3 days or less, at each step in the process.

How do I know what funding strings to use on a purchase request?

Contact your Business Officer/Contact for assistance. Each Bureau/Program office is responsible for identifying and applying appropriate funding sources for their purchases. As the originator of a request, you need only list the name of a funding source and identify if it will be used as match for a federal grant. The Business Officer/Contact will be able to supply the corresponding codes.

How do I know when to submit a Project Request?

A Project Request is required for any management, development or capital improvement project to DEEP buildings or grounds involving new construction, reconstruction, alteration, demolition or addition to a recreation or support facility. The criteria as outlined under Directive 2100 D3 and the Project Request System Guidelines. You may call or e-mail Deidre Persson at (860) 424-3977 for further assistance or clarification.

Please visit our directives search and search for "2100" to view Directive 2100 D3

How do I know what items are stocked in the agency warehouse?

This information is available through this excel spreadsheet. You may also contact Raul Granillo at (860) 424-3825 with specific questions.

How can I order items from the agency warehouse?

Warehouse items are ordered online through a Material Stock Request in the CoreCT system. Contact your Business Officer or CoreCT Requester for assistance.

How long will my purchase take?

Once Purchasing has received the request through CoreCT they will process most routine purchases in 2-3 business days, but many factors affect the length of time a purchase can take. Item availability, production times, funding issues, bidding issues, your Bureau's processing procedures as well as other factors affect the time it will take to obtain goods and services. Contact one of our Purchasing professionals if you would like an estimate of transaction time for a specific order or purchase type.

What can I do to speed up my purchase?

Your request will be handled faster and more efficiently if your purchase request has complete information on what you are looking to purchase. This may include specifications along with a previous order number if a reorder. This backup information may be faxed or e-mailed to the Purchasing Unit with reference to the CoreCT requisition number. Each purchase request must have all necessary approvals, proper funding string coding, and justification.

Which purchases require additional approval?

Motor vehicles, Construction/Renovation Projects, IT Purchases (equipment, software or services), Communications (Radios, Telephones and Cell Phones). For more information, please contact your Business Contact.

How do I amend a purchase order?

If you need to amend a purchase order that has been issued, please contact your Business Officer/Contact for assistance. Only the FSS/Purchasing Unit has the authority to amend a Purchase Order that has been issued.

How do I check the status of an outstanding purchase?

Your CoreCT Requester or Business Officer can obtain the status of requisitions electronically through CoreCT. For requisitions that have Purchase Order numbers issued and are pending delivery, your CoreCT Requester or Business Officer should contact the buyer that issued the Purchase Order for the item's status.

Should I contact DAS Bureau of Purchases for assistance?

Please do not contact DAS Bureau of Purchases directly. Most questions can be answered directly by one of our Purchasing Professionals. The Department of Administrative Services (DAS) Bureau of Purchases oversees and processes purchases for the entire State of Connecticut. Any inquiries to the DAS Bureau of Purchases will be made by the FSS/Purchasing Unit.

How do I know what items are available on an existing State contract?

Items that are routinely purchased by most agencies are put on a State contract. These contracts can be found on the DAS State Contracting Portal.

Items can be searched by Contract Number, Key Word, or by Vendor Name. You may also contact one of our Purchasing Professionals for assistance.

Do I have to obtain my own quotes?

No. It is the responsibility of the Purchasing Unit to obtain quotes.

What procedure should I follow to submit quotes that I have obtained?

In order for the Purchasing Unit to consider quotes you may have obtained they will need:

  • A copy of the written description you provided the vendor(s) to bid on.
  • A copy of written bid(s) submitted by vendor(s).

The Purchasing Unit can then include any pertinent information with their procurement process of the item.

What will my purchase cost?

First, try to determine where the item would fall as a "commodity" and contact that purchasing agent in the Purchasing Unit, or call the office's general number for guidance at 860-723-7600.

Is there a minimum dollar amount where a purchase has to be bid?

No. All items not on existing State Contacts are subject to the bid process. For items under $50,000.00 the bidding is done by the Purchasing Unit. Generally, purchases that exceed $50,000.00 require formal bidding through DAS Bureau of Purchases. There are some exceptions such as purchases from states or federal government as well as certain exempt purchases.

Can I purchase something on a GSA (Federal General Services Administration) Contract?

No. GSA contracts are federal contracts, which have no Connecticut purchasing authorizations.


