Latest update includes:

Federal Revenues: Non-Central Draw
During the Federal Grant cross-fiscal-year-period (July-December), Non-Central Draw Federal revenues are often deposited in the current fiscal year, although the revenue is related to expenses in the prior fiscal year.

To appropriately match revenues and expenses for accounting and reporting purposes, departments are requested to complete the attached template and submit it to Andrew Richardson in the Federal Grants and Cost Allocation Bureau. 

The template should be completed on an as-needed basis as soon as possible after a department determines that FY2012 revenues have been posted in the current fiscal year.  Upon retrieval and acceptance of the template, CTR will contact the department to verify the transaction and move the funding to the proper fiscal year.

MMARS Unavailable Saturday 
MMARS and LCM will be unavailable Saturday, July 7 due to scheduled system processing.

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Period 12 
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 12 (June), FY2012 will be run this Saturday, July 7. All eligible expenditures processed during Accounting Period 12 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 for these charges to post without rejecting under object codes D09 (fringe benefits and payroll taxes) and E16 (indirect costs).

Close FY2012/Open FY2013 News

Processing Accounts Payable Payment Requests
During the accounts payable period (July 1 - August 31), 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.

Negative Balances
Departments should have reviewed the balances on all appropriation accounts prior to the end of the fiscal year. If departments still need assistance resolving negative balances, please contact the Comptroller Help Desk at 617-973-2468 or via email Comptroller.Info@State.MA.US.

Close/Open Key Dates July 7 – 14

July 7, Saturday

    • Fringe, Indirect & Payroll Tax run for Period 12.

July 9, Monday

    • GAAP Distribution #2.
    • RE Activity.

July 11, Wednesday

    • Target date for closing out FY2012 advances (EAs)

July 13, Friday

    • Final Day to enter FY2012 fixed assets additions, disposals, changes, and transfers.

The Operational Services Division (OSD) Kickoff Event for Statewide Contract PRF51: Training Services
This Kickoff Event will provide an opportunity to meet and network with the newly-awarded vendors on the statewide training contract. Formally known as Statewide Contract PRF43, the Training Services Statewide Contract is focused on providing training services to public employees and in some cases the general public in areas such as: Information Technology, Professional Development, Instructional Design and Course Development, and Delivery of Content Training. 

The PFR51 Kickoff Event will be from10:00 AM – 11:30 AM on Tuesday, July 17 at One Ashburton Place, Ashburton Café (Plaza Level) in Boston.

Please RSVP by July 9 to Susan Aalpoel by phone (617-720-3387) or email (Susan.Aalpoel@state.ma.us). Stay updated on all OSD news and events by visiting www.Mass.gov/OSD.  

Upcoming Training Sessions and Meetings

  • HR/CMS Fundamentals – Monday, July 9, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Encumbrance Management – Thursday, July 12, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Payment Management – Thursday, July 12, 1:00 P.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intro to MMARS Warehouse – Tuesday, July 17, 9:00 A.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • LCM Management – Wednesday, July 18, 9:00 A.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Fraud Awareness and Prevention – Wednesday, July 18, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Executive Conference Room
  • Establishing a Federal Grant in MMARS – Thursday, July 19, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • 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
  • CIW Report Building with MS Access – Thursday, July 26, 9:00 A.M. – 12:00 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

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 – Place a Document on Hold

To place a document on "hold":

  • Locate the document in the document catalog.
  • Check the checkbox to the left of the document in the document catalog.
  • Click "Action Menu", select "Scheduling Actions", select "Mark Document" and choose "Hold".