Comptroller Fiscal Year Memo Letter Head


To:                  Chief Fiscal Officers, MMARS Liaisons, Payroll Directors and Federal Grants Liaisons

From:              Martin J. Benison, Comptroller

Date:               September 30, 2013

Subject:           New Federal Grant Setup Form

Comptroller Memo FY#2014-10

Executive Summary

This fiscal year memo provides guidance on submitting federal grant data to the Comptroller’s Office for both new and continuing federal grant awards.  The new setup form becomes effective October 1, 2013.

The Office of the Comptroller (CTR) is responsible for the input and review of accounting data into the statewide accounting system (MMARS), which is necessary for Departments to process federal grant expenditures and subsequently process reimbursed revenues.  The existing federal grant set-up form used by Departments has been updated in order to make the federal grants set-up process more efficient.  The new form will capture additional information that will be used to efficiently compile the annual Schedule of Expenditure of Federal Awards report, identify new Departments in need of an Indirect Cost Rate navigate federal reimbursement payment systems, and collect budgetary data on behalf of the Executive Office of Administration and Finance.  

The new form merges the setup of both New and Continuing Federal Grants.  The form should be submitted to  This email address should only be used for the submission of the federal grant setup form and relevant federal grant award information.  Beginning October 1, 2013, the federal grant setup form will only be accepted electronically.  Operational questions about grant setup or other federal grant matters should be directed to staff members in the Federal Grants & Cost Allocation Bureau.

The attached instructions provide step-by-step instructions on the new federal grants setup process.  This job aid, in conjunction with ANF Bulletin #3, provides the framework for the administration of federal grants going forward.  Please contact Taneka Simmons, Director of the Federal Grants and Cost Allocation Bureau, with any questions (617) 973-2606.

Attachments:    Federal Grant Setup Form

                        Job Aid

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