If you have additional questions you'd like to have added to the FAQ's, please contact Joe Wagner or Garrett McCurdy.
What is the State Purchasing Card Program?

The Purchasing Card Program is co-sponsored by the Department of Administrative Services (DAS) and the Office of the State Comptroller (OSC). It is designed to allow individual employees to make miscellaneous purchases to more efficiently accomplish their assigned duties.

What is a Purchasing Card?

The Purchasing Card is a MasterCard credit card issued by JP Morgan Chase Bank. This Purchasing Card is an additional purchasing tool to process small dollar purchases, emergency purchases and replaces the need for petty cash transactions.

It is intended to compliment rather than to replace or avoid proper purchasing procedures. For more information, please review the Purchasing Card Procedures.

Each Purchasing Card has one specific accounting string associated with it.

Each month the cardholder receives a statement which must be reviewed and reconciled. If there are any changes needed, an adjustment must be processed. Contact your Business Officer for instructions on processing those adjustments.

How do I apply for a State Purchasing Card?

You should go through your immediate supervisor. Final approval for the Purchasing Card will be at the discretion of the Bureau Chief and or Director of your Division/Unit. For more information, please contact your Business Officer/Contact.

To view the P-Card Application, please visit the Forms Directory and search for "p card".


If you have additional questions you'd like to have added to the FAQ's, please contact Raul Granillo or Garrett McCurdy.

Procurement Training

Asset Management Training

Project Requests For Facility Improvements & Repairs

A Project Request is required for any management, development or capital improvement project to DEEP buildings or grounds that involve new construction, reconstruction, alteration, demolition or addition to a recreation or support facility. The purpose of the Project Request is to insure that project development and approval complies with:

  • Agency Policies
  • State Statutes
  • Purchasing procedures & regulations
  • Permitting
  • Budgeting
  • Any other applicable procedures & regulations

Directive 2100, D3 provides additional Project Request information and processing procedures.

The primary purpose that Support Services processes and tracks project requests is to insure that:

  • Each project has had the necessary review
  • All permits are in place
  • Funding is available

Once a project is approved, Support Services tracks the project (including funding) to its completion. Upon project completion and final expenditure review, the pertinent building improvement information is incorporated into the agency building files which are maintained by Agency Support Services. In addition, at the completion of a project the Project Completion Report is to be submitted to Agency Support Services by the project supervisor.

Please note that:

  • All projects must incorporate Americans with Disabilities (ADA) standards where applicable
  • No applicable project may be initiated without the issuance of an approved Project Request
  • In some cases a group of minor projects which require tracking because of special funding can be incorporated into a single project
  • Once a project has been completed (closed) it cannot be re-opened. A new Project Request Form will need to be completed and approved.

Instructions for the routing and processing of the Project Request are printed on the Project Request Form. For additional help, please see the project request guidelines.

All project requests must be forwarded to the originating bureau business office for review and approval by the bureau chief. The business office will verify the project funding source coding, obtain the bureau chief’s/director’s approval and signature, and forward the document to Support Services.

Any questions pertaining to funding should be addressed by the bureau business office. Technical questions about the materials or project should be addressed first by the district supervisor and second by the project supervisor.

Project request information provides the necessary information for the building files, insurance value purposes and state audits. In addition, project requests act as a communication tool for the discipline involved with the project.


To view the Project Request Form or the Project Completion Form, please visit the Forms Directory and search using the form name

Records Management

DEEP is in the process of transition to digital files. Please contact Meghan Seremet to explore preferred record storage options.

