1 Colo. Code Regs. § 101-1-1-2

Current through Register Vol. 47, No. 19, October 10, 2024

Rule 1 CCR 101-1-1-2 - STATE FINANCIAL SYSTEM

1.AUTHORITY

§24-30-202(12), C.R.S. (Accrual System of Accounting)

§2-3-107, C.R.S. (Authority to subpoena witnesses - access to records)

§24-30-202(11), C.R.S. (State Controller Authority for Tracking Sources of Money Accruing to the State)

§24-30-201(1)(f), C.R.S (Accounts and Control - Controller)

2.DEFINITIONS

2.1. CORA - Colorado Open Records Act, § 24-72-200.1, et seq., C.R.S.

2.2. Electronic Interface - A standard specifying a set of functional characteristics, common physical interconnection characteristics, and signal characteristics for the exchange of data.

2.3. State Financial System - The official financial system for the State of Colorado, as prescribed by the State Controller, and used by the Office of the State Controller to prepare statewide reports including the Annual Comprehensive Financial Report, and also used by most State Agencies to record transactions and prepare reports for their organizations.

2.4. State Agency and Institution of Higher Education Financial Systems - Systems used by certain State Agencies and Institutions of Higher Education to record transactions, prepare reports, and prepare financial statements for their organizations.

3.RULE

The State Controller is the official custodian of the database included within the State Financial System.

The State Controller, as official custodian of the State Financial System, shall approve access and resolve all disputes regarding access to the State Financial System and information contained in that system in compliance with CORA.

3.1. Use of the State Financial System and State Agency and Institutions of Higher Education Financial Systems

3.1.1. All State Agencies and Institutions of Higher Education shall either:

3.1.1.1. Use the State Financial System to record their financial transactions and financial information, develop their financial reports, and prepare their financial statements; or

3.1.1.2. Use a State Agency or Institution of Higher Education Financial System to record their financial transactions and financial information, develop their financial reports, and prepare their financial statements.

3.1.2. The State Controller shall approve State Agency and Institution of Higher Education Financial Systems in accordance with § 3.2 of this Fiscal Rule.

3.1.3. Redundancies in functionality between State Agency or Institution of Higher Education Financial Systems and the State Financial System shall be eliminated to prevent duplication in the development of financial systems, to improve the compatibility of financial systems, to facilitate inter-system communications and to timely access information, and to improve the efficiency of the collection, maintenance, and reporting of financial information throughout State government.

3.1.4. Internal Revenue Service Filing Requirements

3.1.4.1. State Agencies and Institutions of Higher Education exempt from using the State Financial System shall be responsible for Internal Revenue Service (IRS) filing requirements in accordance with the Internal Revenue Code, including obtaining a separate Taxpayer Identification Number (TIN) from the IRS. The XX-XXX4739 TIN is reserved for use by the Office of the State Controller when interacting with the IRS and not to be changed by State Agencies.

3.1.4.2. For State Agencies that utilize the State Financial System, IRS filing requirements are coordinated by the Office of the State Controller on behalf of State Agencies. State Agencies shall record contractor and payment transactions properly to ensure proper Federal reporting.

3.2. State Agencies and Institutions of Higher Education Financial Systems

3.2.1. All State Agencies and Institutions of Higher Education Financial Systems shall have the capability to interface with the State Financial System.

3.2.2. Approval of Financial Systems

3.2.2.1. If the State Controller and State Agency agree that the State Financial System can meet the State Agency's needs, then the State Agency shall use the State Financial System unless the State Controller approves the procurement of another proposed system.

3.2.2.2. If the State Controller and State Agency agree that the State Financial System cannot meet the State Agency's needs, then solicitations for such a financial system shall include a requirement that the financial system shall interface with the State Financial System. The State Controller shall approve the electronic interface of the proposed system with the State Financial System upon completion of testing of the interface, if testing confirms that the interface is fully operational.

3.2.3. If the present functionality of the State Financial System does not meet the needs of an Institution of Higher Education, the solicitations for a proposed financial system shall include a requirement that the proposed financial system shall interface with the State Financial System. The State Controller shall approve electronic interfaces of proposed systems used by Institutions of Higher Education with the State Financial System upon completion of testing of the interface.

3.2.4. State Agencies and Institutions of Higher Educations that use their system shall interface their data to the State Financial System as directed by the State Controller, if testing confirms that the interface is fully operational.

3.3. Access to State Network

3.3.1. Access to the State network shall only be granted in accordance with the policies issued by the Office of Information Security in the Governor's Office of Information Technology.

3.4. Access to the State Financial System

3.4.1. State Financial System records contain both public and confidential information. Therefore, an employee who has access to the State Financial System shall only access information that is needed to do the employee's job and shall not browse or otherwise access information contained in the State Financial System that exceeds the minimum necessary to do the employee's job. Individuals with the authority to grant access to the State Financial System shall only grant access to create, modify or approve documents within the State Financial System to users as required by the user's job duties.

3.4.1.1. Individuals with the authority to grant access to the State Financial System shall only grant access to non-State employees if such access is necessary to the work that the non-State employee is performing for the State or to comply with audit requirements. If access is granted to a non-State employee, then the individual granting such authority shall ensure that the access granted is read-only, and limited to the specific purpose for which access was granted and only for the duration of the work that will be performed by the non-State employee.

3.4.2. If the State Controller receives a request from a State Agency or Institution of Higher Education for information belonging to another State Agency or Institution of Higher Education, the State Controller shall notify each State Agency or Institution of Higher Education whose information has been requested of the request for information and furnish such State Agency or Institution of Higher Education with a copy of the information provided.

3.4.3. If the State Controller receives a request from the Office of the Governor or the Legislative Branch for information belonging to State Agency or Institution of Higher Education, the State Controller shall notify each State Agency or Institution of Higher Education whose information has been requested of the request for information and furnish such State Agency or Institution of Higher Education with a copy of the information provided.

3.4.4. If the State Controller receives a request for information from a citizen or entity other than a State Agency or Institution of Higher Education under CORA, the State Controller shall furnish the information in a timely manner, as provided by statute, if the State Controller is the custodian of record for that information. The State Controller shall only respond to requests under CORA if the State Controller is the custodian of record for the information contained in that request. For all requests for which the State Controller is not the custodian of record, the State Controller shall refer the request to the State Agency or Institution of Higher Education who is the custodian of record for that information, if known.

3.4.5. The State Auditor has the authority to access the State Financial System, State Agency and Institutions of Higher Education Financial Systems, and the books, accounts, reports, vouchers, or other records or information of State Agencies and Institutions of Higher Education in accordance with § 2-3-107, C.R.S.

3.5. State Financial System Security

3.5.1. The State Controller and the Governor's Office of Information Technology are responsible for the overall security of the State Financial System. The State Controller may delegate security responsibility to State Agencies and Institutions of Higher Education for access to the State Financial System.

1 CCR 101-1-1-2

41 CR 19, October 10, 2018, effective 11/1/2018

45 CR 11, June 10, 2022, effective 7/1/2022

46 CR 11, June 10, 2023, effective 7/1/2023

47 CR 08, April 25, 2024, effective 7/1/2024