Resources to assist and educate departments with processing encumbrances and filing contracts, grants, subsidies, interdepartmental service agreements (ISA's) and interdepartmental chargebacks (internal business) in MMARS.
NEW: Electronic contracts, amendments, and Interdepartmental Service Agreements Submission
Departments are now able to submit New Contracts, Amendments and Interdepartmental Service Agreements (ISAs) electronically through email to the CTR Contracts Unit. Over the past several months, we implemented this process with serval agencies and have worked to condense the packages to identify the key documents our analysts require for review. It is not the intent of the condensed contract and ISA packages to diminish compliance with any applicable CTR or Operational Services Division (OSD) regulation or policy, but rather a streamlined process to facilitate the review of electronic submissions. This method is an efficient practice to receive and store documents and eliminates mailing or hand deliveries.
Contracts / Amendments
Each contract submission must include a completed CTR Contract Transmittal Form and only one contract may be submitted in each e-mail. Attachments for contracts and ISAs must be submitted in PDF, Word, or Excel format only. Other formats (such as images or cloud files like Google Docs) should first be converted to a PDF before being attached.
Categories A, B, C only require the Contract Transmittal Form and should be sent to email@example.com. In order to achieve and improve administrative efficiency, Category B1 transactions – Departmental Master Service Agreement Vendor Specific will now workflow to Final at the department level as long as the referenced MA is properly set-up in MMARS. Please review the attached Job Aid Create a Departmental Master Agreement (MA).
Interdepartmental Service Agreements
1. Send to firstname.lastname@example.org
2. CTR Transmittal Form – One ISA per form
3. Email Subject should be the MMARS Document ID#
4. Scan Fully Executed ISA
5. Do not send ISA instructions (pages 6, 7 and 8) or MMARS screen prints
6. Only send Attachment C if funding is from a federal grant
7. Buyer / Seller departments are required to have wet signatures and other relevant attachments on file to support the ISA
Contracts / Amendments
There are varieties of services with various contract requirements. In order to email contract and ISA packages, your Chief Fiscal Officer, MMARS Liaison or a Director of Procurement / Contracts / Budgets or Accounting must contact Assistant Comptroller Kristine Hill-Jones at 617-973-2362 or Kristine.Hill-Jones3@mass.gov for guidance.
Instructions for Standard Contract Form (06/30/2020)
Standard Contract Form (06/30/2020)
Commonwealth Terms and Conditions (10/25/2019)
Presentations and documents containing information about the 9C Contract Reductions.
Expenditure Classification Handbook
CTR Statewide Contracts
Overview of Master Agreements and Statewide Contracts and a listing of Master Agreements offering discounts.
Prompt Pay Discounts
The Contract Liaison will be the lead coordinator between the Contract Unit Staff and Departments in resolving contract related issues. Departments are urged to first call the MMARS Helpline (617-973-2468) with any questions that are related to transaction processing in MMARS. Departments should contact the Contract Unit Liaison only if there is a need to know the status of a contract that has been submitted to CTR but has not been reviewed and processed, or if the department has received an e-mail from the Contract Unit requesting additional information or further clarification pertaining to a contract.
Please refer to page 11
This Overview is a diagram of the flow of documents from the pre-encumbrance to the payments level. The documents on the left require a commodity code; the documents on the right do not require a commodity code.