  1. When records are needed from Portland, staff must contact their Sub/Assistant Records Management Liaison Officer (RMLO).
  2. The Sub/Assistant RMLOs must complete a DEEP Records Storage Facility Records Retrieval Form. An electronic copy of the completed form should be maintained by the Sub/Assistant RMLO for his/her records. (Box information data can be obtained from the Portland Records Storage Database, which was previously sent to Sub/Assistant RMLOs).
  3. The completed Records Retrieval Form must be sent via e-mail to Mark Lastrina at the Portland Complex facility. NOTE: A three business day turnaround can be expected for delivery of requested records.
  4. Upon receipt of the e-mailed form, Engineering, Safety and Sustainability staff will print out the retrieval request and pull the requested boxes. When the boxes are pulled, the Portland Facility Staff must sign and date the retrieval form (first signature line).
  5. When the boxes are brought to 79 Elm Street, the receiving staff must sign and date the retrieval form (second signature line). The receiving staff will then contact the Sub/Assistant RMLO to schedule delivery of the boxes.
  6. Boxes are delivered to Sub/Assistant RMLO who must sign and date the retrieval form (third signature line).
  7. The signed retrieval form must be returned to the 1st floor Mail and Shipping Office.
  8. The Sub/Assistant RMLO is responsible for ensuring that the requestor of the boxes receives them.
  9. When the requestor is done with the boxes, they should be returned to the Sub/Assistant RMLO who must then send an e-mail to Monte Ferrari, Mail and Shipping Coordinator, indicating that the boxes are ready to be returned to Portland Complex.
  10. Staff from the Mailing and Shipping Office will retrieve the boxes from Sub/Assistant RMLO for return to Portland complex and sign the original retrieval form (fourth signature line).
  11. When the boxes are returned and reshelved in Portland, the retrieval form must be signed and dated by Portland staff (fifth signature line).
  12. The form containing all signatures is then filed on site at the Portland complex facility for agency retention.

Public records are defined in the CT State General Statutes Section 1-200(5) as:" any recorded data or information relating to the conduct of the public’s business – prepared, owned, used, received, or retained by a public agency, whether such data or information be handwritten, typed, tape-recorded, printed, Photostatted, photographed, or recorded by any other method."
Disposal of DEEP records must be in compliance with the Records Retention Directive. The following procedure outlines steps necessary to process disposal authorizations and gain approval for the destruction of DEEP Records.
All records must be on a DEEP records retention schedule or State records retention schedule. Documents that are considered non-records can be disposed of without prior authorization. A "non-record" is one that does not directly pertain to the business function of the program or department.
Non-Records may have the same physical characteristics as Records but have different purposes for keeping and using the information.

Examples of non-record items are:

  • Exact copies of records kept only for convenience.
  • Informational copies of correspondence and other papers on which no documented administrative action is taken.
  • Duplicate copies of documents maintained in the same file.
  • Requests from the public for basic information such as manuals and forms that do not have any administrative retention requirements.
  • Transmittal letters that do not add information to that contained in the transmitted material.
  • Reproduced or published material received from other offices, which requires no action and is not required for documentary purposes. The originating agency is required to maintain the record copy.
  • Catalogs, trade journals, and other publications or papers received which require no action and are not part of a case upon which foreseeable action will be taken.
  • Library or museum materials collected for informational or exhibition purposes.
  • Stocks of publications, forms, or other printed documents, which become obsolete or outdated due to revision. The originating agency/office/company should maintain a record copy.
  • Working papers, preliminary drafts, or other material summarized in final or other form and which have no value once action has been taken.
  • Transitory records – junk mail, publications, notices, reviews, announcements, employee activities, routine business activities, casual and routine communications similar to telephone conversations

Records Disposal

The Division or Program sub-RMLO (see list) must process the disposal authorization request.

  • Inventory records and check records retention schedules (DEEP Bureaus/Divisions/Programs and/or State Schedules) for retention periods and determine eligibility for disposal.
  • Fill out the RC-108 disposal authorization form.
  • Specify the Bureau and Division or Program
  • The Division Director or Assistant Director must sign or initial the form indicating approval for the disposal
  • Submit the form to Meghan Serenet, and the RMLO (Records Management Liaison Officer) for approval.
  • The disposal request is sent to the CT State Library for approval. Once approval is received, notification will be sent to the sub-RMLO authorizing disposition of records listed on the RC-108 form.

Please follow the link below to be taken to our directory of forms. Once in the directory, type "records" into the search bar located on the top right on the table to view all of the records retention forms.

Forms Directory

If a DEEP records retention schedule is not listed, the business unit either has a schedule pending approval and/or only uses CT State General Schedules. The General Schedules can be used for common records in addition to program specific records.

State General Schedules
Administrative Records Personnel Records Fiscal Records
Public Safety and Emergency Services Records Information Systems Agency Specific Retention Schedules

DEEP Records Management Group

The Connecticut State Library directs every state agency to establish a records committee. DEEP's Information Technology Advisory Committee established a working group titled the "DEEP Records Management Group" to monitor and facilitate the systematic management of the agency's records consisting of the agency's Records Management Liaison Officer (RMLO), all the Assistant Records Management Liaison Officers (Records Officers) together with other designated agency staff and managers. For more information on this Group, please contact Meghan Seremet.

