Financial Rep MeetingNovember17, 2009

AgendaOpening Remarks………………………………………………………8:30 –

8:45 Ralph Alvarez

Procure-to-Pay…………………………………………………..…………8:45 – 9:35

Dawn Snyder, Roberta McManus & Karen Gibson

Budget & Accounting…………………………………………………9:50 – 10:40

Roberta McManus, Michael Lake & Judd Enfinger

Reports & Queries..……………….……………………………………10:55 – 11:45

Judd Enfinger

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PROCURE-TO-PAY

DAWN SNYDERROBERTA MCMANUSKAREN GIBSON

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Current Topics & EventsePayablesNew AVIS ContractP-Card updatesNon-duty Stipend/Research Participants Payments

eMarketGoods & Services Procurement Guide

Procure-to-Pay 4

ePayables Check out the ePayables website Ledger Summary example:

Ledger Detail example:

Always search for your cash balance by typing in Account Code ‘11%’

If you see a payment reference ID (“check” number) that begins with a 7 or an 8 and have questions, please email epayments@admin.fsu.edu or call the AP office

Procure-to-Pay 5

New AVIS Contract A summary of the new Avis contract has been

posted to the Travel website The new contract is effective until 2014 AVIS has added a passenger van and a standard

SUV to the contract – both are to be used only if you have multiple travelers or are transporting a large quantity of materials

When you are renting an AVIS vehicle using a Travel Card and a wizard number, update your profile with Avis to include FSU’s tax exempt information. This will prevent you from having to seek sales tax credits from Avis on T-Card car rental.

Procure-to-Pay 6

P-Card Updates New Purchasing Card BlackBoard site contains a

variety of useful information◦ Pcard UPK training◦ Faxes pending for Hummingbird◦ Monthly reconciliation packets◦ A job aid on how to enroll in this site is available

Pcard holder and proxy listserv available

Procure-to-Pay 7

Non-duty Stipend Payments Students enrolled at FSU Post Doctoral candidates Do not require services be provided in return Updated Non-duty Stipend Form available online

◦ Students charge Account Code = 742201◦ Post Docs charge Account Code = 742225

Foreign Individuals receiving non-duty payments◦ Process through payroll◦ Charge Account Code = 742240

Excluded from F&A base NOT reported on Form 1099 MISC Types of Non-Duty payments

◦ Scholarships◦ Fellowships◦ Tuition

Procure-to-Pay 8

Research Participant Payments Students or non-students Incentives to individuals

◦ Subjects◦ Trainees◦ Collaborator

Approved human subjects protocol – PI responsible for ensuring participant experience and payment comply

New Research Participant Request Form available online◦ Charge Account Code = 740355 (included in F&A base)◦ Charge Account Code = 741954 (excluded from F&A base)

Foreign individuals receiving participant payments◦ Process through payroll◦ Charge Account Code = 740273◦ Reported on Form 1042S, if applicable

Procure-to-Pay 9

Currently 18 contract suppliers in eMarket New contracts in the works for eMarket

◦ AirGas (industrial/specialty cylinder gases)◦ Agilent Technologies (life sciences & chemical analysis

product lines)◦ Henry Schein (general athletic, medical and dental supplies)◦ Marpan (lamps: incandescent, fluorescent, etc.)◦ Dade Paper (tissue, paper towels)◦ Goal to implement even more; email us your suggestions

Do not use split distributions for eMarket orders Items purchased for $1,000 or more that will last for

at least one year should have an OCO category code◦ To change a category code from Expense to OCO see the

eMarket Requestor job aid, starting on page 18

eMarket Updates

Procure-to-Pay 10

A Purchasing Services Goods & Services Procurement Guide is online

New Contracts Recently Added◦ A/V equipment◦ Blackboards/display boards◦ Book binding services◦ Lamps (incandescent, fluorescent, halide, halogen)◦ Library materials◦ Printing/mailing services (in-house)

Goods & Services Procurement Guide

Procure-to-Pay 11

Q&A Panel of ExpertsKaren Gibson – Purchasing

ServicesRiley Kinney – Controller’s Office,

Disbursement ServicesRoberta McManus – Sponsored

Research Accounting ServicesNancy Milburn – Purchasing

ServicesDawn Snyder – Controller’s

Office, Disbursement Services12Procure-to-Pay