The Commonwealth of MassachusettsOffice of the ComptrollerOne Ashburton Place, Room 901Boston, Massachusetts 02108MARTIN J. BENISONCOMPTROLLERPHONE (617) 727-5000FAX (617) 727-2163 MMARS Policy: PayrollI ssue Date: July 1, 2004Date Last Revised: October 1 7, 2008Payroll Inform at ion/WarehouseExecutive SummarvPayroll information is available in a variety of ways. The Commonwealth Information Warehouse, which stores the Commonwealths payroll and accounting data, and View Direct/Document Direct, which gives users access to online payroll and audit reports, are two of the most commonly used methods of retrieving payroll information.ConsiderationsIt is the policy of the Comptrollers office that audit trail and all standard payroll reports will be electronically available to all Departments. These reports will be run on a predetermined schedule and archived in ViewDirect/Document Direct. All data related to payroll will be available in the Commonwealths Information Warehouse. While this data is stored electronically, for audit purposes the department must store the original documentation as established by Internal Controls.This policy applies to all Commonwealth Branches and Departments.PolicvAll standard payroll reports, as detailed in the Best Practices Document, will be made available to departmental users electronically using Document Direct. The Information Warehouse will be the repository for all current and historical data for those departments who elect to create their own ad hoc reports. Departments must still adhere to the hard copy record keeping as mentioned in the Comptrollers Payroll /ccou/打 Official Record of Payroll Expenditures a nd HRDs Time and Attendance Policy. Departments will manage the level of information access/security given to each of its users.* The Office of the Comptroller and the Human Resources Division provide Departments with a bi-weekly guide, the Best Practices Document, for processing payroll. This document details the steps, reports and deadlines that are to be reviewed in order to complete payroll. The Best Practices Document can be found at the Comptrollers website at:httD：/ctrDartnernet.ctr.state.ma.us: 1644/Partner NET/Document Library/Aosc/docs/How To/JobAids/LCM JS16.doc.Commonwealth Information WarehouseThe Commonwealth Information Warehouse is a centralized, integrated database that gathers data from a variety of source systems (Accounting data from MMARS, Payroll Cost data from LCM, and Personnel data from HR/CMS and e* mpac).The Information Warehouse has been the source of Payroll Cost Reporting System (PCRS) labor distribution and earnings data since July of 1994 and as of Fiscal Year 2005 Labor Cost Management (LCM) earnings data. Financial data is available in the Warehouse from Fiscal Year 1993 to the present fiscal year, and Human Resource (HR/CMS) data is available from Fiscal Year 1995 to the present fiscal year. UMASS Payroll data (e* mpac) has been available since July of 2002.It is important to note that the data available in the Information Warehouse is only accessible with specific authorization by individual Departments through a standard query tool, such as Microsoft Access or Excel. Unlike standard reports available on ViewDirect/Document Direct, the Warehouse is designed to answer specific questions put forth by the user, using the previously mentioned query tools.For more information on using the Information Warehouse, please visit their website at htt。:/, or contact the Warehouse Helpline at 1-800-335-4702.Public Records InformationDepartments will be required to maintain all payroll records in accordance with the confidentiality and public records requirements of Massachusetts General Law Chapters 66, 66A, 801 CMR 3.00, 950 CMR 32.00 and 950 CMR 33.00 as applicable.Internal ControlsSee Best Practices For Payroll.I nformation SourcesRelated Procedure - None Legal Authorityo 801 CMR 3.00 Privacy and Confidentialityo 950 CMR 32.00 Public Records Accesso 950 CMR 33.00 Fair Information Practices Massachusetts General Laws, Chapter 7A, Sections 3, 7 and 8 Massachusetts General Laws, Chapter 66 and 66A Attachments - Best Practices For Payroll Links - Contacts - CTR Help Desk 61 7-973-2468 ComDtroller Web Portal HomeDaqeRevisionsOctober 1 7, 2008 - Title changed. Added references to Comptrollers Official Payroll Record Record KeeDinq, Payroll Expenditures Policy and Time 新d 如eodace Policy. - Added references to UMASS data (e* mpac).November 1, 2006 - Removed language referencing Knowledge Center and updated relevant links to Mass.gov/osc portal site