Comptroller Fiscal Year Memo Letter Head


To:Chief Fiscal Officers, MMARS Liaisons, and Payroll Directors
From:Martin J. Benison, Comptroller
Date:October 15, 2009
Re:Department Changes in FY2010

Comptroller Memo

Executive Summary

This informational memo is being issued due to the multiple department changes rolling out now which may affect some of your business relationships.

Chapters 25 and 61 of the Acts of 2009 each bring change to the departments that are active in the Commonwealth. On November 1, 2009, as directed by the Legislature, Department of Transportation (Ch 25) will be operational as a department in the Commonwealth's accounting and payroll systems. On January 1, 2010, seven county sheriff offices (Ch 61) will be live in MMARS and HR/CMS as well.

Chapter 25 of the Acts of 2009, effective November 1, 2009, establishes the Massachusetts Department of Transportation, MassDOT from the abolished Commonwealth departments, the Executive Office of Transportation and Public Works (TRP), the Massachusetts Highway Department (DPW), the Registry of Motor Vehicles (RMV), the Massachusetts Aeronautics Commission (MAC), as well as the Massachusetts Turnpike Authority. MassDOT (DOT in MMARS and HR/CMS) will assume the assets and liabilities of the former entities. Planning for the transition has been underway for months and in the next few weeks financial activities will be converted. There are several business areas that may affect your department. While MassDOT is an Authority, they operate under the law and regulations governing departments and are authorized to take advantage of state wide central service opportunities. Commonwealth departments should interact with MassDOT as a department for the purposes of financial operations. As you know, departments cannot pay other departments by check or EFT. ISA's with any of the former departments will continue with DOT. If there is a chargeback relationship, IE's must be re-established with DOT. MassDOT will contact their business partners shortly. Since DOT includes turnpike business, transponder purchases will transition to a chargeback.

Chapter 61 of the Acts of 2009, effective January 1, 2010, transfers the seven remaining county sheriffs to state government. These counties have not been abolished and only the sheriffs' departments are joining the Commonwealth. The Sheriffs Departments (and their MMARS codes) are: Barnstable Sheriff's Department (SDC); Bristol Sheriff's Department (BSD); Dukes Sheriff's Department (SDD); Nantucket Sheriff's Department (NSD); Norfolk Sheriff's Department (SDN); Plymouth Sheriff's Department (SDP); and Suffolk Sheriff's Department (SDS). Again any state business will now be transacted as intergovernmental business.

If you have specific accounts for which you have questions or require additional guidance, please contact our helpdesk at 617.973.2468.

Please distribute this memo to all pertinent personnel.

cc:General Counsels
Internal Distribution