Latest update includes:

FY2014-12: Drug-Free Workplace Act Annual Certification for Departments Receiving Federal Grants
CTR Memo FY2014-12 has been posted to the CTR Web Portal. This memo announces the Drug-Free Workplace Certification for departments receiving federal grants for Federal Fiscal Year 2014.

FY2014-11: Revised Incidental Purchase Limit, New Due Diligence Posting Requirements, and Revised Procedures for Using Cooperative Purchasing Contracts Issued by Non-Massachusetts Public Entities
CTR Memo FY2014-11 has been posted to the CTR Web Portal. This memo informs departments about changes in the incidental purchase limit, simplified contract requirements for certain incidental purchases, new due diligence posting requirements when making certain purchases that do not qualify as procurement exceptions, and revised procedures for using cooperative purchasing contracts issued by non-Massachusetts public entities.

FY2014-10: New Federal Grant Setup Form
CTR Memo FY2014-10 has been posted to the CTR Web Portal. This fiscal year memo provides guidance on submitting federal grant data to the Comptroller’s Office for both new and continuing federal grant awards.  The new setup form is effective October 1, 2013.

Impact of the Federal Government Shutdown
The extent of the Federal Government shutdown’s impact on daily operations of Commonwealth departments remains manageable at this time.  The joint ANF/CTR memo Potential Federal Government Shutdown issued on September 26 requested that agencies provide to us any concerns that they may have with available federal funding, particularly as it relates to their ability to make bi-weekly payroll for employees currently paid from federal sources.  

Any further information should be sent to your A&F analyst, Natalie Sanchez, A&F Federal Grants Analyst (who can be reached at (857) 400-5428 or by email at natalie.sanchez@state.ma.us) and Taneka Simmons, CTR Director of the Federal Grant and Cost Allocation Bureau (who can be reached at (617) 973-2606 or by email at taneka.simmons@state.ma.us). 

MMARS Chargeback
The first FY2014 billing for the Office of the Comptroller's MMARS Chargeback to support the operation of the Financial Accounting and Reporting System for the Commonwealth has been entered.  Billings are sent bi-monthly. This billing is for actual usage based on transaction lines posted to the general ledger for the months of July and August. The document ID is:  CTRMMARSCHARGEFY2014. Please note that the document ID was entered without the month JUL AUG as we have done in the past.  The second billing will revert back to the format used in previous years: CTRMMARS14CHARxxxxxx.

Single State Audit Chargeback
The Office of the Comptroller is authorized to collect a portion of the cost of the federally required comprehensive statewide Single State Audit from agencies that receive federal funds and who participate in the audit.  FY2013 audit costs payable through the FY2014 chargeback have increased.  Several departments will see additional increases as a result of increased federal program funding which moved their program into a higher tier.

These chargeback costs have been approved by the U.S. Department of Health and Human Services and the amount was determined by using the approved methodology as in prior years. Both the Intergovernmental Encumbrance and the bill for the FY2013 Single State Audit charges in FY2014 are now available in the document catalog. The transaction ID for both the IE and the ITI is: STATESINGLEAUDIT2014. 

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Period 3
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 3 (September), FY2014, will be run this Saturday, October 5. All eligible expenditures processed during Accounting Period 3 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).

MMARS Unavailable Saturday
MMARS and LCM will be unavailable Saturday, October 5 due to scheduled system processing.

October is National Cyber Security Awareness Month
October is the 10th Annual National Cyber Security Awareness Month. Visit the Multi-State Information Sharing and Analysis Center’s Cyber Security Month website to take the Cyber Security Pledge, download material from the Cyber Security Toolkit, view upcoming events, and much more.

Weekly Fraud Awareness and Prevention Fact - Social Media and Identity Fraud
Be conscious of the personal information you share online. According to a 2012 Identity Fraud Industry Report, there were more than 11.6 Million victims of identity fraud in 2011. 68% of social media users share their birthday, 63% share their high school name, and 30% share their phone number or pet’s name.  These pieces of personal information, while at first may seem harmless to share, are commonly used to verify identity in order to reset passwords on many websites.

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

  • LCM Management – Thursday, October 10, 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, October 11, 10:00 A.M. – 11:00 A.M., Online Training
  • Fraud Awareness and Prevention – Wednesday, October 16, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Executive Conference Room
  • Intro to LCM Warehouse – Thursday, October 17, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Intro to HR/CMS Payroll Warehouse – Tuesday, October 22, 9:00 A.M. – 3:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Risk Management – Tuesday, October 22, 9:00 A.M. –12:00 P.M. One Ashburton Place Boston, 9th Conference Room B
  • Intermediate MMARS Warehouse – Thursday, October 24, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Webcast Interdepartmental Chargeback – Friday, October 25, 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 the next two months and Payroll User Groups through December 2013.

MMARS Hint of the Week – How  to Determine Whether a Department is an Authorized Chargeback Department
You can look up whether a department is authorized to be a Chargeback Department on the VCUST table. Authorized Chargeback Departments are assigned an Internal Vendor Code beginning with the first 5 characters “ISELL”. The 6th character will be “B” for budgetary chargeback, “S” for statutory chargeback or “A” for administrative chargeback. The 7-9th characters indicate the type of goods/services and the last 3 characters are the MMARS department ID.  An example of this is the ISELLBMAROSC Internal Vendor Code is used by the Comptroller's office for the MMARS Accounting System Chargeback.

Please note that the 6-9 characters also represent the alpha Revenue Source code that is established to record the revenue for each chargeback.  Therefore, a department with legislative authorization for multiple types of charges will have an Internal Vendor Code and matching Revenue Source Code for each separately authorized fee.

Click on “Search” and, under “Vendor/Customer”, enter “ ISELL*”. The search will display the list of Internal Vendor codes for authorized chargeback departments. (Make sure you include the asterisk “*” or it will not display the full listing.) The “Legal Name” will identify the type of Authorized Chargeback goods or services. Click on the “Address” link and, under “Contact Information”, you will see the name and email for the Principal Contact Person at the Chargeback Department.

Departments seeking to become a Chargeback Department, or for policies governing Chargeback business, see the Chargeback Department Authorization Form and the Contracts Policies page on the CTR Web Portal.