MyFloridaMarketPlace Vendor Teleconference Series August 20, 2008: 1% Transaction Fee/Fee Reporting 12:00 noon – 1:00 p.m. EDT The toll free number is: (888) 808-6959 Conference Code: 4888366

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Overview of MFMP MyFloridaMarketPlace (MFMP) is the state’s online purchasing system and continues to be the state’s a significant tool for buyers and vendors of the State of Florida MFMP’s state of the art system focuses on best practices and maximizes the state’s buying power to support efficient government MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors

Overview of MFMP MFMP Customers MyFloridaMarketPlace is a tool used by buyers and vendors of the State of Florida Buyers include executive and other state agencies Vendors include state term contract vendors, agency/department contract vendors, and minority-owned and small businesses – anyone and everyone who does business with the State of Florida Why MFMP? The MFMP system is designed to increase public access to state government buying entities, as well as enhancing economic development opportunities for small businesses and minority-owned, service disabled veteran, and women-owned businesses.

Overview of MFMP MFMP Vendor Benefits Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) Reduced marketing costs 24/7 access to more bid opportunities and information Vendor Bid System (VBS) Ariba Sourcing eQuote Equal access for small and minority-owned businesses Less paperwork and processing time Improved quality of interactions with the state Customer service support staff available to provide real time assistance Green catalog and product listing options

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of the 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Overview What is the 1% Transaction Fee? Subject Title Subject Title Through rule 60A-1 of the Florida Administrative Code (FAC), the use of the fee was extended to transactions processed through the MyFloridaMarketPlace system (MFMP) Business conducted with the State of Florida outside of MFMP is still subject to the 1% transaction fee unless specifically exempt by rule Provides funding for the e-procurement system and purchasing oversight that benefits the state and business community The MFMP 1% transaction fee provides the e-procurement system that allows vendors electronic access to state buyers and also provides vendor support activities There is no charge for vendors to register in MyFloridaMarketPlace

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Terms and Definitions MFMP Transaction Fee Terms and Definitions Subject Title Transaction Fee Reporting System – MyFloridaMarketPlace online system for reporting and tracking of transaction fees. Accessed through the MFMP Vendor Registration system. Consolidated Billing Invoice (CBI) – The Consolidated Billing Invoice (CBI) detail provides your vendor invoice number, the State of Florida's order number, the total amount of the payment, the date the payment was issued, and the total amount due for each payment issued. State Term Contract (STC) – As defined in s. 287.012(27), F.S.  "State term contract" means a term contract that is competitively procured by the department pursuant to s. 287.057 and that is used by agencies and eligible users pursuant to s. 287.056. Alternate Contract Source (ACS) – Term contracts or requirements contracts competitively established by other governmental entities. In the MyFloridaMarketPlace e-procurement system, an ACS is deemed to be a State Term Contract. State Purchasing Agreement (SPA) – Pricing agreements issued by the Department of Management Services, Division of State Purchasing less than $25,000 pr unit. Non-State Term Contracted Vendor – Any other vendors providing goods or services to a state agency not on a statewide contract. May be contracted by a specific agency. If an ACS is approved for an agency, the ACS is deemed to be a Non-State Term Contract (or Agency Contract). PUR 3776 – State Form for reporting of Transaction Fees

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Transaction Fee Reporting and Payments When Are Reports Due? STC (including ACS) and SPA Contracted Vendor Reports are due 15 calendar days after the end of every month, even if no payments are received during the month. A zero balance Consolidated Billing Invoice (CBI) will be created at the beginning of each month for vendors who are on a State Term Contract and / or State Purchasing Agreement. If you are a State Term Contract vendor and have not received any payments from State Term Contract Eligible Customers during the previous month, you still need to submit a report that indicates no payments were received during the reporting period. All Other Vendors (Non-State Term Contracted Vendors) Reports are due 15 calendar days after the end of a month when fee-eligible payments are received. If the vendor did not receive any additional income other than what was billed by the state, it is not necessary to submit a Transaction Fee Report. A non-state term vendor who was billed less than $50.00 may allow the balance to accrue to $50.00 per calendar year before submitting a payment.

Transaction Fee Reporting and Payments Payment Details Subject Title Subject Title The 1% transaction fee is paid to the State of Florida. The fee is due after the report has been submitted online or 15 calendar days after the vendor has received a fee-eligible payment from the state. Vendors should access the e-procurement system on the fifth business day of the month to review their CBI. Payments are accepted via check, money order, cashier’s check or Debit Automated Clearing House (ACH). Debit ACH, also known as bank-to-bank EFT (Electronic Funds Transfer), is a form of electronic payment in which you electronically transfer funds from your bank account to the MFMP account. If paying by check, money order or cashier’s check, please submit your method of payment made payable to: MyFloridaMarketPlace P.O. Box 5497 Tallahassee, FL 32314-5497 Please record the Federal Tax Identification number, company name, and the Consolidated Billing Invoice (CBI) number on the payment to ensure the payment is posted to the company’s account.

