• FY2012-30: FY2012 Higher Education Audit Guidance (issued 7/20/2012)

    The purpose of this memo is to advise Institutions of Higher Education as to auditing and reporting guidance for FY2012.

  • FY2012-29: Annual FY2012 Capital Asset Inventory Review (issued 6/26/2012)

    This memo serves as the notice that annual inventory of GAAP capital assets is underway.  Several MMARS reports can be accessed through DocDirect to assist with this effort.  Every department must return a form confirming the review is complete.

  • FY2012-28: Payroll Accounting for Fiscal Year End and Accounts Payable (issued 6/26/2012)

    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 Fiscal Year End and Accounts Payable pay period.  To accommodate multi-year payroll processing, certain earnings codes will only charge to FY2012.  This memo provides Payroll Directors detailed guidelines on how to charge FY2012 during the Accounts Payable Period.  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.

  • FY2012-27: FY2012 Statutory Receivable Instructions (issued 6/12/2012)

    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.  The preliminary estimate is due on August3rd and the final report is due on September 7th.

  • FY2012-26: FY2012 GAAP Instructions (issued 6/6/2012)

    This is the 26th 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 6, 2012.

  • FY2012-25: Federal Approval of Allocated and Billed Costs for FY2012 (issued 5/25/2012)

    The Office of the Comptroller is responsible for the development and submission of the Statewide Cost Allocation Plan (SWCAP) required under the provisions of the Federal Office of Management and Budget (OMB) Circular A-87.  The SWCAP is a statistical method of allocating central government costs to the state agencies that receive central government supportive services.  The FY2012 SWCAP has been reviewed and approved by the federal Department of Health and Human Services, Division of Cost Allocation (DCA).

    The accompanying schedule (Exhibit A) identifies the approved costs that are associated with the general administration of the Commonwealth of Massachusetts.  State agencies that receive federal grants may claim these costs as an indirect cost of managing federal programs. 

  • FY2012-24: Department Head Annual Approval - Statewide Enterprise Systems Security (issued 5/25/2012)

    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, 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 (1) they have authorized to access, process and approve transactions in enterprise systems on their behalf, as well as (2) any other individual who can approve obligations and expenditures (execute contracts, signoff on payroll, incur obligations, authorize payments, etc.) on behalf of a Department Head even if said Department Head does not access enterprise systems themselves.

  • FY2012-23: Prompt Payment Discount Statistics Summary for FY2012 as of Third Quarter (issued 5/14/2012)

    The purpose of this memo is to continue to encourage the excellent growth in discount earnings being achieved by the majority of agencies. The departments’ utilization of the Commonwealth’s Prompt Payment Discount (PPD) program during the first nine months of FY2012 continues to track to a projected annual increase of almost 20%.  Still there are more opportunities for agencies to expand discount usage in the current and future fiscal years.

  • FY2012-22: Internal Control Questionnaire and Department Representations: Due May 4, 2012 (issued 4/20/2012)

    This memo announces the FY2012 Internal Control Questionnaire (ICQ).  Once again, the ICQ application will be accessed via our intranet site, Comptroller Intranet.  See the attached Instructions for Completing the FY2012 Internal Control Questionnaire for details.  Departments should complete the ICQ on or before May 4, 2012.  Auditors, and staff from the Comptroller’s Quality Assurance Bureau review ICQ responses and may contact departments to follow up on specific answers.  Department management is responsible for implementing and maintaining effective internal controls.  The ICQ’s Representations Section confirms this for the Commonwealth.

  • FY2012-21: Procedures for Payment of Prior Year Deficiencies (issued 4/17/2012)

    This memo provides procedures for processing Prior Year Deficiencies (PYD) and replaces MMARS Memo #293.  Through a specifically designated account, the Comptroller’s Office (CTR) processes payments on behalf of all state agencies for outstanding vendor bills, employee reimbursements, and employee payrolls from prior fiscal years, which are charged to the department’s current fiscal year, budgetary appropriation accounts.  Employee payroll deficiencies and reimbursements will be processed through HR/CMS.

  • FY2012-20: Areas of Audit Issues from 2011-Preparation for 2012 (issued 4/10/2012)

    The Commonwealth’s FY2011 Statewide Single Audit has been completed. We have noted several recurring themes to the findings prepared by the Office of the State Auditor and KPMG LLP, the independent audit firm. These are described below to allow departments to consider whether changes are needed in preparation for the FY2012 Single Audit, which will be starting soon.

  • FY2012-19: Prompt Payment Discount Statistics Summary for FY2012 as of Second Quarter (issued 3/7/2012)

    The purpose of this memo is to continue to encourage the excellent growth being achieved across the majority of the Commonwealth.  The departments’ utilization of the Commonwealth’s Prompt Payment Discount (PPD) program during the first six months of FY2012 continues to increase by more than 20% annually.  There continue to be opportunities to expand your usage in FY2012.

  • FY2012-18: Tax and Payroll Updates for 2012 (issued 1/12/2012)

    HR/CMS must be updated to comply with a number of IRS and DOR requirements regarding employer responsibilities for tax year 2012. This memo highlights the requirements and the necessary department actions to be compliant, including recent changes in state and federal taxation.

  • FY2012-17: Late Penalty Interest Rate (issued 1/10/2012)

    The purpose of this memo is to advise departments as to the late penalty interest rate for January 1, 2012 – June 30, 2012.

