MEMORANDUM NO. 99-44

November 1, 1999

TO THE HEADS OF ALL STATE AGENCIES

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's 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 rate to be used for the fiscal year. All personal service expenditures from Federal and Private Grants accounted for in the General Fund and any funds other than the General Fund are subject to fringe benefit cost recovery.

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, Commitments and Vendor Payments, Transfer Lists, Payrolls and Statewide GAAP Closing and Schedule of Federal Financial Assistance.

IV. REPORTING REQUIREMENTS

A. Annual Reports

Deposit Slips
Each agency must submit a memo to the Comptroller indicating total number of deposit slips required for the next fiscal year. The memo is due January 20. Reference paragraph 1.6c on page 9-2 of the State Accounting Manual (SAM).

Industrial Fund (Vocational Education)
A report showing the balance in excess of $350,000 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.

Confirmation of Federal and Other Than Federal Grant Receivables (Awards)
A report issued by the Comptroller's Office shows the balances as of March 31 on the Comptroller's records for grant awards appropriated as "receivables" under Sections 3-39a and 13a-166 of the General Statutes. Agencies are requested to confirm all balances in writing by May 31. Reference paragraph 1.6g on page 9-4 of SAM.

Petty Cash Fund Report
The report will be as of April 30. The report is due May 31. See paragraph 1.6a on page 9-2, paragraph 2.15 on page 12-9 and Exhibit 12-4 on page 12-13 of SAM.

Accountability Directive 1
Completed copy must be in agency file by June 30.
Sales and Services Account (Board of Education and Services for the Blind)
A report of any balance in excess of $300,000 as shown by Cash, Accounts Receivables and Inventory less Accounts Payable as of June 30. This report is required as soon after the end of the fiscal year as is practicable. Reference paragraph 1.7b on page 9-5 of SAM.

Negative Balance Report for Year End
A report issued by the Comptroller's Office in early July shows balances as of the end of June. Agencies must make all corrections by completing the proper documentation prior to date indicated in the year end instructions.

Cash Held by Agencies
Fiscal year end balance of cash held by agency (other than petty cash, activity or welfare funds). The report is due July 25. See paragraph 1.6d on page 9-3 of SAM for further details.

Funds Awaiting Distribution
Report from agencies with a balance in the 7013 fund as of June 30. 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 August 1. Reference paragraph 1.6f on page 9-4 of SAM.

Agency Bank Accounts
Report of all bank accounts held by 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 5. Reference paragraphs 3.1 through 3.5 on pages 10-4, 10-5 and 10-6 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. See page 10-36 of SAM for further details.

Dog Tag Sales (Agriculture)
Report of total income and number of tags or plates sold. 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.

Statewide Cost Allocation Plans
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 send the proposal/plan to the Comptroller's Office for approval. This allows the state to recover both agency and statewide indirect costs as permitted by Federal regulations. The proposal/plan is due by December 31. See the Indirect Costs and Fringe Benefit Recovery Manual.

B. Semi-Annual Reports

Estimates of State Agencies Requirements (Commissioner of Administrative Services)

The report is the "estimate of the requirements of state agencies for the twelve months immediately succeeding" for those items and services to be purchased for them by the Department of Administrative Services. The reports are due July 20 and December 20. See paragraph 1.5a on page 9-2 of SAM for further details.

C. Quarterly Reports

Calculation of Taxable Benefits of Non-Business Use of State-Provided Vehicles

A memorandum 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 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 and Uncas-On-Thames Hospital". A quarterly report is required as of the end of each quarter and should be submitted no later than the 25th of the following month. 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, except the Indirect Costs and Fringe Benefit Recovery Manual, can be found on the Office of the State Comptroller Home Page at http://www.osc.state.ct.us/. Comptroller memoranda on subjects previously covered in manuals supersede the coverage of the subject in manuals.

List of Manuals issued by the State Comptroller with latest revision date

State of Connecticut Accounting Manual (SAM) (December 1998)
Accountability Directive Number 1 (Revised) (December 1996)
State of Connecticut Payroll Policy Manual (1995)
State of Connecticut Property Control Manual (February 1999)
Software Management Policy Manual (February 1999)
Indirect Costs and Fringe Benefit Recovery Manual (January 1991)
Activity and Welfare Funds Manual (September 1999)

VI. COMMENTS AND QUESTIONS

Any comments or questions concerning this memorandum can be directed to the Policy Services Division at (860) 702-3440.

http://www.osc.state.ct.us/
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