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

COMPTROLLER'S MEMORANDUM NO. 2010-13

April 19, 2010

TO THE HEADS OF ALL STATE AGENCIES

ATTENTION: Personnel and Payroll Officers, Chief Administrative and Fiscal Officers and Business Managers
SUBJECT: New Process for depositing agency payroll recoveries from employees

I. INTRODUCTION

In an effort to better identify accounting entries relating to payroll recoveries from employees and to facilitate the reconciliation of payroll cash in accordance with a recent recommendation from the Auditors of Public Accounts, a new account number has been established for the deposit of such employee recoveries. This is a modification to the Core-CT daily mail of 4/18/05 relating to this topic and is effective immediately.

II. NEW ACCOUNT NUMBER FOR EMPLOYEE PAYROLL RECOVERY DEPOSITS

Account number 50235 - Salary and Workers' Comp. Recoveries has been established for the direct deposits of agency recoveries of employee payroll overpayments and Workers' Compensation reimbursements.

Effective immediately, agencies should direct journal payroll recoveries and Workers' Compensation reimbursements in the Accounts Receivable Module as follows:

Current Year Reimbursement to a Budgeted Fund:

Budgeted Funds include: 11000, 12001, 12003, 12004, 12006, 12007, 12009, 12010, 12013 and 12014.

  1. The credit (negative) accounting entry should be to the same chartfield combination originally charged for the salary, except for the account code. For the account use the new account number 50235. This account replaces 10419, which had been used for such deposits prior to this memorandum.
  2. Click the lightning bolt on the Accounting Entries screen to generate the offsetting debit (positive) entry, which will include the agency's depository cash account (usually 10404, 10405 or 10406).
  3. On the line description of the deposit please list the employee's name and ID number.

Prior Year Reimbursement to a Budgeted Fund:

Budgeted Funds include: 11000, 12001, 12003, 12004, 12006, 12007, 12009, 12010, 12013 and 12014.

  1. The credit (negative) accounting entry should be to revenue account 44430 - Refunds of Salary or Workers' Comp Recovery - Prior Year - with SID 18010.
  2. Click the lightning bolt on the Accounting Entries screen to generate the offsetting debit (positive) entry, which will include the agency's depository cash account (usually 10404, 10405 or 10406).
  3. On the line description of the deposit please list the employee's name and ID number.

All continuing, non-lapsing funds should use account 50235.

Fringe benefit recoveries should continue to be processed using Form CO-826 as instructed in the daily mail of 4/18/05.

III. INFORMATION TO BE TRANSMITTED WITH COP-9 FORM

All COP-9's that are submitted to the Central Payroll Division of the Comptroller's Office should have the corresponding CORE deposit ID attached to the form (not the Bank Slip Deposit Id). If there is more than one deposit associated with the COP-9, then all deposits should be attached so they add up to the amount listed on the COP-9 form. All forms should also have the name, email address and phone number of the preparer.

IV. QUESTIONS

Please direct all questions regarding this memorandum to:

Julie Wilson, Accounting Manager Comptroller's Office, 860-702-3377
Tony Torcia, Accounting Specialist Comptroller's Office, 860-702-3354

Thank you for your assistance.


STATE COMPTROLLER
NANCY WYMAN

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