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. 2009-39

December 8, 2009

TO THE HEADS OF ALL STATE AGENCIES

Attention:   Chief Administrative and Fiscal Officers, Grant and Business Managers
Subject:   New Core-CT Edits to Ensure the Proper Coding of Grant Transfers

I. PURPOSE

This memorandum is intended to assist state agencies with the proper processing of grant transfers and to explain Core-CT edits that will help users to avoid miscoding.

II. AUTHORITY

Article Four, Section 24 Connecticut State Constitution.

III. MEMORANDUM

Statewide Financial Reporting of Grant Transfers

A grant transfer is defined as the pass through of restricted grant dollars from one department within Fund 12060 "Federal and Other Restricted Accounts" or Fund 12062 "Transportation Grants Restricted Accounts" to another department for deposit into that same fund - intra-fund transfer. Grant transfers may only occur in fund 12060 or 12062.

All restricted grant awards of the state are accounted for within either fund 12060 or 12062. It is essential that grant pass-through dollars that move between departments within the same grant fund (12060 or 12062) are not double counted within the state-wide financial reports. The use of unique expenditure and revenue coding allows the Comptroller's Office to net down pass through, intra-fund dollars within the grant funds (12060 or 12062) thus eliminating any double counting.

Deposit of Grant Transfers:
Dollars received as grant transfers from SIDs within fund 12060 or 12062 must be deposited to the unique account codes 47100 - "Grant Transfer Federal Restricted" or 47200- "Grant Transfer Non-Federal Restricted" within fund 12060 or 12062.

Payment of Grant Transfers:
For departments passing grant money from SIDs in fund 12060 or 12062 to a receiving agency that will be depositing those transfers into SIDs within fund 12060 or 12062, account number 55110 "Transfer Grant State Agencies" must be used on the voucher payment. Account code 55110 is not available for use in any funds other than 12060 or 12062.

It is also required that the Invoice ID used on the voucher is the same as the Invoice ID used on the "GT" bill.

Core-CT Grant Transfer Edits

New edits are being implemented with respect to grant transfers. Bill type "GT" (grant transfer) may only be used in Fund 12060 and Fund 12062. Grant transfer billings must be coded to either account 47100 in the case of federal receipts (SIDs in the 2xxxx range) or 47200 for non-federal grants (SIDs in the 3xxxx or 9xxxx range). No other account coding is permitted with "GT" billings.

The use of account numbers 47100, 47200 and 55110 should only be use if funds are being transferred between SIDs within funds 12060 and 12062 (intra-fund transfers).

If you are receiving dollars that are not transferred between SIDs within fund 12060 or 12062 (not intra-fund), account code 47300 "Non-Restricted Grant Transfer" has been created for such deposits. Likewise, account code 55120 "Transfer Grant Expenditure State Agency" has been established for the payment of transfers that do not fall into the intra-fund grant transfer category described in this memorandum.

Return of Unspent Grant Funds

For unspent grant transfer dollars that are being returned to a department within the restricted grant funds (12060 and 12062), the bill type for the return of such unspent grant funds will be "ET" (remember this applies only to dollars that were initially received as intra-fund --12060 and 12062-- grant transfers as described above):

1.) On the payment side, the expending department must use expenditure account 55040 "Grant Funds Returned/Grant Refunds". The receiving department must take the credit to account numbers 55110 "Transfer Grant State Agency".

For all other unspent grant funds that are not to and from fund12060 or12062, use account 55080 "State Aid Grants-State Agency on the payment side and credit account 55120 "Transfer Grant Expenditure State Agency" on the deposit side.
The State Auditors will be monitoring agency grant transfer transactions to ensure proper compliance with the provisions of the memorandum.

IV. Comments and Questions

Any comments or questions that you may have about this process may be referred to the Budget and Financial Analysis Division of the Comptroller's Office, Central Accounting Unit at 860-702-3350.


Nancy Wyman
State Comptroller

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