GENERAL STATE ACCOUNTING POLICIES AND PROCEDURES
1.0 General Information
1.1 Statutory References
Each section will start with a reference to the pertinent statutes. You
are encouraged to read the statutes which govern the particular section with
which you are concerned.
The basic statutory reference for the Office of the State Comptroller is
CGS Chapter 34 - Sections 3-111 through Sections 3-123d.
1.2 Comptroller's Authority
The Constitution of the State of Connecticut, Article Fourth, Section 24,
"The Comptroller shall adjust and settle all public accounts and demands,
except grants and orders of the general assembly. He shall prescribe the
mode of keeping and rendering all public accounts. He shall, ex officio, be
one of the auditors of the accounts of the treasurer. The general assembly
may assign to him other duties in relation to his office, and to that of the
treasurer, and shall prescribe the manner in which his duties shall be
Agencies must secure the Comptroller's approval prior to establishing or
revising any accounting procedures (including forms and coding) which in any
way affect the official State records and/or procedures.
All prior written or oral exceptions which are inconsistent with this
manual are rescinded. Future exceptions to standard procedures will be in
writing. Any oral exception, if not confirmed in writing, should be
considered null and void within thirty days.
The Comptroller's records are the official accounting records of the
State of Connecticut; it follows, therefore, that the Comptroller's Annual
Report is the official statement of the state's revenue, expenditures and
It is the responsibility of the Chief Fiscal Officer or Business Manager
of each state agency to reconcile the agency's records with those of the
Comptroller. Any error discovered in this reconciliation (other than one
which affects only the agency records) should be reported to OSC/Budget and
Financial Analysis division.
2.0 Office of the State Comptroller Organizational Units
The Office of the Comptroller is divided into divisions. Those divisions
which interface with other agencies are:
2.1 Accounts Payable
Director - Elizabeth Macha - 860-702-3405
The Accounts Payable Division manages the centralized accounts payable
function for the state, maintains the 137,000 record vendor profile database
that properly identifies vendors providing goods and services to the state,
initiates and monitors the pay cycle process for the generation of payments
in settlement of the state's obligations, conducts post-transactional
examinations of encumbrances and expenditures for compliance, conducts
pre-audits of procurement requests for $1 million or more, and performs a
variety of processing activities to satisfy federal or state requirements
and Freedom of Information requests.
The division also processes special payments such as tax-exempt bond
funds, debt service, state legal settlements, land condemnations, human
resource benefits, federal pass-throughs and state grants.
The division enforces the statutory, regulatory and accounting provisions
mandated by state and federal law; facilitates the execution of statutory
grant programs for payment to municipalities and/or not-for-profit
organizations; generates summary and detailed reports of payments to
municipalities and provides assistance to the municipalities' independent
auditors in the reconciliation of such payments; and maintains financial
records, including garnishments/offsets through the vendor file database
within Core- CT; assists agencies in processing transactions and
troubleshooting problems with such transactions in Core-CT; offers vendors
online access to their financial information, and develops manuals and
provides training to the agencies' business office staff.
2.2 Budget and Financial Analysis
Director - John Clark - 860-702-3350
The Budget and Financial Analysis Division performs the state's
accounting and financial reporting functions. The division posts, analyzes
and reports state expenditures and receipts by fund and account category
inclusive of federal and other funding sources. The division computes and
reports direct and indirect costs associated with major state programs. At
the Comptroller's direction, the division prepares a monthly analysis of the
state's budget condition that contains the financial statements for the
latest month and projects the budget position to year's end.
The division publishes two of the Comptroller's annual financial reports
- a budgetary base (modified cash basis of accounting) report that details
and analyzes state expenditures, receipts, and capital budget activities for
the fiscal year; and a Comprehensive Annual Financial Report (CAFR) prepared
in accordance with Generally Accepted Accounting Principles that analyzes
the state's overall fiscal position and provides audited financial
statements for state and state-supported fiscal activities.
The division is also responsible for the management of the state's real
and personal property for insurance and accounting purposes, as well as
maintaining casualty loss records. The division administers the statewide
purchasing card and fuel card programs, including auditing and compliance
reviews of the daily transactions of each of the 1,850 cardholders.
2.2.1 Accounting Services
Assistant Director - Gerardo Villa - 860-702-3385
Nancy Walsh - 860-702-3378 Julie Wilson - 860-702-3377
Responsible for recording all appropriations, receipts and expenditures.
Determines the proper coding for all receipts and expenditures. All
questions regarding the State's accounting should be addressed to this
Donalynn Black - 860-622-2145
Core-CT is the official book of record for the State of Connecticut.
