FY2009-41: Prompt Payment Discount Statistics from FY2007 through 4th QTR, of FY2009 (issued 8/20/2009)The purpose of this memo is to update CFOs and MMARS Liaisons on Department utilization of the Commonwealth's Prompt Payment Discount program in FY09 and the opportunities for the program's expanded use in FY10.
- The statutory receivable instructions provide guidance to departments on reporting receivables due from a governmental body that are related to expenses incurred on or before June 30th and collected between July 1st and August 31st to the Comptroller's Office. The preliminary estimate is due on August 5th and the final report is due on September 4th.
- The purpose of this memo is to announce the FY2009 year-end (annual) Capital Asset Inventory Review and give departments guidance on how to review the Capital (Fixed) Asset inventory.
- This is the 23rd edition of instructions for financial reporting on Generally Accepted Accounting Principles (GAAP) basis. The Instructions/GAAP Package provide guidance to departments on reporting year-end activity and obligations to the Comptroller's Office. The Comptroller's Office is responsible for publishing annual financial reports of the Commonwealth. The due date for submitting the GAAP Package is Monday, August 3, 2009.
- The purpose of this memo is to inform departments of the methodology for distributing and recording HR/CMS payroll charges in LCM and MMARS during the Accounts Payable pay period. To accommodate multi-year payroll processing, certain earnings codes will charge only to FY2009. This memo provides payroll directors detailed guidelines on how to charge FY2009 and FY2010. Please note that the instructions in this memo are issued consistent with state finance law requirements which require departments to account for expenditures in the fiscal year in which the obligation is incurred.
- The purpose of this memo is to advise Institutions of Higher Education as to auditing and reporting issues for FY2009.
- The purpose of this memo is to inform Departments of the methodology for distributing and recording Payroll charges in HR/CMS and LCM/ MMARS during the Split Year payroll period. All reimbursements and leave related earnings codes will charge to FY2009. Included is information about how payroll will distribute for employees terminating employment during Split Year. This memo provides Payroll Directors detailed guidelines on how FY2009 and FY2010 payroll accounts will be charged. Revision: Additional earning codes were added in June 2009.
FY2009-34: Department Head Annual Approval - Statewide Enterprise Systems Security (issued 5/20/2009)Approval of transactions to "Final" status in the state financial systems serve as an affidavit from the Department Head to the Comptroller that transactions comply with State Finance Law and the documents are accurate and complete, the expenditure or other obligation is supported by sufficient legislatively authorized funds and is made in accordance with the Department's legislative mandates and funding authority, and complies with all applicable laws, regulations, policies and procedures.. Annually, Department Heads are asked to review and confirm employees they have authorized to access, process and approve transactions in enterprise systems on their behalf. Department Heads have legal spending authority for their appropriations and are responsible for assuring that employees' access to automated systems reflect their job duties and is not broader than necessary.
- The American Recovery and Reinvestment Act of 2009 ("ARRA" or "Stimulus funds"), includes unprecedented levels of reporting and transparency requirements. To address these requirements, CTR has strategized the usage of existing MMARS coding options to minimize the changes departments will encounter.
- The purpose of this memo is to provide departments receiving federal funds as a result of the American Recovery and Reinvestment Act (ARRA) with a draft of the MMARS report under development for reporting ARRA activity. This is the first of several reports that will be developed and available to departments for monitoring activity. Information on this report is the result of a series of queries from the Commonwealth Information Warehouse (CIW).
FY2009-31: Prompt Payment Discount Statistics from FY 2007 through 3rd QTR, of FY 2009 (issued 5/4/2009)The purpose of this memo is to update CFOs and MMARS Liaisons on Department utilization of the Commonwealth's Prompt Payment Discount program in FY2009 and the opportunities for the program's expanded use.
FY2009-30: American Recovery and Reinvestment Act: Accounting and Reporting - Update #2 (issued 4/23/2009)This is the second update of The American Recovery and Reinvestment Act of 2009 ("ARRA" or "Federal Stimulus Funds") Accounting and Reporting Policy that was released on March 6, 2009. It includes definitive guidance for coding all financial activity in MMARS to support reporting requirements for accountability and transparency. This document also re-enforces the requirement that all ARRA-related activity must be segregated and easily identifiable as being ARRA funded.
FY2009-29: Internal Control Questionnaire and Department Representations Due May 6, 2009 (issued 4/17/2009)This memo announces the FY2009 Internal Control Questionnaire (ICQ). New in FY2009: the ICQ application will be accessed via our intranet site, PartnerNet. There are also new features for printing and completing the ICQ. See the attached Instructions for Completing the FY2009 Internal Control Questionnaire for details. Very important is a new subsection under Federal Funds which applies to any department receiving federal stimulus funds under The American Recovery and Reinvestment Act (ARRA). Departments are advised to complete the ICQ on or before May 6, 2009. Auditors and the Comptroller's Quality Assurance Bureau review ICQ responses each year and may contact department staff to follow up on some of their answers. Department management is responsible for implementing and maintaining effective internal controls. The ICQ's Representations Section (Q) confirms this to the Commonwealth.
