Latest update includes:

Payroll User Group Meeting Files Posted
The Presentation and Agenda from the Payroll User Meeting of September 11 have been posted to the Payroll User Group page of the CTR Web Portal.

Need Assistance with Collection of Your Department’s Delinquent Receivables?
In accordance with 815 CMR 9.00: Debt Collection and Intercept, departments are responsible for making diligent efforts to collect open accounts receivable.  Departments should be in compliance with the Debt Collection Policy that pertains to a debt that is less than 120 days overdue. 

The Office of the Comptroller, with designation from  the Operational Services Division, administers Statewide Contract (SWC) PRF55Designated OSC – Debt Collector Services. There are six awarded Debt Collection Agencies (DCAs) on the SWC for Debt Collector Services.   These vendors include Allen Daniel Associates, Inc., CCA/Collecto Inc., Delta Management Associates, Inc., Financial Asset Management Systems (FAMS), Linebarger, Googan Blair & Sampson, LLP, and Premiere Credit of North America, LLC. 

The SWC for Debt Collection Services provides eligible Commonwealth entities the ability to engage pre-selected debt collection vendors without the need to create a new procurement.  All terms and vendor pricing have already been negotiated and can be found on Comm-PASS.  This contract is designed to maximize collections of departmental delinquent accounts receivable, thereby enhancing revenues, using the most cost-effective methods and the highest professional standards. The debt collection services provided are available to all Commonwealth agencies and legislatively authorized eligible entities for either a tax or non-tax debt. Debts can include fines, fees, licenses, permits, interest income, assessments, third-party payments, and any other type of receivable that is capable of being collected with the exception of revenues specifically governed by separate statutes such as, but not limited to, Commonwealth investments, federal grants, and Medicaid vendor overpayments. Departments and other eligible entities that have separate statutes to collect these other revenue types may use this Statewide Contract if it meets their debt collection needs.

For more detailed information on the Statewide Contract for Debt Collector Services, go to Comm-PASS (How to Search for and Read PRF55DesignatedOSC – Debt Collection Services Job Aid) and enter a contract search on PRF55DesignatedOSC. Here you can find reference material, such as vendor pricing information and a Contract User Guide.  For any questions regarding the Statewide Debt Collector Contract, please contact us at: debtcollectioncontract@massmail.state.ma.us.

Fringe Benefit, Payroll Tax, Indirect Cost Charges for Accounting Period 2
The fringe benefit, payroll tax and indirect cost chargebacks for Accounting Period 2 (FY2013 Accounts Payable Period), will be run this Saturday, September 14. 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 so these charges 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 occur on September 16 and will delete rejected documents entered before July 1. If you have documents entered before July 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
MMARS will be unavailable Saturday, September 14 due to scheduled system processing.

Close/Open Key Dates September 14 – 21
September 16, Monday

  • Higher Education must complete review of final Revenue and Expenditure Tables.

September 20, Friday

  • Automatic Balance Forward Program reinstated.                                         

Weekly Fraud Awareness and Prevention Fact – Who Commits Fraud? The 10-80-10 Rule
The 10-80-10 “rule” refers to a general assumption of the breakdown of the population and the likelihood of fraud occurrences: 

  • 10% of the population will never commit fraud.
  • 80% of the population might commit fraud given the right combination of opportunity, pressure, and rationalization. 
  • 10% of the population are actively looking at systems and trying to find a way to commit fraud.

See the Information Technology Division’s: Information Security Administration

 IT Security Risk Assessment Guidelines  regarding the security and confidentiality of personal information.

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

  • Establishing a Federal Grant in MMARS – Tuesday, September 17, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • HR/CMS Fundamentals – Wednesday, September 18, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Fraud Awareness and Prevention – Wednesday, September 18, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Executive Conference Room
  • Intermediate MMARS Warehouse – Thursday, September 19, 9:00 A.M. – 1:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Risk Management – Tuesday, September 24, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • CIW Report Building with MS Excel – Monday, September 30, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Executive Conference Room
  • Intro to State Finance MMARS Navigation – Wednesday, October 2, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Encumbrance Management – Thursday, October 3, 9:00 A.M. – 12:00 P.M. One Ashburton Place Boston, 9th Floor Training Lab
  • Payment Management – Thursday, October 3, 1:00 P.M. – 4:00 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 the next two months and Payroll User Groups through December 2013.

MMARS Hint of the Week - Ready Payments - Rejected RINs
The Scheduled Invoice Generation (SIG) table entry produces the Recurring Invoice (RIN) that triggers automatic payments for Ready Payments. No Matching Payment Request (PRM) document will be generated if its associated RIN is in Reject status. You should search the Document Catalog for rejected RINs if it appears there have been no invoices generated on the SIG table. Do not edit a rejected RIN as this can cause system issues. Fix the underlying RPO. For assistance with rejected RINs, please contact the Comptroller’s Help Desk at 617-973-2468.