Core-CT does not set policy and agencies must seek the advisement of the
oversight agency for the area of concern. The Core-CT helpdesk (860)
622-2300 will assist users with software problems and questions on entering
data into the software.
The Core-CT website has Manager's Guides, Job Aids and UPK exercises to
help users with questions and problems on how to complete tasks in Core-CT.
2.2.3 Cost Reporting
Robert Gribbon - 860-702-3352
Responsible for cost accounting, Statewide Cost Allocation Plan (SWCAP),
indirect cost proposals, fringe benefit cost recoveries, per capita costs,
Medicare/Medicaid cost reporting and Cash Management Improvement Act (CMIA)
2.2.4 Administrative Services
Director - Doris Vieira - 860-702-3320
Assistant Director - Carolyn Mercier - 860-702-3318
Develops and monitors compliance for accounting systems and procedures,
conducts Purchasing Card audits and reviews agency compliance with audit
report recommendations. Responsible for employee union funded tuition and
travel management, casualty claim records, real and personal property
inventory control and part pay military letters. Additional responsibilities
include providing computer processing services and support for the operative
divisions within the Office of the State Comptroller.
2.3 Healthcare Policy and Benefits
Director - Thomas Woodruff - 860-702-3481
Assistant Director - Scott Anderson - 860-702-3574
Assistant Director - Margaret Haering - 860-702-3486
Responsible for group life insurance, group health insurance, deferred
compensation, and other employee benefits.
2.4 Information Technology
Director - Angelo Romano - 860-622-2583
This division represents the agency on the management team responsible
for overseeing the operation of the State's financial and administrative
system, Core-CT. This ERP system encompasses the State's accounting,
accounts payable, accounts receivable, asset, billing, e-procurement,
inventory, purchasing, human resources, time and attendance, payroll, and
benefits administration functions. In total there are approximately 60 OSC
employees who work full time on supporting the operation of the system. The
Director of the Division also assists the Comptroller in strategic IT
planning and coordinates OSC's procurement of IT hardware, software and
2.5 Payroll Services
Director - Gary Reardon - 860-702-3445
Responsible for all state payrolls. The Payroll Services Division pays
all state employees, coordinates all payroll deductions, maintains records
on payroll taxes and deposits federal and state income tax withholding and
social security contributions. It pre-audits and issues state employee and
deduction checks on a bi-weekly basis; submits deduction reports; maintains
wage execution records, and administers direct deposit programs.
2.6 Retirement Services
Director - Brenda Halpin - 860-702-3443
Responsible for all state retirement systems (except the Teacher's
Retirement System), and the Social Security Program. The Retirement Services
Division administers state pension plans serving more than 40,000 retirees,
providing a comprehensive package of services including retirement
counseling and administrative support to the Connecticut State Employees
3.1 State Accounting Manual (SAM)
This manual will be referred to as the
State Accounting Manual
or by its acronym SAM. The manual and all updates are published by the
Budget and Financial Analysis Division of the Comptroller.
All published General Letters, Numbered Memoranda and general
correspondence on subjects covered in this manual that were issued prior to
the subject being covered in SAM are superseded.
This manual will not supersede (unless specifically indicated) Procedures
Manuals issued by other Comptroller Divisions. SAM should be used in
conjunction with the Procedures Manuals. If you discover any apparent
discrepancies or conflicts between SAM and a Procedures Manual please
contact OSC/Budget and Financial Analysis division.
Each agency Chief Fiscal Officer or Business Manager is responsible for
disseminating the information in SAM and in the revisions to all those in
his/her agency that have a need for the information.
The State Accounting Manual is available in electronic format and is
located on the State Comptrollers Website. As sections are updated, state
agencies will be advised through the State Comptrollers listserv and/or a
Core-CT Daily Mail.
There are hyperlinks to other State of Connecticut websites to give users
additional information on specific topics.
3.2 Office of the State Comptroller Procedures Manuals
Trustee Accounts (formerly: Activity and Welfare Funds) (Administrative Services)
Indirect Cost and Fringe Benefits Recovery Procedures Manual (Budget and
Property Control Manual (Administrative Services)
Any or all portions of any manual may be reproduced. In fact such
reproduction is encouraged so that each "operating" person who has a need
for the information can be given a copy of the portion (s) relating to
his/her particular function (s). This manual has many hyperlinks which will
give additional detailed information on specific topics.
4.0 State of Connecticut Guides and Manuals
Card Policies and Guidelines
Fuel Cardholder Work Rules
Purchasing Card-Cardholder Work Rules
Purchasing Card Coordinator Manual
Tuition Reimbursement Program
Union-funded Travel Procedures
These manuals and guides may all be found at: