Latest update includes:

FY2013-05: Late Penalty Interest Rate
CTR Memo FY2013-05 has been posted to the CTR Web Portal. This memo advises departments of the late penalty interest rate for July 1, 2012 – December 31, 2012.

Processing Accounts Payable Payment Requests
During the Accounts Payable Period (July 1 - August 31), the following fields - Fiscal Year, Budget Fiscal Year, and Accounting Period - must be completed for all payment requests. ALL accounts payable activities referencing Fiscal Year 2012 should be Period 13.  Please refer to the chart on page 59 of the Close/Open Instructions for complete coding guidance.

Funds Availability Checking for Pay Period Ending 7/28/2012
For FY2013 payroll charges, the Funds Availability process will enforce the usual rules for Type 1 and Type 4 accounts. Once the balance forward takes place, rules will be enforced for Type 2 and Type 3 accounts as well.

Payroll Holds are required for all FY2012 payroll charges. When submitting a Payroll Hold, departments must include a justification as a comment and enter 2012 for Budget Fiscal Year, 2012 for Fiscal Year, and 13 for the Accounting Period.

MMARS Saturday Hours
MMARS and LCM will be available Saturday, July 21 from 9:00 A.M. to 7:00 P.M. The Help Desk will not be staffed and any Saturday Help Desk calls will be returned on Monday, July 23.

Close/Open Key Dates July 21 – 28

July 26, Thursday

  • All 2012 PRNs must be cleared.

July 27, Friday

  • All PRRVs should be entered (by departments) into MMARS for non-continuing accounts.
  • Certification of Capital Assets Inventory due.
  • Period 1-12 Fringe /Indirect cleanup.

Upcoming Training Sessions and Meetings

  • Vendor Management – Monday, July 23, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intermediate MMARS Warehouse – Tuesday, July 24, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intro to LCM Warehouse – Wednesday, July 25, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Risk Management – Thursday, July 26, 1:00 P.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Executive Conference Room
  • CIW Report Building with MS Access – Friday, July 27, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Appropriation Management – Tuesday, July 31, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intro to State Finance MMARS Navigation – Thursday, August 2, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Encumbrance Management – Tuesday, August 7, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Payment Management – Tuesday, August 7, 1:00 P.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intro to HR/CMS Payroll Warehouse – Thursday, August 9, 9:00 A.M. – 3:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Webcast How to Run a Warehouse Starter Query – Friday, August 10, 10:00 A.M. – 11:00 A.M. Online Training

Register for these sessions via the Comptroller's Training and Meeting Schedule which lists classes scheduled for three months and Payroll User Groups through December 2012.

MMARS Hint of the Week – How to Cancel a Document in Final Status
From the Document Catalog:

  • Check the box to the left of the Doc ID then
  • Click the Action Menu
  • Select Editing Actions and
  • Select Discard
  • This generates a message notifying you of the creation of a cancellation draft document.
  • Locate the cancellation document and open it
  • Click Validate
  • Submit the cancellation document (you do not have to edit it)

This creates an historical record of the cancellation. Please note:

  • On payment documents which have disbursed, the payment cannot be cancelled. In this case, the check must be stopped by TRE and the disbursement cancelled.
  • Documents that are closed cannot be cancelled.