|
 |
|
|
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
Return to Index of 2010 Comptroller's Memoranda
Return to Index of Comptroller's Memoranda
Return to Comptroller's Home Page