FY2009-28: GASB Statement No. 49 Implementation - Accounting and Financial Reporting for Pollution Remediation Obligations (issued 4/15/2009)The Office of the State Comptroller is distributing a questionnaire for state agencies and institutions of higher education relating to the implementation of the Governmental Accounting Standards Board Statement No. 49 (GASB 49). Beginning in fiscal 2009 (as of July 1, 2008), the Commonwealth is required to implement the requirements of GASB 49. To prepare for this implementation, the Financial Reporting and Analysis Bureau is surveying agencies and institutions of higher education to identify pollution remediation obligations that will be included in their annual financial reports and the 2009 Comprehensive Annual Financial Report (CAFR). Please make sure the information in this memo is conveyed to relevant staff in your department.
- The Commonwealth has completed the FY2008 Statewide Single Audit. There were a number of themes where the Office of the State Auditor and the independent auditor of the Commonwealth, KPMG LLP, had findings on Commonwealth operations. The themes are delineated herein to allow for departments to make a judgment as to whether changes are needed in advance of the FY2009 Single Audit.
FY2009-26: American Recovery and Reinvestment Act: Accounting and Reporting - Update #1 (issued 3/25/2009)This is the initial update of The American Recovery and Reinvestment Act of 2009 ("ARRA" or "Federal Stimulus Funds") Accounting and Reporting Policy that was released on March 6, 2009 (See Federal Grants and Cost Accounting). It includes an announcement of the United States General Accountability Office oversight of ARRA funds and the continuous review of those funds in the Commonwealth of Massachusetts. Frequently asked questions are also included. Finally, the memo announces the initiation of a weekly conference call to maintain a dialogue between the Comptroller, ANF and departments on emerging issues. Additional guidance from other control agencies will be sent separately.
- This memo gives an update on the Accounts Receivable Cost Recovery Services Contract currently underway.
- The purpose of this memo is to update CFOs and MMARS Liaisons on Department utilization of the Commonwealth's Prompt Payment Discount program in FY09 and the opportunities for the program's expanded use in FY09.
- The purpose of this memo is to announce the institution of mid-year and annual Capital Asset Inventory Reviews and give departments guidance to review Capital (Fixed) Asset inventory.
- This is a second of a series of Updates the Commonwealth is providing regarding the major upgrade of its PeopleSoft based human resources and payroll system, the Human Resource/Compensation Management System (HR/CMS). This memorandum highlights status and departmental responsibilities in making this project a success.
- The purpose of this memo is to advise departments as to the late penalty interest rate for January 1, 2009 - June 30, 2009.
- Commonwealth payroll systems must be updated to comply with a number of IRS and DOR requirements regarding employer responsibilities for tax year 2009. This memo highlights the requirements and the necessary department actions to be compliant. The revision includes a change in the monthly pre-tax deduction for Qualified Transportation Transit Benefits up to $230 per month for the months of March through December 2009.
- Commonwealth payroll systems must be updated to comply with a number of IRS and DOR requirements regarding employer responsibilities for tax year 2009. This memo highlights the requirements and the necessary department actions to be compliant.
- The attached negotiation agreement dated December 16, 2008 involving the FY2009 Statewide Cost Allocation Plan (SWCAP) reflects an understanding between the Commonwealth and Federal Government concerning Federal payment of state funded costs incurred on behalf of a Federal grant, contract, or federally reimbursed state appropriation. The accompanying schedule of approved central service allocations (Exhibit A) referred to under Section I of this agreement and the billed costs identified under Section II were negotiated with the government in accordance with OMB Circular A-87, Cost Principles for State and Local Governments.
- This memo confirms the actions that will occur for Federal Income Tax reporting to the Internal Revenue Service (IRS), Social Security Administration (SSA) and for State Income Tax reporting to the Department of Revenue (DOR) for all 1099 reportable payments made from MMARS. This also serves as a reminder to departments that the Office of the Comptroller (CTR) is the Commonwealth's Tax Clearinghouse. Please make sure the information in this memo is conveyed to relevant staff in your department.
- Enterprise systems provide access to sensitive data and allow users to process financial transactions. Annually, Security Officers are asked to review individuals that have access to these systems to ensure that they have correct and fiscally appropriate access.
- The Commonwealth will be initiating a major upgrade of its principal human resources and payroll system, the Human Resource/Compensation Management System (HR/CMS) to improve efficiencies, reduce administrative processes, expand technology for HR functions and eliminate, as much as practicable, the various silos of disparate data.
