FY2022-22: Department Head Annual Review and Approval of Statewide Enterprise Systems
Annually, Department Heads must review and confirm: (1) the employees they have authorized to access, process, and approve transactions within the Commonwealth’s Enterprise Systems on their behalf; and (2) any other individual(s) from their agency who are authorized to obligate and expend funds (execute contracts, approve payroll, incur obligations, authorize payments, etc.) on behalf of the Department Head, even if those individuals do not directly access the Enterprise Systems themselves, i.e., they do not go into MMARS to execute a transaction but instead may sign a document externally or approve an expense. This is because in addition to being the Commonwealth’s financial system of record, MMARS is also the repository of those with delegated Department Head Authority. This certification must be completed and returned to the Office of the Comptroller before the last business day of the fiscal year, which will be Thursday, June 30, 2022, this year.
New Department Heads must approve security roles within 30 days of their appointment. If you have reviewed and approved security for your department and submitted a certification on or after April 1, 2022, either as a new Department Head or due to staffing changes, you have satisfied the requirement set forth in this Fiscal Year Memo.