Latest update includes:

FY2012-26: FY2012 GAAP Instructions 
FY2012-26 has been posted to the CTR Web Portal. The Instructions/GAAP Package provides guidance to departments on reporting year-end activity and obligations to the Comptroller’s Office.  The due date for submitting the GAAP Package is Monday, August 6, 2012.

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Period 11
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 11 (May), FY2012 will be run this Saturday, June 9. All eligible expenditures processed during Accounting Period 11 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).

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 June 15 and will delete rejected documents entered before April 1. If you have documents entered before April 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".

Close FY2012/Open FY2013 News

Contract Roll Complete
The contract roll is complete. RQS, PC, CT and RPO transactions were rolled if they had at least one open BFY2013 accounting line.

There are several rolled transactions in reject status that need department review and correction to submit successfully. All of these transactions will have SA as the UAID. Departments can locate those transactions by searching the Document Catalog by document code, department, create user ID (SA) and document status (rejected).

Most rejected Roll transactions have budget or chart of account errors. Some rejected RPOs have the error message "A3024 - Invalid Service Dates or Schedule". The A3024 error can be corrected by following the workaround (below).

For any rejected transaction that is corrected and goes to pending (or rejects due to the MA Service Date errors A1773, A2891, and/or A2892), departments should send an email to Rita Tucker (CT and RPO) or Elaine LaMonica at OSD (PC).

All email requests must note "Roll Correction" in the email subject and have a completed Contract Transmittal Form doc format of CTR_Encumbrance.doc with Category H checked attached. In Reason for Modification, put "Correction of rolled BFY2013 lines".

As part of preparation for the contract roll, pending transactions were rejected from CTR and OSD (PC) work lists if CTR or OSD did not have the supporting paperwork or if what was submitted was insufficient to bring to final in MMARS. Departments should submit these transactions to pending status and submit the applicable paperwork to CTR or OSD for processing.

Please note that, if the rejected CT/PC/RPO was a modification to an existing transaction and had a BFY2013 line, the rejected version became a Conflict Draft during the Roll process and the new, rolled version did not pick up the modification. Departments need to create a new modification to the rolled encumbrance. The Conflict Draft version can be ignored or deleted.

Please contact the MMARS Help Desk at 617-973-2468 if you have any questions or concerns.

Workaround for the RPO A3024 Invalid Service Dates or Schedule Error

    1. Extend the service end dates on the RPO commodity lines that have the Invalid Service Dates or Schedule error to 06/30/2013 (or a year beyond whatever the current Service To Date is).
    2. Zero out the recurring payment amount on that commodity line.
    3. In the extended description box on that commodity Line, enter an explanation for extending the dates (for audit purposes) "problem line - needed to extend dates on line due to a system issue".
    4. Place the erroneous SIG line on HOLD on SIG.
    5. Re-submit your Draft doc and this error should be gone.

Close/Open Key Dates June 9 – 16
June 9, Saturday

    • Fringe, Indirect & Payroll Tax Accounting Period 11.

June 15, Friday

    • Last day to submit garnishment orders (HR/CMS) to CTR payroll staff for pay period ending 6/16.
    • Higher Education GAAP Distribution.

MMARS Unavailable Saturday
MMARS and LCM will be unavailable on Saturday, June 9 due to scheduled system processing.

Upcoming Training Sessions and Meetings

  • Webcast How to Run a Warehouse Starter Query – Friday, June 8, 10:00 A.M. – 11:00 A.M., Online Training
  • Reconciliation of SEFA Report – Friday, June 8, 1:00 P.M. – 3:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • HR/CMS Fundamentals – Tuesday, June 12, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intro to MMARS Warehouse – Thursday, June 14, 9:00 A.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Intermediate MMARS Warehouse – Tuesday, June 19, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Fraud Awareness and Prevention – Tuesday, June 19, 1:00 P.M. – 4:00 P.M. One Ashburton Place Boston 9th Floor Executive  Conference Room
  • Intro to HR/CMS Payroll Warehouse – Thursday, June 21, 9:00 A.M. – 3:00 P.M. One Ashburton Place Boston 9th Floor Training Lab
  • Accounts Receivable – Thursday, June 28, 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 three months and Payroll User Groups through December 2012.

MMARS Hint of the Week - Negative Draw Prevention Report
Departments should review frequently the Negative Draw Prevention Report (linked on the Comptroller's Intranet home page) to view expenses that did not reach the 495 Draw Table because of a net negative balance. Negative Draw table contents can be removed with a CH or EX transaction. Please contact Andrew Richardson at 617-973-2456 for details on how to repair a Negative Draw on the Negative Draw Prevention Report.

It is important to note that figures displayed on the Negative Draw Prevention Report do not represent a source of funds.