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. 2010-28

October 4, 2010

TO THE HEADS OF ALL STATE AGENCIES

Attention: Chief Administrative and Fiscal Officers, Business Managers, Payroll and Personnel Officers
Subject: Use of Personal Information in the Financial Modules of Core-CT
I. Authority
 
Article Four, Section 24, Connecticut State Constitution
 
II. Purpose
 
To establish and disseminate a policy regarding the proper use of personal information when recording financial transactions in the State's core financial and administrative computer system (Core-CT.)
 
III. Policy
 
State agencies shall not use the personal taxpayer identification number (TIN) including SSN, FEIN, or ITIN for anything other than federal and state tax withholding and/or reporting purposes.
 
IV. Procedure
 
All transactions in Core-CT associated with individuals are based on either vendors or customers. For vendors, the TIN is captured in the Short Name as a means of ensuring proper identification. In addition, for vendors set up as withholding applicable as well as for any customers, there is a specific field for Taxpayer or Tax ID. Therefore, the TIN should not be recorded in ANY financial transaction, including the Comments, Conversations, Descriptions, Invoice Numbers, Messages, Notes, or any other field not specifically reserved for this purpose.
 
It is important to recognize that financial transactions in Core-CT are subject to disclosure under the State's Freedom of Information Act (FOIA). In complying with the FOIA, the Office of the State Comptroller does not disclose TINs that are labeled as such. Each agency is responsible for ensuring to its employees, customers, clients, vendors, etc. that their personal information is handled with an appropriate level of care and used only for its intended purpose.
 
V. Questions
 
Contact Mark Aronowitz, Director - Accounts Payable Division at 860-702-3399 or mark.aronowitz@po.state.ct.us


NANCY WYMAN
STATE COMPTROLLER

NW:MKA

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