Records Retention - Records Stored in Portland

DEEP is in the process of transition to digital files. Records are currently being updated.

Contact your division's sub RMLO (Records Management Liaison Officer) for detailed record and retrieval information.

DEEP Specific Vehicle Policy & Procedures


The specific policies outlined in the DEEP Directive regarding use of state-owned vehicles were developed to comply with DAS General Letter No.115, the State's policy for the use of state-owned motor vehicles and personally-owned motor vehicles on state business.

The following items are covered under DAS General Letter No. 115 and their corresponding directives can be found on the directives search page.

  1. Agency Responsibility
  2. Drivers Responsibility
  3. Vehicle Markings
  4. Accidents
  5. Complaints
  6. Fines, Charges and Penalties
  7. Disabled Vehicles
  8. Parking of Vehicles
  9. Home garaging
  10. All other overnight parking
  11. Use of Vehicles by Volunteers & Contract Employees

Seasonal vehicles are vehicles that are needed for a period of six months or less. To obtain a seasonal vehicle your business office/contact must submit a memo to Support Services from your unit director requesting the vehicle, indicating the need.

To reserve a vehicle for in-state use the employee is required to notify their business office 24 hours in advance of the day the vehicle is needed. The business office contact will arrange through Agency Support (424-3065) to reserve a car for you. You will only be notified if there is no car available for you.

Monthly usage reports (mileage sheets) must be returned to your business office. The business office must submit them to Support Services by the 8th of each month. All requested information must be completed. Incomplete mileage sheets will be returned to the business office and considered late. Instructions for completing Monthly Usage Reports can be found by following the link below.

Monthly Vehicle Usage Report Instructions

Fuel may be obtained by use of an issued DOT gas key at DOT gas stations or at DEEP facilities with gas stations, by use of a state issued commercial credit card, when approved. Any other fuel operated vehicle; you must contact your business person.

State employees who have a state owned vehicle assigned to them can obtain a fuel key request form from your business office. Your business office will submit the completed form to Support Services for processing.

To replace a lost gas key, contact Support Services at (860) 424-3065 and a new key will be issued by DOT for $5.00. If you get a new car you must take the old gas key to DOT and they will program it to your new car. You can have your business office submit it to Support Services to be mailed out to DOT to be reprogrammed.

To view any vehicle related forms, please visit our forms directory and search for 'parking' or 'vehicle'.

Travel and Vehicles

Effective Monday, December 1, 2003, Enterprise Rent A- Car will replace the State of Connecticut’s DAS motor pool for daily and short term vehicles for use by State agencies.

Reservations

Agency Transportation Coordinator to call Enterprise for reservation

For all Department of Environmental Protection rentals, Sarah Hite of Agency Support Services or other authorized Agency Support staff will contact Enterprise Rent-A Car to make the reservation. Staff is not to contact Enterprise Rent-A Car directly to make a reservation. Sarah Hite may be contacted at 860-424-3065, if there are any questions concerning the program. If Sarah is not available, call the Agency Support Services main number: 860-424-3131.

Information needed to make reservation

An Enterprise Rent-A Car reservation form (Attachment B, Word Fillable) has been created to provide the Agency Transportation Coordinator with the information to make the reservation. Staff requesting a rental vehicle should complete this form through their Bureau Business Office and deliver it to Sarah Hite in Agency Support Services. Once the reservation has been made, Agency Support Services will notify the requestor’s Bureau Business Office.

Lead-time for reservations

Enterprise Rent-A Car requires 24 hour notice for a rental reservation. Please plan your schedule and vehicle needs accordingly. Staff needing a vehicle for an early morning meeting or use before normal business hours may make arrangements to pick up a vehicle the afternoon before with the Enterprise Rent-A Car office from which the vehicle is to be picked up. Overnight parking of an Enterprise vehicle will be the same as it is for a State-owned vehicle.

Office locations and hours

There are 65 Enterprise Rent-A Car locations throughout Connecticut. A listing of these locations is provided as an attachment to this document (Attachment C, PDF). The office hours are 8 AM to 6 PM. Monday–Friday, 9AM to Noon on Saturday. Reservations may be made to pick up a vehicle from any of these locations. DEEP Staff at 79 Elm Street will find that the Hartford-Downtown location at 598 Asylum Street is most convenient for leaving from and returning to this office. This office will open at 7 AM to accommodate early vehicle pick-ups. Additional information on Enterprise Rent-A Car locations is available on their website at: www.enterprise.com/car_rental/home.do

Account number and agency billing procedures

The Agency Account Number for DEEP is "3100." This number, along with the DEEP Division of the staff renting the vehicle should be included on the reservation form. This information will be used by Enterprise Rent-A Car and DEEP Financial Management to bill the appropriate unit within the agency for the vehicle rental costs.

