Latest update includes:

Encumbrance Suspension for Open Activity (Unspent) Roll and Lapse
The Contract Open Activity Roll (CT, PC, and RQS transactions) and Lapse (CT, EAV, GAE, GAP, IE, PC, RPO, and RQS transactions) will occur on the weekend of Saturday, August 31st. MMARS will not be available that weekend.

In preparation for the Roll and Lapse; Departments must refrain from processing encumbrance transactions, including interfaces, from Thursday, August 29th until Monday, September 2nd.  This includes entering, editing, validating or submitting CT, EAV, GAE, GAP, IE, PC, RPO, and RQS transactions. 

Starting on Thursday, August 29th, the Office of the Comptroller will be monitoring the Document Catalog to ensure that departments are not attempting to update any encumbrance transactions.  Your cooperation with this process is greatly appreciated.

Post-Open Activity Roll Review
After the Open Activity Roll is completed; departments should review the MMARS Document Catalog for any CTs or PCs that rejected during the roll. These will have a Create User ID of ‘ROLLID’ and the Phase will be “Draft” and a Create Date between 8/31-9/02.

Departments should not delete these Draft versions but should review the error messages and, if possible, make the required corrections. Only zero dollar modifications that correct accounting detail errors (appropriations, program details, etc.) are allowed. Departments should not change Commodity or Accounting line amounts. The Comptroller’s office will work with departments to get any rejected Roll encumbrances processed. Depending on the number of rejects and severity of the errors, CTR may be contacting individual departments with specific instructions for correcting their rejects. If you have any questions or need assistance with your corrections, please send an e-mail with a Subject: XXX (Dept. ID Code) Sept Roll Reject Correction to Comptroller.contracts@massmail.state.ma.us.

MMARS Unavailable on Holiday Weekend 
MMARS and LCM will be unavailable Saturday, Sunday, and Monday August 31 – September 2 due to scheduled system processing. MMARS may be available at some time on Monday after processing is complete.

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Period 13
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 13 (FY2013 Accounts Payable period), will be run on Saturday, September 7. All eligible expenditures processed during Accounting Period 1 will be subject to these assessments.

Departments should ensure that the budget structure tables for appropriated (payroll tax only), federal grants and other non-budgetary accounts are properly established so these charges post without rejecting under object codes D09 (fringe benefits and payroll taxes) and E16 (indirect costs).

Close/Open Key Dates August 31 – September 7
August 31, Saturday

  • Lapse FY2013 encumbrances; encumbrance open activity roll (roll of unspent balance of 2013 lines for capital [2CN], trust [3TN], and federal funds [4FN]).
  • PH Lapse                

September 1, Sunday

  • Lapse FY2013 encumbrances; encumbrance open activity roll (roll of unspent balance of 2013 lines for capital [2CN], trust [3TN], and federal funds [4FN]).

September 2, Monday

  • Lapse FY2013 encumbrances; encumbrance open activity roll (roll of unspent balance of 2013 lines for capital [2CN], trust [3TN], and federal funds [4FN]).                         

September 3, Tuesday

  • Higher Education to review preliminary revenue and expenditure tables.

September 6,  Friday

  • Departments enter Stat Receivables
  • Final date for FY2013 LARQ (PRADJ)
  • GASB49 Liability due for all departments

September 7, Saturday

  • Fringe, Indirect & Payroll Tax Period 13

Weekly Fraud Awareness and Prevention Fact – Personally Identifiable Information (PII)
Establish protocols and department head approval for physical and logical access to information systems and the protection of any Personally Identifiable Information (PII). Personally Identifiable Information is any information that could reasonably be used to identify you, including your name, address, e-mail address, Social Security number, birth date, bank account information, credit card information, or any combination of information that could be used to identify you.

See the Information Technology Division’s: Information Security Administration, IT Security Risk Assessment Guidelines regarding the security and confidentiality of personal information.

Please visit the Fraud Prevention section of our Internal Controls Page for a link to the Toolkit for Departments to Combat Fraud, Waste and Abuse and the Combat Fraud, Waste and Abuse Brochure. 

If you have any questions regarding this or previous Fraud Awareness and Prevention Facts, please contact the Comptroller Help Desk at 617-973-2468 or via email Comptroller.Info@State.MA.US. To report Fraud, Waste or Abuse, contact one of the Commonwealth’s Whistleblower Hotlines.

Upcoming Training Sessions and Meetings

  • Encumbrance Management – Tuesday, September 10, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Payment Management – Tuesday, September 10, 1:00 P.M. – 4:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Payroll User Group Meeting – Wednesday, September 11, 9:30 A.M. – 12:30 P.M. One Ashburton Place Boston, 21st Floor Conference Room
  • Webcast Payroll User Group Meeting – Wednesday, September 11, 9:30 A.M. – 12:30 P.M., Online Training
  • Vendor Management – Thursday, September 12, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Establishing a Federal Grant in MMARS – Tuesday, September 17, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • HR/CMS Fundamentals – Wednesday, September 18, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Fraud Awareness and Prevention – Wednesday, September 18, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Executive Conference Room
  • Intermediate MMARS Warehouse – Thursday, September 19, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Risk Management – Tuesday, September 24, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab

Register for these sessions via the Comptroller's Training and Meeting Schedule which lists classes scheduled for the next two months and Payroll User Groups through December 2013.

MMARS Hint of the Week - Access a Recently Viewed Document
To access a document you've recently viewed in MMARS, use the History link on the Secondary Navigation Panel.

Note: The History of documents only includes documents viewed during the current MMARS login session.

  1. Click on "Home" in the primary navigation panel or close out of the document you are in.
  2. From the Secondary Navigation Panel, click History.
  3. A list of all documents viewed in this login session displays below the History link.
  4. Click the appropriate link from the list to access the document.