STATE OF CONNECTICUT
THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MEMORANDUM NO. 2002-40
December 2, 2002
TO THE HEADS OF ALL STATE AGENCIES
Agency Heads, Chief Administrative and Fiscal Officers, and Business Managers
Policy and Procedures of the Office of the State Comptroller
- 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.
Section 3-112 of the Connecticut General Statutes and specific references
for particular reports.
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
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
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
- 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
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
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
- 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
- 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
- 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.
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