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. 2000-56

November 29, 2000

TO THE HEADS OF ALL STATE AGENCIES

Attention: Agency Heads, Chief Administrative and Fiscal Officers, and Business Managers
Subject: Policy and Procedures of the Office of the State Comptroller

I. PURPOSE

The purpose of this memorandum is to provide a list of agency responsibilities required by the Office of the State Comptroller. Agencies must meet the State Comptroller requirements in all respects, regardless of any statements or omissions in these procedures.

II. AUTHORITY

Section 3-112 of the Connecticut General Statutes and specific references for particular reports.

III. MEMORANDA

Fringe Benefit Cost Recovery Rate

A memorandum issued by the Comptroller's Office in July of each fiscal year gives agencies the fringe benefit cost recovery rate to be used for the fiscal year. All personal service expenditures from Federal and Private Grants accounted for in the General Fund and any funds other than the General Fund are subject to fringe benefit cost recovery.

Fiscal Year End Instructions

A memorandum issued in May by the State Comptroller advises agencies of the year end due dates and instructions for Receipts, Appropriations, Commitments and Vendor Payments, Transfer Lists, Payrolls and Statewide GAAP Closing and Schedule of Federal Financial Assistance.

IV. REPORTING REQUIREMENTS

A. Annual Reports

Deposit Slips

Each agency must submit a memo to the Comptroller indicating total number of deposit slips required for the next fiscal year. The memo is due January 20. Reference paragraph 1.6c on page 9-2 of the State Accounting Manual (SAM).

Industrial Fund (Vocational Education)

A report showing the balance in excess of $350,000 as shown by adding the Cash Balance, Inventory of Manufactured Articles, Material on Hand & In Process and Bills Receivable less a deduction for Obligations at June 30. The report is due March 31. Reference paragraph 1.7a on page 9-5 of SAM.

Confirmation of Federal and Other Than Federal Grant Receivables (Awards)

A report issued by the Comptroller's Office shows the balances as of March 31 on the Comptroller's records for grant awards appropriated as "receivables" under Sections 3-39a and 13a-166 of the General Statutes. Agencies are requested to confirm all balances in writing by May 31. Reference paragraph 1.6g on page 9-4 of SAM.

Petty Cash Fund Report

The report will be as of April 30. The report is due May 31. See paragraph 1.6a on page 9-2, paragraph 2.16 on page 12-9 and Exhibit 12-4 on page 12-13 of SAM.

Accountability Directive 1

Completed copy must be in agency file by June 30. Reference Comptroller's Memorandum 2000-20.

Sales and Services Account (Board of Education and Services for the Blind)

A report of any balance in excess of $300,000 as shown by Cash, Accounts Receivables and Inventory less Accounts Payable as of June 30. This report is required as soon after the end of the fiscal year as is practicable. Reference paragraph 1.7b on page 9-5 of SAM.

Negative Balance Report for Year End

A report issued by the Comptroller's Office in early July shows balances as of the end of June. Agencies must make all corrections necessary by completing the proper documentation prior to the date indicated in the year end instructions.

Cash Held by Agencies

Fiscal year end balance of cash held by agency (other than petty cash, activity or welfare funds). The report is due July 25. See paragraph 1.6d on page 9-3 of SAM for further details.

Funds Awaiting Distribution

Report from agencies with a balance in the 7013 fund as of June 30. The report is due July 31. See paragraph 6.9 on page 2-13 of SAM for further details.

Annual Report of all Real and Personal Property

CO-59/Fixed Assets/Property Inventory Report/GAAP Reporting Form and
CO-648B Summary Motor Vehicle Report. Both reports are as of June 30 and are due October 1. Reference paragraph 1.6f on page 9-4 of SAM.

Agency Bank Accounts

Report of all bank accounts held by agency as of June 30. The report is due September 1. See paragraph 1.6h on page 9-4 of SAM for further details.

GAAP Closing Package

GAAP closing package is due September 5. Reference paragraphs 3.1 through 3.5 on pages 10-4, 10-5 and 10-6 of SAM.

Federal Financial Assistance Reporting Package

The information in this package is used to meet the requirements of the Federal Single Audit Act. The Federal Financial Assistance reporting package is due September 30. See page 10-36 of SAM for further details.

Dog Tag Sales (Agriculture)

Report of total income and number of tags or plates sold. Report the cost of the tags and the expenses of distribution. The report is due September 30. Reference paragraph 1.6e on page 9-3 of SAM.

Statewide Cost Allocation Plans

All agencies receiving Federal or any other grants, or private funds, etc., must prepare an indirect cost proposal or cost allocation plan for each fiscal year of the grant. Within six months after the close of each fiscal year send the proposal/plan to the Comptroller's Office for approval. This allows the state to recover both agency and statewide indirect costs as permitted by Federal regulations. The proposal/plan is due by December 31. See the Indirect Costs and Fringe Benefit Recovery Manual.

B. Semi-Annual Reports

Estimates of State Agencies Requirements (Commissioner of Administrative Services)

The report is the "estimate of the requirements of state agencies for the twelve months immediately succeeding" for those items and services to be purchased for them by the Department of Administrative Services. The reports are due July 20 and December 20. See paragraph 1.5a on page 9-2 of SAM for further details.

