State of Connecticut Office of the State Comptroller MEMORANDUM 2002-40
COMPTROLLER'S SEAL STATE OF CONNECTICUT

STATE OF CONNECTICUT

NANCY WYMAN
COMPTROLLER
OFFICE OF THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MARK OJAKIAN
DEPUTY COMPTROLLER

MEMORANDUM NO. 2002-40

December 2, 2002

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 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 (Form CO-39) Requirements

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) - 6008

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)

As of March 31 of each year Central Accounting will distribute a report showing the balances 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 2.16 on page 12-9 and Exhibit 12-4 on page 12-13 of SAM.

Accountability Directive 1

A completed copy must be in agency file by June 30. Reference Comptroller's Memorandum 2000-20.

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.

Employment Security Special Administration Fund - 1405

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, 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

Agencies with a balance in the 7013 Fund at June 30 must report. In memorandum form, the agency should state that the 7013 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. Negative reports are not required.

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.

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 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 (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 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 December 31. See the Indirect Costs and Fringe Benefit Recovery Manual.

Cash Management Improvement Act (CMIA) Annual Report

All State agencies operating major federal programs covered by the CMIA Treasury/State Agreement must report federal/state interest liability on an annual basis. Federal reporting deadline is December 31. An annual memorandum will be provided on the reporting deadline to the Comptroller's Office and instructions.

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 2002-02 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. Agencies should have and are encouraged to develop agency specific procedures implementing these manuals. 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://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) (May 2001)
Accountability Directive Number 1 (Revised) (February 1998)
State of Connecticut Payroll Policy Manual (June 1997)
State of Connecticut Property Control Manual (September 2001)
Indirect Costs and Fringe Benefit Recovery Manual (April 2000)
Activity and Welfare Funds Manual (September 2000)
Travel Procedures for 9916 Funds Manual (July 2000)

VI. COMMENTS AND QUESTIONS

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

NANCY WYMAN
STATE COMPTROLLER

NW:CG

Attachment

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