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Memos


(All memos are in PDF format)

September 15, 2017
Comptroller's Office Estimated Charges for FY19
NOTE: Please refer to FY19 budget request instructions published by Finance Executive Budget Office. 
Specific details are on page 5 in General Instructions.


September 12, 2017
Function Code for Hurricane IRMA Related Expenditures & Emergency Declaration Signed by Governor

September 7, 2017
Update to Fiscal Policy and Procedures Manual

June 20, 2017
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

May 26, 2017
Procedures for End of Fiscal Year, September 30, 2017
Beginning of Fiscal Year, October 1, 2017


March 13, 2017
Purchasing of Goods and Services

January 24, 2017
IRS W-4 Requirement for Employee Exemption from Federal Withholding

January 19, 2017
Longevity Overtime

January 18, 2017
2016 Wage and Tax Statement, Form W-2

January 18, 2017
2016 Form W-2 for Legislators

January 18, 2017
2016 W-2's Published on eMAP

December 16, 2016
FY 2016 Statement of Benefits Published on eMAP

December 16, 2016
Travel Mileage Rate 2017

November 18, 2016
IMPORTANT NOTICE: 13th Accounting Period Deadline, Travel and Contract Transactions

November 3, 2016
13th Accounting Period Deadline, Travel and Contract Transactions

October 17, 2016
Taxation and Reporting of Personal Use of State Owned Vehicles

October 12, 2016
Track 3 Agency FY 16 Documents

October 3, 2016
Information on Longevity

October 3, 2016
Information on Longevity Non-Automated Agencies

September 30, 2016
IMPORTANT Track 3 Notice: Signature Authority & STAARS Processing

September 26, 2016
IMPORTANT NOTICE: State Tax Withholding

August 26, 2016
Track 1 End of Year APJV1 Documents in STAARS

July 29, 2016
IMPORTANT INFORMATION: Professiona Services Contract Required Statement

July 28, 2016
IMPORTANT CHANGE: All Agencies - Closing Accounting Periods in STAARS

July 14, 2016
IMPORTANT CHANGE: TRACK 1 Agencies EOY GAE Transaction Processing

June 29, 2016
IMPORTANT NOTICE & CLARIFICATION FY16 PURCHASE ORDERS & CONTRACTS

June 20, 2016
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

June 17, 2016
IMPORTANT INFORMATION: Green Slips

June 13, 2016
End of Year Memo 2016

June 3, 2016
IMPORTANT CHANGE - Comptroller Billing FY 16

May 25, 2016
Paying Multiple ITI's With One BOA Claim

May 11, 2016
TRACK 1 Agencies FICA Charges on Travel

May 09, 2016
IMPORTANT NOTICE: Agency Action Required - 2016 Decentralized Chart of Accounts Elements

April 14, 2016
Object Code 0948/0900 48 Not Valid - Capital Asset Threshold Changes and Related Sub-object Changes

March 30, 2016
Green Slip Transactions Returned for Processing

March 23, 2016
URGENT: Reminder Memo - Board of Adjustment Vendor Invoice Claims for FY15

