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TO THE HEADS OF ALL STATE AGENCIES
| Attention: | Agency Heads, Chief Administrative and Fiscal Officers, and Business Managers |
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| Subject: | Policy and Procedures of the Office of the State Comptroller |
I. PURPOSE
The purpose of this memorandum is to provide a list of agency responsibilities
required by the Office of the State Comptroller. Agencies must meet the State
Comptroller requirements in all respects, regardless of any statements or
omissions in these procedures.
II. AUTHORITY
Section 3-112 of the Connecticut General Statutes and specific references for
particular reports.
III. MEMORANDA
Fringe Benefit Cost Recovery Rate
A memorandum issued by the Comptroller's Office in July of each fiscal year
gives agencies the fringe benefit cost recovery rates for Unemployment
Compensation and the various retirement plans to be used for the fiscal year.
All personal service expenditures from Federal, Private Grants and funds other
than the General Fund are subject to fringe benefit cost recovery. Recoveries of
Medical Insurance, FICA/Medicare and Social Security, and Group Life Insurance
costs will be based on the actual cost of providing the benefit.
Fiscal Year End Instructions
A memorandum issued in May by the State Comptroller advises agencies of the year
end due dates and instructions for Receipts, Appropriations, Purchase Orders,
Contracts and Vendor Payments, Payrolls and Statewide GAAP Closing, Schedule of
Federal Financial Assistance and Federal and other than Federal Grant
Receivables, and instructions on handling Negative Balances.
IV. REPORTING REQUIREMENTS
A. Annual Reports
Industrial Fund (Vocational Education) - 21003
A report showing the balance in excess of $500,000 as shown by adding the Cash
Balance, Inventory of Manufactured Articles, Material on Hand & In Process and
Bills Receivable less a deduction for Obligations at June 30. The report is due
March 31. Reference paragraph 6.2 of the Office of the State Comptroller (OSC)
Reporting section of the State Accounting Manual (SAM).
Petty Cash Fund Report
The report will be as of April 30 and is due May 31. Reference paragraph 13.0 of
Petty Cash Receipts section and paragraph 5.8 of the OSC Reporting section of
SAM and Comptroller's Memorandum 2017-05.
Internal Control Questionnaire
A completed copy must be in agency file by June 30. Reference paragraph 5.7 of
the OSC Reporting section of SAM and
Comptroller's Memorandum 2017-06.
Employment Security Special Administration Fund (Department of Labor) - 12032
Report any balance in excess of $500,000 plus approved commitments as of
June 30
each year. The excess is appropriated to the Unemployment Compensation Fund
(Unemployment Trust Fund). The report, in the form of a letter, should be
approved by the Secretary of the Office of Policy and Management and by the
Governor. Reference paragraph 6.1 of the OSC Reporting section of SAM.
Funds Awaiting Distribution
Agencies with a balance in the 34003 Fund at June 30 must provide a report. In
memorandum form, the agency should state that the 34003 Fund has been reconciled
and that any required corrections have been requested. The report is due July
31. Reference paragraph 5.6 of the OSC Reporting section of SAM.
Cash Management Improvement Act (CMIA) Annual Report
All agencies operating major federal programs covered by the CMIA Treasury/State
Agreement must report federal/state interest liability on an annual basis. The
federal reporting deadline is December 31. An annual memorandum will be sent to
agencies with covered programs outlining the reporting requirements, including
filing deadlines. Reference paragraph 5.2 of the OSC Reporting section of SAM.
Dog Tag Sales (Department of Agriculture)
Report of total income and number of tags or plates sold for the fiscal year.
Report the cost of the tags and the expenses of distribution. The report is due
September 30. Reference paragraph 5.4 of the OSC Reporting section of SAM.
Federal Financial Assistance Reporting Package
The information in this package is used to meet the requirements of the Federal
Single Audit Act. The Federal Financial Assistance reporting package is due
September 30. Reference paragraph 5.5 of the OSC Reporting section of SAM.
Agency Bank Accounts
Each agency will report to the Treasurer and to the Comptroller all bank
accounts held by the agency as of June 30. The report is due September 1.
Reference paragraph 5.5 of the OSC Reporting section of SAM.
