Comptroller Fiscal Year Memo Letter Head

To:                         Legislative Leadership, Judicial Branch Administrators, Elected Officials, Secretariats, 
                              Department Heads, Chief Fiscal Officers, MMARS Liaisons, and Payroll Directors

From:                    Martin J. Benison, Comptroller

Date:                     July 15, 2013

Subject:                 Official Opening of FY2014

Comptroller Memo FY#2014-04

Executive Summary

The FY 2014 General Appropriation Act, Chapter 38 of the Acts of 2013, has been signed.  This memo announces that July 15, 2013 is the official “opening date” of the accounting system.  A deadline of July 30, 2013 is established for the alignment of encumbrances and expenditures with the enacted budget.

The Fiscal Year 2014 Budget has been signed.  All accounts in all funds have been registered in MMARS and expenditure ceilings have been adjusted to reflect 2/12ths of the amount available for spending in all subsidiaries for all departments subject to the periodic allotment.  This establishes legal authorization for FY 2014 obligations and expenditures as of July 15, 2013.  Therefore, the official “opening date” of the accounting system for FY 2014 is July 15, 2013.  Late penalty interest can be requested by vendors if bills have not been paid 45 days after the receipt of the invoice or 45 days after July 15, 2013, whichever is later in accordance with 815 CMR 4.00.

Any accounting transactions that were processed under the House I revised structure must be recorded in conformance with the General Appropriation Act.  Departments should complete any payroll and non-payroll adjustments to conform to the FY 2014 chart of accounts by July 30, 2013.

Any reductions to expected spending levels for FY 2014 budgetary accounts may require adjustments to previously executed contracts.  This link Guidance for Contract Reductions provides Departments with the procedures for suspending, amending or terminating contract actions that will be necessary to stay within your authorized spending limits. Departments may not request or accept performance or otherwise incur obligation in excess of Department appropriations and allotments (M.G.L. c. 29, §26 and §27).

If you have specific accounts for which you have questions or require additional guidance, please contact Michael W. Eyob, Accounts Payable Director, at (617) 973-2310 or Kevin McHugh, Payroll Director, at (617) 973-2335.

Please distribute this memo to all pertinent personnel.

General Counsels                
Internal Distribution