Acquiring the Vehicle

Pick up procedures from agency office

Enterprise Rent-A Car will pick up and transport staff back to the rental office to complete the process of picking up a rental vehicle. At 79 Elm Street, those staff picking up rental vehicles through the Hartford-Downtown Enterprise Rent-a Car office should be waiting out in front of the building by the employee entrance at the arranged time. Enterprise Rent-A Car will not wait more than a few minutes for a renter who is not at the arranged pick up point. If staff is not there on time, they may not be picked up. Staff renting vehicles through other Enterprise Rent-a Car offices will make vehicle pick up arrangements directly with that office once the reservation has been confirmed.

Vehicle walk around and contract signature

Enterprise Rent-A Car will have the rental contract pre-printed for the renter’s review and signature during the ride back to the Enterprise office. This will ensure that once the renter arrives at the rental office the vehicle walk-around and contract processing can be expedited. Sample rental contract documents will be available for staff review through Sarah Hite in Agency Support Services, should anyone wish to inspect it prior to actual rental of a vehicle.

Produce valid driver’s license

In addition to signing the rental contract, the staff renting the vehicle must produce a valid driver’s license to the Enterprise Rent-A Car representative at the time of vehicle pick up.

Additional drivers

Drivers in addition to the individual actually renting the vehicle may drive the rental vehicle provided they have a valid driver’s license and are along on official State of Connecticut business. These additional drivers need not be present at the time the vehicle is picked up.

Gas Policy

Full tank of fuel at beginning of rental

Enterprise Rent-A Car will ensure that rental vehicles have a full tank of fuel at the beginning of the rental. Drivers should verify this as part of the vehicle walk-around.

Return full to eliminate refueling charges

Prior to returning a rental vehicle to the Enterprise Rent-A Car office staff must refill the fuel tank. Commercial gasoline charge cards will be available from the agency for this purpose. Staff having a rental vehicle reservation must make arrangements with Sarah Hite of Agency Support Services to pick up a set of gas charge cards prior to the vehicle rental. Staff will also need to return these cards to Sarah promptly after use, as other staff renting vehicles will need them.

Failure to refill the fuel tank prior to return of the vehicle will obligate the renter’s unit to pay the per gallon refueling charge imposed by Enterprise Rent-A Car in addition to the daily rental fee.

24 –Hour Roadside Assistance

Mechanical issues/accident procedures

Enterprise Rent-A Car has a 24-hour roadside assistance program that will be available for State of Connecticut staff in an Enterprise vehicle. Emergency assistance procedures for mechanical breakdowns or in the event of an accident will be included in each vehicle.

Returning the Vehicle

Return to Enterprise office and ride back to agency office

The rental vehicle will be returned during normal business hours to the Enterprise Rent-A Car location from which it was picked up. Staff will then be provided transportation back to the agency office by Enterprise Rent-A Car. Enterprise may authorize return to another of its locations under justifiable circumstances. However, such an arrangement will not be routinely permitted.

After-hours returns

Staff needing to return a rental vehicle after normal business hours must make prior arrangements to do so with the Enterprise Rent-A Car office to which the vehicle is to be returned. The agency will permit staff returning after hours or late from night meetings to drive the rental vehicle home overnight and return it first thing next day if so authorized by Enterprise Rent-A Car.

Miscellaneous

Underage renters (under 21)

Enterprise Rent-A Car will not permit the rental or operation of a vehicle from its fleet by any individual who is not 21 years of age or older. This agency often employs as seasonal employees individuals under this age. Such individuals will not be permitted to rent or drive such vehicles under this program.

Insurance coverage included in the rental rate (CDW and SLP)

The rental rate charged for vehicles by Enterprise Rent-A Car under its contract with the State of Connecticut includes the Collision Damage Waiver and Supplemental Liability Protection.

Parking for Enterprise vehicles at 79 Elm Street

There are no parking spaces or arrangements made for staff to park an Enterprise rental vehicle at 79 Elm Street.