The purposes of this Bulletin are to:

• Notify agencies that Section 4.0120 of the Volume XI of the New York State User Procedure Manual has been updated with important information concerning monthly reconciliation and reporting of bank account balances.

• Request agencies to review the Financial Report section of the New York State Register to ensure that ALL bank account and financial institution names are correctly shown. Updates to bank account information should be immediately reported to the Division of the Treasury. To review these financial reports of depositories for funds of the State of New York please visit the following website:

http://www.dos.state.ny.us/info/register.htm

Pursuant to §107 of the State Finance Law, the Commissioner of Taxation and Finance is required to publish in the State Register, on or before the last day of each month, a detailed statement of the balance(s) on deposit in any bank account under the administrative control of any state officer or board. This includes, but is not limited to: agency revenue collection accounts, cash advance accounts, custodial accounts (e.g. inmate funds, patient accounts, etc.), agency funds, etc.

In order to ensure compliance with this statutory requirement, agencies must obtain and reconcile bank statement balances and provide the reconciled bank account balance(s) to the Commissioner of Taxation and Finance. The preferred method of reporting data and balances is by e-mail (case sensitive) in an Excel worksheet:

Treasury-State.Register.Reporting@tax.state.ny.us

Monthly Reports of Balances in State Accounts delivered via an overnight delivery service should be addressed to:

Commissioner of Taxation and Finance
NYS Division of the Treasury
110 State Street - 2nd Floor
Albany , N.Y. 12207

Monthly Reports of Balances in State Accounts sent through the US Postal Service should be addressed to:

Commissioner of Taxation and Finance
NYS Division of the Treasury
P.O. Box 22119
Albany , N.Y. 12201-2119

Late filing or failure to reconcile and report monthly account balances is characteristically an indicator of deficiencies in internal controls over cash that inevitably result in increasing the agency risk assessment used by State auditors to assess the strength of agency internal controls. For more information on the Standards for Internal Control in New York State Government please visit the State Comptroller's website:

http://www.osc.state.ny.us/agencies/ictf/docs/intcontrol_stds.pdf