Comptroller Fiscal Year Memo Letter Head


To:Chief Fiscal Officers and MMARS Liaisons
From:Martin J. Benison, Comptroller
Date:February 18, 2009
Re:Accounts Receivable Cost Recovery Services - Vendor CommunicationComptroller Memo

Executive Summary

This memo gives an update on the Accounts Receivable Cost Recovery Services Contract currently underway.

In December, I announced the Commonwealth's Accounts Receivable Cost Recovery Services Contract (PRF38designtedOSC). Preparatory work has been completed. A file of vendors that provided services during the fiscal years 2007, 2008 and 2009 period was made available for analysis. There have been some potential recoveries identified from the information provided. Vendors will confirm in writing their approval to offset current payments for these receivable credits. Credits will be posted to MMARS and recovered against any current payments processed using the intercept functionality.

In addition a mailing is being prepared to send out requests to Commonwealth vendors regarding their accounts receivable information. This is a standard part of the cost recovery practice. We have approved the mailing (sample attached) that will be sent out to the vendors. Any inquiries to these requests should be referred to the Vendor Compliance Office at 617.973.0669. They will be providing ALL follow up to these requests.

If you or someone in your department receives written correspondence to any of these letters from a vendor, we ask that you please forward it to Gryphon for follow up as they will be tracking all of these responses. The forwarding address/contact info for this information is as follows:

Mailed Responses:

Vendor Compliance Office

198 Tremont Street, Room 423

Boston, MA 02116

Faxed Responses:


Please continue to assure that any credit memo your department has incurred and is due to the Commonwealth is recorded appropriately and timely in MMARS.

We will continue to keep you updated on the progress of this program and any additional information relating to the review that will be helpful to you and your staff. If you have general questions about this new program, please contact Michael Weld Eyob, Director of the Accounts Payable Bureau at 617.973.2310 or Kathy Sheppard, Deputy Comptroller at 617.973.6666.

Enc.Sample Letter pdf format of cma_letter_2009.pdf
CC:Payroll Directors
General Counsels
Internal Distribution