March 11, 2016
STAARS Track Work in Progress View Log and Approval Log

March 11, 2016
Board of Adjustment Vendor Invoice Claims for FY15

March 10, 2016
IMPORTANT CHANGE: All Paper Vouchers

February 29, 2016
Updated Travel Payroll Calendar

February 23, 2016
Tax Exemption Status

January 29, 2016
Revised Statement of Benefits Published on eMAP

January 28, 2016
Statement of Benefits Published on eMAP

January 19, 2016
Longevity Overtime Memo 2015

January 15, 2016
W-2's Published on eMAP

January 15, 2016
FY15 Purchase Orders, Contracts & Paper Vouchers

January 15, 2016
2015 Wage and Tax Statement, Form W-2

January 15, 2016
2015 Form W-2 for Legislators

December 18, 2015
Travel Mileage Rate Effective January 1, 2016

December 16, 2015
Entered/Interfaced Transactions

December 15, 2015
Holiday In-state Travel Processing for Payroll

December 8, 2015
Warrant Cancellations

November 24, 2015
13th Accounting Period Vouchers and Interfund Issues

November 20, 2015
Track 1 Agencies Only: Warrant and EFT Coding Requirements


November 20, 2015
In-state Travel Processing for Payroll

November 17, 2015
REMINDER Object Code 0948/0900 48 Not Valid

November 9, 2015
Request for Electronic Warrant - MDW1

November 6, 2015
FY16 Emergency Declarations for Services Normally Paid on PO

November 6, 2015
13th Accounting Period FY 15 Close-out

November 4, 2015
STAARS Transaction Processing

October 27, 2015
Payroll Journal Vouchers

October 19, 2015
Track 3 Agencies Using List Vouchers Replace with MP Documents

October 15, 2015
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

October 8, 2015
STAARS Track 1 Multi-Vendor GAX Warrant Cancellation

October 2, 2015
STAARS Track 1 Professional Services Contract Conversion

October 2, 2015
Cancellation of Warrants Originally Issued in CAS

October 1, 2015
Information on Longevity

October 1, 2015
Information on Longevity Non-Automated Agencies

September 18, 2015
Comptroller's Office Estimated Charges for FY17
NOTE: Please refer to FY17 budget request instructions published Thursday, September
18 by Finance Executive Budget Office.  Specific details are on page 4 in General Instructions
http://budget.alabama.gov/pdf/gfbudreq/FY17GeneralAgBRInst09-18-15.pdf

September 10, 2015
CRITICAL DATES REMINDER: FY15 End & FY16 Beginning

August 21, 2015
Document Drop Off and Comptroller Security

August 7, 2015
Capital Asset Threshold Changes and Related Sub-object Changes

August 5, 2015
Track 1 Agency Electronic Warrants

August 3, 2015
RFP Database, STAARS and Vendor Self Service

July 24, 2015
VREQ Screen Update

July 22, 2015
No Change in Subsistence Allowance for Law Enforcement Officers

June 24, 2015
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations


June 15, 2015
Comptroller's Web site email Memos to Accounting Contacts and Payroll/Personnel Officers

June 12, 2015
End Of Year Memo 2015


June 2, 2015
Green Slips, Vendor File Name and Address, IRS 1099, Travel Report Payroll Vendor Name and Address

May 6, 2015
Payroll Processing Timeframe Changes

April 20, 2015
Highlighted Chart of Account Changes

April 10, 2015
HOTLINE for Accounts Payable & Priority Voucher Processing

February 23, 2015
Digital Electronic Signatures on Travel Reports

February 20, 2015
Clarification: Travel Report Electronic Signatures

January 23, 2015
Longevity Overtime

January 15, 2015
2014 W-2's Published on eMAP

January 15, 2015
2014 Wage and Tax Statement, Form W-2

January 15, 2015
2014 Form W-2 for Legislators

December 16, 2014
Paperless Electronic Pay

December 16, 2014
Travel Mileage Rate for 2015

November 4, 2014
Payroll Debit Card Enrollment Open

November 3, 2014
Information on Employee Bonus

October 1, 2014
Information on Longevity

October 1, 2014
Information on Longevity Payments for Manual Agencies

September 26, 2014
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

September 18, 2014
Comptroller's Office Estimated Charges for FY16
NOTE: Please refer to FY16 budget request instructions published Thursday, September
18 by Finance Executive Budget Office.  Specific details are on page 5 in General Instructions
http://budget.alabama.gov/pdf/gfbudreq/FY16GeneralAgBRInst09-18-14.pdf

August 27, 2014
Deadline for County Mental Commitment Claims

August 27, 2014
Deadline for County Board of Registrar Claims

August 27, 2014
Deadline for County Claims Reimbursed by the State

August 5, 2014
State Employee Bonus

August 4, 2014
Travel Reimbursement for Removals Extraditions

July 16, 2014
STAARS Track 3 Agency Pricing
STAARS Track 3 Agencies System Charges
STAARS Overview Components in Scope and Timeline

July 2, 2014
Direct Deposit Campaign

June 26, 2014
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations



June 18, 2014
Paperless Pay and Employee Web Portal

May 1, 2014
Pre-Note Direct Deposit Not Required

January 23, 2014
Longevity Overtime

January 15, 2014
2013 Form W-2 for Legislators

January 15, 2014
2013 Wage and Tax Statement, Form W-2

December 6, 2013
IMPORTANT CLARIFICATION - Procuring and Paying for Court Reporter Services

December 6, 2013
Travel Mileage Rate for 2014

October 24, 2013
Comptroller Charges Transfer Form and Invoice Process

October 1, 2013
Information on Longevity

October 1, 2013
Information on Longevity Payments for Manual Agencies

September 20, 2013
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

September 20, 2013
Comptroller's Office Estimated Charges for FY15
NOTE: Please refer to FY15 budget request instructions published Friday, September
20 by Finance Executive Budget Office.  Specific details are on page 5 in General Instructions
http://budget.alabama.gov/pdf/gfbudreq/GFBudgetReq2015.pdf 