- The purpose of this memo is to provide departments with instructions and important processing dates for year-end tax reporting and payroll processing.
- The Office of the Comptroller (CTR) has launched a new Intranet website called PartnerNet. PartnerNet is accessible to users within MAGNet or through VPN. This new website is designed to share both secure and large files that should not be passed through e-mail, as well as CTR applications.
- As announced at the CFO Conference on November 18th, the Office of the Comptroller (CTR) has recently completed a procurement for Accounts Receivable Cost Recovery Services. The outcome of these services includes providing the Commonwealth with an independent review of vendors' accounts receivable records to identify credits (rebates, refunds or any unclaimed amounts) due the Commonwealth. We are pleased to announce that Gryphon Financial Group Inc (Gryphon) has been selected to perform these services. The Gryphon team will be conducting reviews of Commonwealth vendors' account receivables under contract PRF38designtedOSC.
- The purpose of this memo is to update CFOs and MMARS Liaisons on the departments' utilization of the Commonwealth's Prompt Payment Discount program in FY09 and opportunities to expand use in FY09
- Due to potential 9C reductions to Fiscal Year 2009 budgetary accounts, most departments are evaluating the impact and considering adjustments to previously executed contracts. This memo provides departments with the procedures for suspending, amending or terminating contract actions that will be necessary to stay within your authorized spending limits. Departments may not request or accept performance or otherwise incur obligation in excess of department appropriations and allotments (M.G.L. c. 29, s26 and s27).
FY2009-10: Drug-Free Workplace Act Annual Certification for Departments Receiving Federal Grants (issued 10/1/08)This memo announces the Drug-Free Workplace Certification for departments receiving federal grants for federal fiscal year 2009.
FY2009-09: Changes to the Commonwealth's Tax Shelter Annuities (TSA) 403(b) Program (issued 9/26/08)This memo is written to advise you of upcoming changes to the Commonwealth's 403(b) Tax Sheltered Annuity Program effective January 1, 2009. The 403(b) Program is a voluntary, supplemental saving plan that is available to all Higher Education employees and certain other employees in the education field. The Internal Revenue Service (IRS) has amended the 403(b) regulations directing that compliance of this program rests with the Employer/Plan Sponsor. Oversight responsibility now requires that only contracted 403(b) vendors have the ability to receive payroll deductions from the Commonwealth.
FY2009-08B: Reminder April 30, 2009 Deadline Payment Card Industry (PCI) Data Security Standard Compliance Certification (issued 4/8/2009)The purpose of this memorandum is to remind all departments of the April 30th deadline for compliance with Payment Card Industry (PCI) Data Security Standards required by the major credit card associations and to provide instructions for Attestation of Compliance submission to the Comptroller.
- The purpose of this email is to remind all departments of deadlines for compliance with Payment Card Industry (PCI) Data Security Standards required by the major credit card associations and to provide answers to some frequently asked questions regarding the PCI Compliance initiative.
FY2009-08: Payment Card Industry (PCI) Data Security Standard Compliance Policy for All Commonwealth Entities Accepting Credit Card Payments (issued 9/24/08)This memorandum is issued jointly by the Office of the Comptroller (CTR) and the Information Technology Division (ITD) to notify Departments of deadlines for compliance with Payment Card Industry (PCI) Data Security Standards required by the major credit card associations. Given the high costs related to data breaches and identity theft, the credit card associations have created common industry security requirements for any entity that accepts credit card payments.
- This memo provides guidance and information regarding the Office of the Comptroller's MMARS chargeback for FY09 to support the operation of the financial accounting and reporting system for the Commonwealth.
- Chapter 182, the FY 2009 General Appropriation Act has been signed. This memo announces that July 15, 2008 is the official "opening date" of the accounting system. A deadline of July 31, 2008 is established for the alignment of encumbrances and expenditures with the enacted budget.
- Approval of transactions in the state financial system serve as an affidavit from the Department Head to the Comptroller that transactions comply with State Finance Law and should be approved. Annually, Department Heads are asked to review and confirm individuals they have authorized to certify transactions on their behalf.
- The purpose of this memo is to advise departments as to the late penalty interest rate for July 1, 2008 - December 31, 2008.
- This memo announces the release of the revised Expenditure Handbook (June 2008) file size 1MB. Revisions to the Handbook are minimal; one new object code has been added along with the clarification or updates to certain current object codes. A chart of these changes is attached. This schedule is effective for FY2009 and forward.
- The purpose of this memo is to notify departments of the approved fringe benefit and payroll tax rates for FY2009.
- The purpose of this memo is to advise departments of the fringe benefit and payroll tax rates proposed for FY2009.
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