GAAP Closing Package
GAAP closing package is due September 3. Reference OSC Forms.
Annual Report of all Real and Personal Property
CO-59/Fixed Assets/Property Inventory Report/GAAP Reporting Form and CO-648B
Summary Motor Vehicle Report. Both reports are as of June 30 and are due October
1. Reference paragraph 5.9 of the OSC Reporting section of SAM, OSC Property
Control Manual Reporting Chapter and
Comptroller's Memorandum 2017-09.
Cost Allocation Plans/Indirect Cost Proposals
All agencies receiving Federal or any other grants, or private funds, etc., must
prepare an indirect cost proposal or cost allocation plan for each fiscal year
of the grant. Within six months after the close of each fiscal year, agencies
should send the proposal or plan to their cognizant Federal department or agency
for approval. Please forward a copy of the proposal or plan to the State
Comptroller'
s Budget and Financial Analysis Cost Unit. Federal approval will
allow the State to recover both agency and statewide indirect costs as permitted
by Federal regulations. The proposal or plan is due December 31. Reference the
Indirect Costs and Fringe Benefit Cost Recovery Manual and paragraph 5.3 of the OSC Reporting Section of SAM.
B. Semi-Annual Reports
Estimates of Revolving Fund Requirements (Commissioner of Administrative
Services)
The report, in memorandum form, shall be the amount the Commissioner of
Administrative Services "estimates to be the requirements of state agencies for
the twelve months immediately succeeding" for those items and services to be
purchased for them by the Commissioner of Administrative Services through the
General Services Revolving Fund. The reports are due July 20 and December 20.
Reference Paragraph 4.1 of the OSC Reporting Section of SAM.
C. Quarterly Reports
Accounts Receivable - UCONN Health Center
This report is required at the end of each quarter and should be submitted no
later than the 25th of the following month. This report is the "book value of
accounts receivable that are estimated as collectible at The John Dempsey
Hospital and for its clinical programs at the UCONN Health Center in
Farmington." Reference paragraph 3.1 of the OSC Reporting section of SAM.
Calculation of Taxable Benefits of Non-Business Use of State-Provided
Vehicles
Memorandum 2017-03 issued by the Comptroller's Office provides instructions for
state employees who commute in or use a state vehicle for personal business
because of certain resulting tax consequences. Agencies must maintain the
records necessary to properly substantiate the dollar value of the vehicle use
benefit for the period November 1 through October 31 of each year (special
accounting period). A quarterly reporting of these taxable benefits must be
recorded on the Comptroller's payroll record for the employee. Agencies are
reminded that upon the termination of an employee, his or her payroll record
must be updated with the employee's final payroll check for the taxes due on
this fringe benefit.
V. MANUALS
Agencies are to ensure that uniform procurement and accounts payable procedures
exist and are supported by proper internal controls. Agencies must meet
accounting requirements mandated by the State Accounting Manual (SAM), OSC
Property Control Manual and the Comptroller's Internal Control Guide. The Office
of the State Comptroller issues the manuals listed below. The manuals can be
found on the Office of the State Comptroller Home Page at
http://osc.ct.gov. Comptroller
memoranda on subjects previously covered in manuals supersede the coverage of
the subject in manuals.
List of Manuals issued by the State Comptroller
The manuals listed below contain information valuable to agencies.
State of Connecticut Accounting Manual
Internal Control Guide
State of Connecticut Property Control Manual
Indirect Costs and Fringe Benefit Cost Recovery Manual
Purchasing Card Program - Cardholder Work Rules
Purchasing Card Program Coordinator Manual
Trustee Accounts Manual
Union-Funded Travel Procedures
State of Connecticut Tuition Reimbursement Program
Fuel Card Policies and Guidelines
Fuel Cardholder Work Rules
Agencies should have and are encouraged to develop agency specific procedures implementing the above manuals.
VI. COMMENTS AND QUESTIONS
Any comments or questions concerning this memorandum can be directed to the
Office of the State Comptroller'
s Administrative Services at 860-702-3440.
KEVIN LEMBO
STATE COMPTROLLER
KL:ED
Attachment - 2018 Calendar
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