August 20, 2013
DEADLINE for County Board of Registrar Reimbursement Claims

August 20, 2013
DEADLINE for County Mental Commitment Reimbursement Claims

August 19, 2013
Comptroller Charges

August 9, 2013
IMPORTANT CHANGE: Taxation of Group Term Life Insurance and Personal Use of State
Owned/Leased Vehicles


August 6, 2013
Deadline for County Claims Reimbursed by the State of Alabama

June 27, 2013
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

June 14, 2013
Updated:  Comptroller's Office Estimated Charges for FY2014
NOTE:  Please refer to FY14 operations plan instructions published Friday, June 14
by Finance Executive Budget Office.  Specific details are on page 3 in General Instructions.

http://budget.alabama.gov/pdf/gfopinst/GFOPInstructions2014.pdf

May 15,2013
Statewide Time and Attendance System

April 16, 2013
Probate Judge Letter Mental Commitments

April 11, 2013
City Alabama Trust Fund Distribution Letter
County Alabama Trust Fund Distribution Letter

February 26, 2013
Approved Payroll Deduction Slot for American National Insurance Company

January 10, 2013
2012 Form W-2 for Legislators

January 10, 2013
2012 Wage and Tax Statement, Form W-2

January 2, 2013
New Defined Benefit Retirement Plan - TIER II

December 20, 2012
Final - Registration Open for Act 2012-407 RFP Statewide Database

November 29, 2012
Act 2012-407 Request for Proposal (RFP) Statewide Database IMPORTANT MEETING

November 26, 2012
Travel Mileage Rate for 2013

October 1, 2012
Information on Longevity Payments 2012
Information on Longevity Payments for Manual Agencies 2012

September 28, 2012
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

September 21, 2012
Comptroller's Office Estimated Charges for FY14
NOTE: Please refer to FY14 budget request instructions published Friday, September 21 by Finance Executive Budget Office. Specific details are on page 5 in General Instructions. http://budget.alabama.gov/pdf/gfbudreq/GFBudgetReq2014.pdf

September 20, 2012
Rescission of October 25 2010 Memorandum on GAL Payments

September 20, 2012
New Payroll Deduction Codes for ROTH Plan

September 14, 2012
Approved Payroll Deduction Slot for New York Life Insurance Company

August 30, 2012
Guidance on Insurance Company Solicitation

August 27, 2012
Deadline for County Mental Commitment Reimbursement Claims

August 8, 2012
Alabama Court Clerks and Registers Association Payroll Deduction Dues

August 8, 2012
Payroll Processing for Non-Automated Agencies

August 8, 2012
Gold's Gym Payroll Deduction

August 2, 2012
Discontinuing State Payroll Deductions

August 2012
Belin v White - Settlement and Hearing Notice

July 5, 2012
Act 2012-491 - Amendments to the Beason-Hammon Alabama Taxpayer and Citizen Protection Act

June 27, 2012
IMPORTANT CHANGE - In-State and Out-of-State Travel Statements and Supporting Documentation

June 20, 2012
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

June 11, 2012
New Funds Certification Procedure (MEMO FROM OFFICE OF STATE TREASURER)

May 30, 2012
Act 2012-529 - Verification by Affidavit (Notarization) not Required on Travel Reports

May 17, 2012
Belin v White - Settlement Agreement

May 17, 2012
IMPORTANT CHANGE - Payments for Mental Commitments

May 14, 2012
Act 2012-302 and Employee Retirement Contribution for Overtime Pay

April 18, 2012
Update and Clarification with Agency Distribution Procedures

March 28, 2012
Belin v White - Amended Complaint

February 13, 2012
Material Receipt Change

February 7, 2012
Immigration Law Clarification

February 7, 2012
Taxable Fringe Benefits

January 11, 2012
2011 Form W-2 for Legislators

January 11, 2012
2011 Wage and Tax Statement - Form W-2

January 9, 2012
Employee Pay Stub Changes Beginning January 1, 2012

January 9, 2012
Longevity Overtime

January 6, 2012
Important Action Required - Alabama Immigration Law
Act 2011-535:  Beason - Hammon Alabama Taxpayer and Citizen Protection Act

December 8, 2011
Approved Payroll Deduction Slot for Armed Forces Benefit Association

December 6, 2011
Steps for New Travel Voucher Process

November 29, 2011
Refund of Jefferson County Occupational Taxes

November 15, 2011
In State Travel Payments After 01-01-2012

2012 Travel/Payroll Deadline Calendar

November 9, 2011
Certificate of Achievement for Excellence in Financial Reporting

October 7, 2011
Fiscal Policy and Procedures Manual Revisions Memo
Fiscal Policy and Procedures Manual Revisions

October 3, 2011
Information on Longevity Payments 2011
Information on Longevity Payments for Manual Agencies 2011

September 28, 2011
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

September 13, 2011
Travel Reimbursement for Extradition

September 1, 2011
AP Issues Memo

August 26, 2011
Employee Retirement Contribution for Overtime Pay and Subsistence Allowance

August 10, 2011
Approved Payroll Deduction Slot / Hardin Insurance Services, L.L.C.

