MEMORANDUM NO. 99-44
November 1, 1999
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|
IV. REPORTING REQUIREMENTS
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 2.15 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.
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 by completing the proper documentation prior to 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 August 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.
VI. COMMENTS AND QUESTIONS
|Due Date||Report Of||Submitted By||Submitted To|
|January 20||Request for Deposit Slips||All agencies||*|
|January 25||Accounts Receivable||UCONN Health Center||*|
- payroll transactions
|March 31||Industrial Fund||Education||*|
|April 25||Accounts Receivable||UCONN Health Center||*|
|May||Fiscal Year End Instructions||Issued by Comptroller||*|
- payroll transactions
|May 31||Petty Cash Fund||
Agencies with Petty Cash Funds
Confirmation of Federal
|June 30||Accountability Directive 1||All agencies||Maintained
|July||Sales and Services Account||
Board of Education and Services for the Blind
|July||Fringe Benefit Cost
|Issued by Comptroller||
|July||Negative Balance for
Necessary corrections made
by applicable agencies
|July 20||Estimates of State Agencies
|Department of Administrative Services||*|
|July 25||Fiscal Year End Balance
All agencies with authorized
checking accounts other
than for petty cash, student
activity, institutional welfare
|July 25||Accounts Receivable||UCONN Health Center||*|
|July 31||Funds Awaiting
|Agencies with balance
in 7013 Fund
|August 1||Annual Inventory||All agencies||Management Services|
- payroll transactions
|September 1||Bank Accounts||
All agencies with bank
|September 5||GAAP Closing Package||All agencies||*|
|September 30||Dog Tag Sales||Department of Agriculture||*|
Federal Financial Assistance
|October 25||Accounts Receivable||UCONN Health Center||*|
- payroll transactions
Estimates of State Agencies
|December 31||Statewide Cost Allocation
All agencies receiving
Federal or any other grants or private funds
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