  • FY2012-16: Mid-Year FY2012 Capital (Fixed) Asset Inventory Review (issued 1/10/2012)

    This memo serves as the notice that mid-year inventory of GAAP Capital Assets is underway.  Several MMARS reports can be accessed through DocDirect to assist with this effort.  Every department must return a form confirming the review is complete.

  • FY2012-15: Issuing and Filing IRS Forms 1099 For Tax Year 2011 (issued 12/19/2011)

    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.

  • FY2012-14: 2011 Tax Reporting and Year-End Processing (issued 12/13/2011)

    This memo provides departments with instructions and important processing dates for year-end tax reporting and payroll processing.

  • FY2012-13: Prompt Payment Discount Statistics Summary for FY2011 - First Quarter FY2012 (issued 11/22/2011)

    The purpose of this memo is to update CFOs and MMARS Liaisons on the departments’ utilization of the Commonwealth’s Prompt Payment Discount (PPD) program in FY2011 and the first quarter of FY2012.  There continue to be opportunities to expand your usage in FY2012.
  • FY2012-12A: Sovereign Bank On-Line Training for DYNACash Accounts

    Departments should be ready to do business with Sovereign Bank for all their DYNACash needs (also referred to as Emergency Advance Checking Accounts) by January 1, 2012.  Per Comptroller Memo FY #2012-12, the majority of departments have already completed and submitted the necessary business forms to establish the new account and order checks.  Two activities are underway, training and signature cards.

  • FY2012-12: Banking Transition of Emergency Advance Checking Accounts (issued 11/17/2011)

    The Treasurer’s Office has announced Sovereign Bank as the apparent successful vendor for the department Emergency Advance Checking Accounts (also referred to as DYNACash accounts).  It is expected, effective January 1, 2012, the new accounts will be active for any emergency payments.  The purpose of this memo is to provide transitional guidance to all departments in closing all TD Bank emergency accounts as well as steps to open new accounts at Sovereign Bank.  We have compiled and attached a list of frequently asked questions to assist you in this transition.

  • FY2012-11: Updated Standard Contract Form (issued 11/16/2011)

    The purpose of this memo is to remind departments that the Standard Contract Form, re-issued May 27, 2011 under Comptroller Memo FY#2011-22/OSD Policy Guidance PG11-04, is the required version for any new or amended contracts and that, effective January 1, 2012, no other versions will be accepted for secondary review, quality assurance or audit purposes.  Also, effective January 1, 2012, all contracted vendors must be registered for Electronic Funds Transfer (EFT) as the standard payment method.

  • FY2012-10: Security Officer Review - Statewide Enterprise Systems Security (issued 11/15/2011)

    The Statewide Enterprise Systems Security Policy requires Department Security Officers to certify security access to enterprise systems annually.  This certification is due at the end of the calendar year.  Department Heads provide this approval at the end of the Fiscal Year, thus a formal review is performed every six months.
  • FY2012-09: Competitive Grant/ISA Program for Audit Services (issued 10/6/2011)

    This memo announces a Competitive Grant/ISA Program for Audit Services.

  • FY2012-08 Drug-Free Workplace Act Annual Certification for Departments Receiving Federal Grants (issued 10/7/2011)

    This memo announces the Drug-Free Workplace Certification for Departments Receiving Federal Grants for federal fiscal year 2012.

  • FY2012-07: All Contract Vendors - Electronic Payments by December 31, 2011 (issued 9/1/2011)

    Departments are reminded that Electronic Funds Transfer is the mandated method of payment for vendors entering into contracts with the Commonwealth. All contract vendors are expected to begin acceptance of electronic payments by December 31, 2011. EFT is secure, reliable and much less expensive than paper check processing for both the Vendors and the Commonwealth. The potential savings to the Commonwealth is hundreds of thousands of dollars annually.
  • FY2012-06: Approved FY2012 Fringe Benefit and Payroll Tax Rates (issued 7/15/2011)

    The purpose of this memo is to notify departments of the approved fringe benefit and payroll tax rates for FY2012. The U.S. Department of Health and Human Services has approved the fringe rate of 32.98% and a payroll tax rate of 1.94%.
  • FY2012-05: Comptroller Office's FY2012 MMARS Chargeback (issued 7/13/2011)

    This memo provides guidance and information regarding the Office of the Comptroller's MMARS chargeback for FY2012 to support the operation of the financial accounting and reporting system for the Commonwealth.
  • FY2012-04: Official Opening of FY2012 (issued 7/11/2011)

    The FY 2012 General Appropriation Act, Chapter 68 of the Acts of 2011, has been signed. This memo announces that July 11, 2011 is the official "opening date" of the accounting system. A deadline of July 29, 2011 is established for the alignment of encumbrances and expenditures with the enacted budget.
  • FY2012-03: Late Penalty Interest Rate (issued 7/7/2011)

    The purpose of this memo is to advise departments as to the late penalty interest rate for July 1, 2011 - December 31, 2011.
  • FY2012-02: FY2012 Interim Budget Guidance (issued 6/28/2011)

    The FY2012 Interim Budget has been signed. This memo offers guidance on operating under an interim budget.
  • FY2012-01: Fringe Benefit and Payroll Tax Rates (issued 02/24/2011)

    The purpose of this memo is to advise departments of the fringe benefit and payroll tax rates proposed for FY2012.