STATE OF CONNECTICUT |
||
NANCY WYMAN COMPTROLLER |
OFFICE OF
THE STATE COMPTROLLER 55 ELM STREET HARTFORD, CONNECTICUT 06106-1775 |
MARK OJAKIAN DEPUTY COMPTROLLER |
MEMORANDUM NO. 2010-31
November 12, 2010
TO THE HEADS OF ALL STATE AGENCIES
Attention: | Agency Heads, Chief Administrative and Fiscal Officers, and Business Managers |
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 1.7a on page 9-5 of SAM.
Petty Cash Fund Report
The report will be as of April 30 and is due May 31. See paragraph 1.6a on page
9-2, paragraph 2.16 on page 12-9 and Comptroller's Memorandum 2010-12.
Internal Control Questionnaire
A completed copy must be in agency file by June 30. Reference
Comptroller's
Memorandum 2010-15.
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 1.7c on page 9-5 of SAM.
Cash Held by Agencies - Reduced Expenditures
Fiscal year end balance of cash held by agency (other than Petty Cash, Trustee
Accounts). The report is due July 25. See paragraph 1.6d on page 9-3 of SAM for
further details.
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. See paragraph 6.9 on page 2-13 of SAM for further details.
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 1.6f on page 9-4 of SAM and Comptroller's Memorandum
2010-14.
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. See
paragraph 1.6h on page 9-4 of SAM for further details.
GAAP Closing Package
GAAP closing package is due September 7. Reference paragraphs 3.1 through 3.5 on
pages 10-4, 10-5, and 10-6 of SAM and Comptroller Forms - GAAP Closing Package
2010.
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. See page 10-36 of SAM for further details.
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 1.6e on page 9-3 of SAM.
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. See the
Indirect Costs and Fringe Benefit Cost Recovery Manual and Comptroller's
Memorandum 2010-24.
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.
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.
See paragraph 1.5a on page 9-1 of SAM for further details.
C. Quarterly Reports
Calculation of Taxable Benefits of Non-Business Use of State-Provided Vehicles
Memorandum 2010-07 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.
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 by independent auditors as collectible at The John Dempsey Hospital and for its clinical programs at the UCONN Health Center in Farmington and at the Uncas-On-Thames Hospital". Reference paragraph 1.4a on page 9-1 of SAM.
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) and the Comptroller's
Internal Control Directive. 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 (Activity and Welfare Funds)
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
Fiscal Policy Division at (860) 702-3440.
NANCY WYMAN
STATE COMPTROLLER
NW:RE
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