STATE OF CONNECTICUT
THE STATE COMPTROLLER
55 ELM STREET
HARTFORD, CONNECTICUT 06106-1775
MEMORANDUM NO. 2004-35
December 16, 2004
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|
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.
Section 3-112 of the Connecticut General Statutes and specific references for particular reports.
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 rates for Unemployment Compensation and the various retirement plans to be used for the fiscal year. All personal service expenditures from Federal, Private Grants and funds other than the General Fund are subject to fringe benefit cost recovery. Recoveries of Medical Insurance, FICA/Medicare and Social Security, and Group Life Insurance costs will be based on the actual cost of providing the benefit.
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, Purchase Orders, Contracts and Vendor Payments, Payrolls and Statewide GAAP Closing, Schedule of Federal Financial Assistance and Federal and other than Federal Grant Receivables, and instructions on handling Negative Balances.
IV. REPORTING REQUIREMENTS
A. Annual Reports
Industrial Fund (Vocational Education) - 21003
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.
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
A 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.
Employment Security Special Administration Fund - 12032
Report any balance in excess of $500,000 plus approved commitments as of June 30 each year. The excess is appropriated to the Unemployment Compensation Fund (Unemployment Trust Fund). The report, in the form of a letter, should be approved by the Secretary of the Office of Policy and Management and by the Governor. Reference paragraph 1.7c on page 9-5 of SAM.
Cash Held by Agencies - Reduced Expenditures
Fiscal year end balance of cash held by agency (other than Petty Cash, Trustee Accounts). The report is due July 16. See paragraph 1.6d on page 9-3 of SAM for further details.
Funds Awaiting Distribution
Agencies with a balance in the 34003 Fund at June 30 must provide a report. In memorandum form, the agency should state that the 34003 Fund has been reconciled and that any required corrections have been requested. The report is due July 31. See paragraph 6.9 on page 2-13 of SAM for further details. Negative reports are not required.
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
Each agency will report to the Treasurer and to the Comptroller all bank accounts held by the 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 7. 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 (Department of Agriculture)
Report of total income and number of tags or plates sold for the fiscal year. 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.
Cost Allocation Plans/Indirect Cost Proposals
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 December 31. See the Indirect Costs and Fringe Benefit Recovery Manual.
Cash Management Improvement Act (CMIA) Annual Report
All agencies operating major federal programs covered by the CMIA Treasury/State Agreement must report federal/state interest liability on an annual basis. The federal reporting deadline is December 31. An annual memorandum will be sent to agencies with covered programs outlining the reporting requirements, including filing deadlines.
B. Semi-Annual Reports
Estimates of Revolving Fund Requirements (Commissioner of Administrative Services)
The report, in memorandum form, shall be the amount the Commissioner of Administrative Services "estimates to be the requirements of state agencies for the twelve months immediately succeeding" for those items and services to be purchased for them by the Commissioner of Administrative Services through the General Services Revolving Fund. The reports are due July 20 and December 20. See paragraph 1.5a on page 9-1 of SAM for further details.
C. Quarterly Reports
Calculation of Taxable Benefits of Non-Business Use of State-Provided Vehicles
Memorandum 2004-04 and 2004-4a 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 required at the end of each quarter and should be submitted no later than the 25th of the following month. 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 in Farmington and at the Uncas-On-Thames Hospital". Reference paragraph 1.4a on page 9-1 of SAM.
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. 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
The manuals listed below contain information valuable to agencies and will be revised at a later date to incorporate Core-CT changes.
State of Connecticut Accounting Manual
Accountability Directive Number 1
State of Connecticut Payroll Policy Manual
State of Connecticut Property Control Manual
Indirect Costs and Fringe Benefit Recovery Manual
Trustee Accounts Manual
Travel Procedures for Union Funds Manual
Agencies should have and are encouraged to develop agency specific procedures implementing the above manuals.
Core-CT has replaced central "legacy" systems including OSC's Central Accounts Payable and Central Payroll systems, DOIT's Business Office Support system, State Agency Appropriations Accounting System, and Human Resource Information System (encompassing the Automated Personnel System). Other agency accounting and human resource/payroll applications have also been replaced. Core-CT can be accessed at http://www.core-ct.state.ct.us.
VII. COMMENTS AND QUESTIONS
Any comments or questions concerning this memorandum can be directed to the Fiscal Policy Division at (860) 702-3440.
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