Latest update includes:

 

Secretariat Data for Open Checkbook due Friday September 9
The deadline to certify Secretariat data for the Open Checkbook and provide agency key contacts is due tomorrow, Friday, September 9. While the screens are no longer available, the CIW Open Checkbook view remains a viable option to review data. A suggested template for the certification is included in the Open Checkbook Available for Agency Review Memo. Completed certifications should be sent to OpenCheckbook@massmail.state.ma.us.

MMARS Document IDs - Numeric or Alphanumeric Characters Only
MMARS Document IDs Should Not Include Symbols, Spaces and Other Non-Alphanumeric Characters. They must be composed of numeric or alphanumeric characters only. Department use of symbols, spaces and other non-alphanumeric characters may result in transactions becoming "locked". This means that transactions on "pending" status cannot be opened and reviewed for processing. Furthermore, document IDs that contain symbols or spaces cannot be retrieved in warehouse queries and query-based reports. If departments choose not to use the auto-numbering feature in MMARS, they should conform to the numeric/alphanumeric standard, and make the document ID meaningful to the department. Please note that NO Individual/personal information should be used in creating document ID.

Indirect Cost Rate Departmental Training Session
The Office of the Comptroller is offering a first time, full-day training to departmental staff on the preparation of the Indirect Cost Rate assessment. Many departments have questions about what goes into the formulation of this rate, and it is important to ensure that the Commonwealth is recouping all allowable costs.

The training will be conducted by Ted Tracy, who has over 40 years of experience with federal cost and grant administration requirements, including nine years as the Director of the U.S. Department of Health and Human Services Division of Cost Policy and Oversight. The training will be offered on Monday, October 3, 2011 from 9 A.M. to 3:30 P.M. (hour break). Register for this session via the Comptroller's Training/Meeting Schedule.

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Periods 13 and 2

Accounting Period 13
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 13 (FY2011 Accounts Payable Period) will be run this Saturday, September 10. All eligible expenditures processed during Accounting Period 13 will be subject to these assessments.

Accounting Period 2
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 2 (August) will be run on Saturday, September 17. All eligible expenditures processed during Accounting Period 2 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).

Payroll User Group Meeting
The next Payroll User Group meeting will be held on Wednesday, September 21 from 9:30 A.M. to 12:30 P.M. in the 21st Floor Conference Room of One Ashburton Place, Boston. Agenda items include: HR/CMS Time and Attendance Update, Update on Settlement and Deficiency Processing (KJM), Time Reporting Codes (TRC) Consolidation, Payroll Reminders, Holiday Payroll Schedule, PayInfo, and SMART Plan.

The meeting will also be available through webcast for those who cannot attend in person. Please register for this meeting via the Comptroller's Training/Meeting Schedule.

Purge of Rejected Documents over 75 Days Old
Rejected documents in the system accumulate in the document catalog and are removed in a regularly scheduled monthly purge of documents over 75 days old. The next purge will be on September 15 and will delete rejected documents entered before July 1. If you have documents entered before June 1 that you would like to save, please place them 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".

MMARS Unavailable Saturday
Due to scheduled system processing, MMARS will be unavailable on Saturday, September 10.

Close/Open Key Dates September 10 - 17
September 10, Saturday

  • Fringe, Indirect & Payroll Tax for Accounting Period 13

September 15, Thursday

  • Higher Ed review final revenue and expenditure tables
  • FY2011 SBFR Foundation Reports Run

September 16, Friday

  • No balance forward roll

Weekly Fraud Awareness and Prevention Fact - Red Flags for Commodities, Materials, Equipment and Supplies Overcharging
Under this fraud scheme, a contractor misrepresents how much construction and non-construction materials, commodities, equipment and/or supplies were actually used on the job to increase profit. Some of the red flags for Commodities, Materials, Equipment and Supplies Overcharging are:
 

  • Discrepancies are present between contractor - provided quantity documentation and observed data compared to amounts requisitioned or required.
  • A refusal or inability to provide supporting documentation.
  • Photocopies of documentation are submitted when originals are expected
  • The contractor resists inspection during the job or delivery process.
  • Packing lists, bills of lading, other shipping and receipt records have altered or missing information.

Additional red flags for Commodities, Materials, Equipment and Supplies Overcharging can be found in the Toolkit for Departments to Combat Fraud, Waste and Abuse doc format of fraud_waste_toolkit.doc file size 2MB .

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. doc format of fraud_waste_toolkit.doc file size 2MB

Upcoming Training Sessions and Meetings

  • Fraud Awareness and Prevention - Tuesday, September 13, 9:00 A.M. - 12:00 P.M. One Ashburton Place Boston 9 th Floor Executive Conference Room
  • CIW Report Building with MS Excel - Wednesday, September 14, 9:00 A.M. - 12:00 P.M. One Ashburton Place Boston 9 th Floor Training Lab
  • Intermediate MMARS Warehouse - Thursday, September 15, 9:00 A.M. - 12:00 P.M. One Ashburton Place Boston 9 th Floor Training Lab
  • Payroll User Group Meeting - Wednesday, September 21, 9:30 A.M. - 12:30 P.M. One Ashburton Place Boston 21 st Floor Conference Room
  • Webcast Payroll User Group Meeting - Wednesday, September 21, 9:30 A.M. - 12:30 P.M. Online Training
  • LCM Management - Thursday, September 22, 9:00 A.M. - 4:00 P.M. One Ashburton Place Boston 9 th Floor Training Lab
  • Encumbrance Management - Tuesday, September 27, 9:00 A.M. - 12:00 P.M. One Ashburton Place Boston 9 th Floor Training Room
  • Payment Management - Tuesday, September 27, 1:00 P.M. - 4:00 P.M. One Ashburton Place Boston 9 th Floor Training Room
  • Intro to LCM Warehouse - Wednesday, September 28, 9:00 A.M. - 1:00 P.M. One Ashburton Place Boston 9 th Floor Training Lab
  • Recurring Payments for Beginners - Thursday, September 29, 9:00 A.M. - 12:00 P.M. One Ashburton Place Boston 9 th Floor Training Lab

Register for these sessions via the Comptroller's Training/Meeting Schedule which lists classes scheduled for three months and Payroll User Group meetings through December 2011.

 

MMARS Hint of the Week - Major Program Table

The Major Program Table in MMARS contains the Federal Grant appropriation in the "Major Program Short Name" field. Please note this does not apply to Major Programs used with Capital Accounts. The Program (PROG) table in MMARS will list all the valid programs for each Major Program.