C. Quarterly Reports

Calculation of Taxable Benefits of Non-Business Use of State-Provided Vehicles

A memorandum issued by the Comptroller's Office provides instructions for state employees who commute in or use a state vehicle for personal business because of certain resulting tax consequences. Agencies must maintain the records necessary to properly substantiate the dollar value of the vehicle use benefit for the period November 1 through October 31 of each year (special accounting period). A quarterly reporting of these taxable benefits must be recorded on the Comptroller's payroll record for the employee. Agencies are reminded that upon the termination of an employee, his or her payroll record must be updated with the employee's final payroll check for the taxes due on this fringe benefit.

Accounts Receivable - UCONN Health Center

This report is the "book value of accounts receivable that are estimated by independent auditors as collectible at The John Dempsey Hospital and for its clinical programs at the UCONN Health Center and Uncas-On-Thames Hospital". A quarterly report is required as of the end of each quarter and should be submitted no later than the 25th of the following month. Reference paragraph 1.4a on page 9-1 of SAM.

V. MANUALS

 
Agencies are to ensure that uniform procurement and accounts payable procedures exist and are supported by proper internal controls. Agencies must meet accounting requirements mandated by the State Accounting Manual (SAM) and the Comptroller's Internal Control Directive. Agencies should have and are encouraged to develop agency specific procedures implementing these manuals. The Office of the State Comptroller issues the manuals listed below. The manuals can be found on the Office of the State Comptroller Home Page at http://www.osc.state.ct.us. Comptroller memoranda on subjects previously covered in manuals supersede the coverage of the subject in manuals.
 

List of Manuals issued by the State Comptroller with latest revision date

 
State of Connecticut Accounting Manual (SAM) (April 2000)
Accountability Directive Number 1 (Revised) (December 1996)
State of Connecticut Payroll Policy Manual (1995)
State of Connecticut Property Control Manual (June 2000)
Software Management Policy Manual (February 1999)
Indirect Costs and Fringe Benefit Recovery Manual (April 2000)
Activity and Welfare Funds Manual (September 2000)
Travel Procedures for 9916 Funds Manual (July 2000)
 

VI. COMMENTS AND QUESTIONS

 
Any comments or questions concerning this memorandum can be directed to the Policy Services Division at (860) 702-3440.

 

NANCY WYMAN

STATE COMPTROLLER

NW:ED

Attachment

CALENDAR

Due Date   

 Report Of   

 Submitted By   

 Submitted To

January 20   

Request for Deposit Slips   

All agencies   

Accounting Services

January 25   

Accounts Receivable   

UCONN Health Center   

Accounting Services

February   

Taxable Benefits   

Applicable agencies- payroll transactions   

Payroll  Services

March 31   

Industrial Fund   

Education   

Accounting Services

April 25   

Accounts Receivable   

UCONN Health Center   

Accounting Services

May   

Fiscal Year End Instructions   

Issued by Comptroller   

Accounting Services

May   

Taxable Benefits   

Applicable agencies- payroll transactions   

Payroll  Services

May 31   

Petty Cash Fund   

Agencies with Petty Cash Funds   

Policy Services

May 31   

Confirmation of Federal  and Other Federal Grants Receivable    

All agencies 

Accounting Services

June 30   

Accountability Directive 1   

All agencies   

Maintained at Agency

July   

Sales and Services Account   

Board of Education and Services for the Blind   

Accounting Services

July   

Fringe Benefit Cost  Recovery Rate Memorandum  

Issued by Comptroller   

Accounting  Services - Cost Unit

July   

Negative Balance for Year End   

Necessary corrections made  by applicable agencies   

Accounting Services

July 20   

Estimates of State Agencies Requirements   

Department of  Administrative Services   

Accounting Services

July 25   

Fiscal Year End Balance of Cash   

All agencies with authorized  checking accounts other  than for petty cash, student  activity, institutional welfare   

Accounting Services

July 25   

Accounts Receivable   

UCONN Health Center   

Accounting Services

July 31   

Funds Awaiting Distribution   

Agencies with balance   in 7013 Fund   

Accounting Services

August   

Taxable Benefits   

Applicable agencies - payroll transactions   

Payroll Services

September 1   

Bank Accounts   

All agencies with bank  accounts   

Accounting Services

September 5   

GAAP Closing Package   

All agencies   

Accounting Services

September 30   

Dog Tag Sales   

Department of Agriculture   

Accounting Services

September 30   

Federal Financial Assistance Reporting Package   

Applicable agencies   

Accounting  Services

October 1   

Annual Inventory   

All agencies   

Management Services

October 25   

Accounts Receivable   

 UCONN Health Center   

Accounting Services

November   

Taxable Benefits   

Applicable agencies - payroll transactions   

Payroll Services

December 20   

Estimates of State Agencies Requirements   

Department of  Administrative Services   

Accounting Services 

December 31   

Statewide Cost Allocation Plans   

All agencies receiving Federal or any other grants or private funds   

Accounting Services - Cost Unit  

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