To provide State agencies with the 2009 monthly reporting schedule for agency bank accounts which must be reported and published in the State Register. 

Since Accounting Bulletin A-570 was issued in December 2006 substantial improvements have been made in the timely reporting of agency bank account information.  Still there remains a significant number of agency accounts being reported late or no report received.  Failure to provide a monthly report of ALL balance(s) on deposit in any bank account under the administrative control of any state officer or board to the Department of Taxation and Finance – Division of the Treasury is a violation of §107 of the State Finance Law.

All agencies are requested 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/2008.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 ALL 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.

Since virtually all banks offer online electronic (paperless) statements, agencies are encouraged to utilize this bank service to obtain statements immediately after month-end and reconcile these to agency records. 

In order to ensure compliance with this statutory requirement, agencies must obtain and reconcile bank statement balances and provide the following to the Commissioner of Taxation and Finance:

• Agency Name
• Agency Code
• Agency Contact Name And Phone Number
• Bank Name
• Account Name
• Reconciled Balance (if reconciled balances are not available then report the most reliable date either from agency book balance records or unreconciled bank statement balances)

The preferred method of reporting data and balances is by e-mail to (case sensitive):
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

Since virtually all banks offer online electronic (paperless) statements, agencies are encouraged to utilize this bank service to obtain statements immediately after month-end and reconcile these to agency records.  Late filing or failure to reconcile and report ALL 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

Questions concerning the filing of monthly Report of Balances in State Accounts may be directed to the Division of the Treasury at 518-474-5472.