Transaction Fee Reporting and Payments Payment/Report Schedule Contract Type When Report Due Fees Owed On Transaction Fee Report Sections to be Completed DMS STC (including ACS) and SPA 15 calendar days after the end of every month, even if no payments are received during the month All payments received by state agencies and other eligible users of the contract (e.g., counties, cities, colleges) Summary and Detailed Sections All Others (Non-State Term Contracted Vendors) 15 calendar days after the end of a month when fee-eligible payments are received All payments from Executive Branch agencies Summary Section

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Transaction Fee Reporting STC and SPA Contracts Transaction Fee Reporting Log in to your vendor registration account https://vendor.myfloridamarketplace.com/ and enter your username and password.

STC and SPA Contracts Transaction Fee Reporting Upon accessing the database and selecting the option to Submit Your Transaction Fee Report Online, please confirm your billing and collections email address by selecting ‘CONTINUE’

STC and SPA Contracts Transaction Fee Reporting Confirm your billing and collections email address by selecting ‘CONTINUE.’ Your Company’s Email Address

STC and SPA Contracts Transaction Fee Reporting Click View My Consolidated Billing Invoice

STC and SPA Contracts Transaction Fee Reporting Click on “No Report Submitted, a zero balance CBI will be generated for a STC/SPA and ACS vendor.

STC and SPA Contracts Transaction Fee Reporting Click on “No Report Submitted, a zero balance CBI will be generated for a STC (including ACS) and a SPA vendor. If you are a State Term Contract vendor and have not received any payments from State Term Contract Eligible Customers during the previous month, you still need to submit a report that indicates no payments were received during the reporting period.

STC and SPA Contracts Transaction Fee Reporting Next, input either your DMS STATE TERM CONTRACT NUMBER or your STATE PURCHASING AGREEMENT NUMBER. Then, complete field ‘D’ by inputting the total amount received during the reporting period. Next, field ‘F’ should be the 1% calculation of the total amount received as inputted in field ‘D.’ Fields F, I, & K should be the same value. Complete field J by inputting 0.00 if you have additional DMS STATE TERM CONTRACT NUMBER(s) or ADDITIONAL SPEND outside of any State Term Contract you will select the ‘ADD LINE TO THIS FORM’

STC and SPA Contracts Transaction Fee Reporting Finally, the TOTAL fields under each column must be populated with the appropriate values. Once you have completed the table in its entirety, select the ‘ADD REPORT DETAIL’ tab.

STC and SPA Contracts Transaction Fee Reporting From there, the CONTINUE tab should be highlighted and available to click to proceed to the next page of the report.

STC and SPA Contracts Transaction Fee Reporting The final page of the report is the Summary page. While virtually all sections of the report are pre-populated, you are still required to complete fields A, B, and C.

STC and SPA Contracts Transaction Fee Reporting The final page of the report is the Summary page. While virtually all sections of the report are pre-populated, you are still required to complete fields A, B, and C. Once you have completed those fields, select the ‘I Agree’ tab at the bottommost section of the form.

STC and SPA Contracts Transaction Fee Reporting Upon successful completion of the form, the system will give you a confirmation number.

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Non State Term Contract Vendor Transaction Fee Reporting Log in to your vendor registration account https://vendor.myfloridamarketplace.com/ Enter your username and password

Non State Term Contract Vendor Transaction Fee Reporting Click Submit My Transaction Fee Report Online

Non State Term Contract Vendor Transaction Fee Reporting Confirm your billing and collections email address by selecting ‘CONTINUE.’ Your Company’s Email Address

Non State Term Contract Vendor Transaction Fee Reporting Next view your CBI which summarizes the payments received through MFMP for the prior month for all locations with the same Billing Contact.

Non State Term Contract Vendor Transaction Fee Reporting The Summary level summarizes the Prior Balance, Payments, Charges and Balance Due across all CBIs for the Billing Contact. The CBI Specific Charges summarizes the payments received the prior month and Transaction Fee amount due. The Specific Debits summarizes any additional debits or charges that are assessed. The CBI Specific Payments displays when the payment was posted, check number and amount of check.