July 25, 2011
Out-Of-State Travel Requests

July 20, 2011
Act 2011-678 Provisions Relating to Appointed Counsel for Mental Commitments

July 19, 2011
Board of Adjustment Policies Regarding Claims For Prior Fiscal Year Invoices and Employee Expenses

July 13, 2011
FICA/Medicare Tax on Non-Overnight Per Diem - January 2011 through April 2011

July 13, 2011
Agency Security Administrators

July 11, 2011
April 2011 Tornadoes and Future Disaster Accounting

July 5, 2011
Attached Memo Regarding Payroll Deduction
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

June 24, 2011
Travel - Mileage Rate

June 20, 2011
Non-Overnight Per Diem Report

May 23, 2011
FICA/Medicare Tax on Non-Overnight Per Diem

March 23, 2011
Jefferson County Occupational Tax

February 4, 2011
Taxable Fringe Benefits

February 3, 2011
Reinstatement of Jefferson County Occupational Tax

January 12, 2011
Longevity Overtime

January 11, 2011
2010 Forms W-2 for Legislators

January 11, 2011
2010 Wage and Tax Statement, Form W-2

December 10, 2010
Jefferson County Occupational Tax

December 10, 2010
Travel - Mileage Rate

December 8, 2010
Advanced Earned Income Tax Credit

November 24, 2010
Certificate of Achievement for Excellence in Financial Reporting

November 17, 2010
Board of Adjustment Claims

October 27, 2010
Vouchers using Appropriation 050 for Capital Outlay Payments

October 4, 2010
Information on Longevity Payments 2010
Information on Longevity Payments for Manual Agencies 2010

September 28, 2010
Reinstating AEA Dues and ASEA PAC Payroll Deductions

September 27, 2010
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

September 16, 2010
Update to Fiscal Policy and Procedure Manual
FPPM 022010
FPPM 082010

July 1, 2010
U.S. Department of Treasury Savings Bonds

June 28, 2010
Discontinuing State Payroll Deductions for PACs

June 3, 2010
End of Year Memo 2010

June 1, 2010
Attached Memo Regarding Payroll Deduction
2010 Payroll Deduction for Dues and Voluntary Contributions to Employee Organizations

February 4, 2010
Taxable Fringe Benefits
 
January 15, 2010
Longevity Overtime

January 12, 2010
2009 Form W-2 for Legislators

January 12, 2010
2009 Wage and Tax Statement, Form W-2

December 7, 2009
2010 Mileage Rate

November 19, 2009
Change in Deferred Compensation Plan Deduction Codes

October 14, 2009
Financial Statements for 2009
          Instructions

October 2, 2009
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles
Information on Longevity Payment for Manual Users in 2009
Information on Longevity Payment 2009

September 29, 2009
Accounting for Intangible Assets

September 25, 2009
Accounts Payable Updates and Issues (2009)

September 23, 2009
New and Deleted Sub-Objects and Updated Sub-Object Definitions for FY2010

August 28, 2009
Open Checkbook on Open.Alabama.gov

August 27, 2009
Journal Vouchers

http://budget.alabama.gov/pdf/gfopinst/GFOPInstructions2014.pdf

June 3, 2009
Year End Memo FY09

June 2, 2009
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

April 16, 2009
State Personnel Board Classified Employee Position Special Election

March 16, 2009
New Report Outstanding [Payroll] Warrants Over 60 Days

January 15, 2009
Longevity Overtime Memo

January 8, 2009
2008 W-2 Memo
2008 W-2 Memo for Legislators

November 25, 2008
Mileage Update

October 2, 2008
Longevity Memo for Manual Users
Longevity Memo
Commuting Use Letter

June 25, 2008
Mileage Update

June 5, 2008
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

June 4, 2008
End of Year Memo

May 12, 2008
IF Warrant Registers

April 13, 2008
Payroll Register
Payroll Report

January 10, 2008
2007 Wage and Tax Statement

December 6, 2007
IT Planning Obj 0800 49

November 28, 2007
Mileage Update
Update to Fiscal Policy and Procedures - Employee Training

October 3, 2007
Commuting Use

October 2, 2007
Longevity Memo
Longevity Memo for Manual users

September 17, 2007
2008 New, Deleted and Refined Sub-Objects

August 17, 2007
Accounts Payable Updates

June 21, 2007
JV Instructions

May 31, 2007
Employee Retirement Elections Position 2

May 21, 2007
Payroll Deductions for Dues and Voluntary Contributions to Employee Organizations

January 11, 2007
2006 Wage and Tax Statement Form W-2
2006 Form W-2's for Legislature

November 6, 2006
Mileage Rate Change

October 3, 2006
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

October 2, 2006
Longevity Pay

August 21, 2006
Accounts Payable Issues

August 15, 2006
New, Deleted and Revised Sub-objects

June 22, 2006
ERS Election
Payroll Deductions

June 6, 2006
End of Year Memo

March 9, 2006
Semi Monthly Payroll Distribution

February 1, 2006
Semimonthly Payroll Information for Employees

January 20, 2006
Longevity Overtime

December 29, 2005
Update to Fiscal Policy and Procedures Manual

December 9, 2005
Mileage Update

October 14, 2005
New and Deleted Subobject Codes

October 4, 2005
Commuting Use

October 3, 2005
Insurance Proceeds

October 3, 2005
Longevity Memo for Manual Users

October 3, 2005
Longevtiy Memo

September 26, 2005
October 1, 2005 Payday

September 12, 2005
Mileage Rate Change

September 9, 2005
Update to Fiscal Policy and Procedures Manual Per diem Changes

August 10, 2005
October 1, 2005 Payday

July 20, 2005
EFT Information for Non-AMS
PO for Computers

July 19, 2005
Negative Warrants
Vouchers on Hold

July 15, 2005
Pay Stub Changes

July 6, 2005
Payroll Registers on the Internet

June 29, 2005
Voluntary Deductions

June 3, 2005
End of Year Memo

February 7, 2005
FICA on Taxable Fringe Benefits

January 24, 2005
Longevity Overtime

January 10, 2005
W-2 Memo for Legislators
W-2 Memo

January 6, 2005
Special Vouchers

December 6, 2004
2005 Mileage Rate

October 29, 2004
Chart of Accounts Revisions

October 26, 2004
Governmental Funds-Real Property

October 7, 2004
Internet Services

October 1, 2004
Blank Longevity 1-Pay Form

October 1, 2004
Information on Longevity Payments-Manuals

October 1, 2004
Information on Longevity Payments

July 29, 2004
OLGL Modification

July 7, 2004
Voluntary Deductions

June 30, 2004
Obj 0500-0600-11

June 1, 2004
2004 End of Year Memo

January 20, 2004
Update to Fiscal Policy and Procedures Manual

November 10, 2003
Updated Email Address

October 20, 2003
Travel-Mileage Rate

October 8, 2003
Taxation and Reporting of Personal Use of State Owned Leased Vehicles

October 1, 2003
Information on Longevity Payments Manuals

October 1, 2003
Information on Longevity Payments

July 31, 2003
Central Accounting System Monthly Report Printing

June 30, 2003
Finance Director's Office Memo-PDA Purchases

June 5, 2003
ERS Board of Control Position No. 2 Election

June 4, 2003
2003 End of Year Memo

May 6, 2003
Finance Director's Office Memo-Use of State Motor Pool Vehicles

April 30, 2003
Overnight Travel less than 100 miles

March 31, 2003
Update to Fiscal Policy and Procedures Update

March 28, 2003
Finance Director's Office Memo-Per diem and Travel Revised

March 26, 2003
Fiscal Policy and Procedures Update

March 25, 2003
Finance Director's Office Memo-Travel Policies and Procedures

March 4, 2003 
Update to Fiscal Policy and Procedures Manual

February 18, 2003
Integration Errors

February 11, 2003
Accounting for Interfund Transactions

February 7, 2003
Update to Fiscal Policy and Procedures Manual

January 24, 2003
Longevity Overtime

January 13, 2003
2002 Wage and Tax Statement, Form W-2

November 8, 2002
CAFR Instructions - Capital Assets in Governmental Funds

November 1, 2002
CAFR Instructions - Capital Assets in Proprietary Funds

October 24, 2002
Signature Requirements

Voucher Processing

October 9, 2002
Taxation and Reporting of Personal Use of State Owned/Leased Vehicles

October 4, 2002
Information on Longevity

October 3, 2002
Changes in Procedures for Longevity Pay

October 2, 2002
Voucher Processing

October 2, 2002
Travel Mileage Rate

 




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