Non State Term Contract Vendor Transaction Fee Reporting You may review the details of the invoice including warrant number and issue date; and the Transaction Fee Eligibility for each split accounting line by clicking on the active invoice link. You may review the Exempt value definition by clicking on the link. In this example, the exempt value is zero.

Non State Term Contract Vendor Transaction Fee Reporting A Non State Term Contract Vendor, who has received fee eligible payments not displayed in their CBI should submit a report to include the amount by clicking on the No Report Submitted Link.

Non State Term Contract Vendor Transaction Fee Reporting Completing Your Transaction Fee Report Line “A” please list the total amounts of monies received during this reporting period (Including State Purchasing Card monies). Line “B” subtract any portion of the monies received that are exempt from the 1% transaction fee. Line “C” subtract the payments made utilizing the State Purchasing Card from the total received. Line “D” lists the total fee eligible monies received. Line “F” lists the 1% portion of the total fee eligible monies received. Line “H” subtracts any monies billed in MyFloridaMarketPlace this reporting period. Line “I” transaction fees to be self-reported this reporting period. Line “J” adds any monies billed in MyFloridaMarketPlace this reporting period. Line “K” total amount of transaction fees being paid this reporting period.

Non State Term Contract Vendor Transaction Fee Reporting Example of Completed Transaction Fee Report When completing the Transaction Fee Report, please verify the format of entry. The amount should contain commas, when appropriate. If the amount is zero, enter ‘0.00’ in the field not “0”. See Rows B & C

Non State Term Contract Vendor Transaction Fee Reporting If a CBI has not been generated for you, but you have received fee eligible payments click Submit My Transaction Fee Report Online. Then proceed by selecting the appropriate month.

Non State Term Contract Vendor Transaction Fee Reporting Select the appropriate month(s) and year for Transaction Fee Report you would like to submit. You can choose multiple months but not multiple years. Click the ‘Continue’ button.

Submit Your Transaction Fee Report Once you have completed the Transaction Fee Report, you may submit the report by clicking on the ‘I Agree’ button. By clicking this button, you are declaring that this is a true and accurate report.

Transaction Fee Reporting Once you have submitted the Transaction Fee Report, you will receive a report conformation number indicating that the report has been successfully submitted to the state.

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non-State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Transaction Fee Exemptions The 1% Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032 , F.A.C. The table below explains the three levels of exemptions to the 1% transaction fee that may apply to a particular vendor or specific purchase: Level Description Vendor If a vendor is a non-profit or government entity, they are generally exempt from the Transaction Fee. If the vendor is not required to register in MyFloridaMarketPlace or is reluctant to register, the vendor may be exempt from the Transaction Fee. The reluctant vendor registration can only be processed if the reason meets specifications outlined in Rule 60A-1.030, F.A.C. Contract An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency. An agency must flag a contract as exempt from the 1% transaction fee by completing the Contract Exemption electronic form. Transaction Allows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee. When a transaction is exempt, the agency must check the Fee Eligible checkbox of the requisition/invoice and select the appropriate reason code.

Transaction Fee Dispute Process If a vendor believes the Transaction Fees were assessed in error, there is a dispute process to follow. You must complete a dispute form in its entirety When completing the form, identify the CBI number(s), DO number(s), total payments and the amount of the 1% transaction fee you dispute and the reason(s) for the dispute Upon completion of the document, e-mail the Word document to: feeprocessing@myfloridamarketplace.com MFMP verifies the information is complete and emails the form to the applicable agency’s Purchasing Director / Dispute Liaison for a decision The agency either approves / disapproves The agency notifies MFMP of their decision The Customer Service Desk (CSD) notifies the vendor of agency decision      

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Helpful Hints Consolidated Billing Invoice (CBI) Review your CBI on a monthly basis. To view a past CBI, select ‘View CBI History.’

Helpful Hints Billing Communications from MFMP Dunning Transaction Fee Payment Notice 30 day notice 60 day notice Past Due Notice for Transaction Fee reports MFMP Helpful Hint: Consider using Microsoft Outlook Calendar to set up reminders for submitting reports and payment to MFMP on a monthly basis

Agenda Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports State Contracted Vendors Non State Contracted Vendors Transaction Fee Dispute Process Helpful Hints Resources

Resources Vendor Payment History Website The State of Florida Chief Financial Officer Payment History website https://flair.dbf.state.fl.us/caspub/vnpayhst.htm can assist vendors with what payments were made to them by the State of Florida. Payment information is updated each evening When you access the Vendor Payment History Web site, you will need your FEIN / vendor number If you have questions about a payment, or the related fee, you may also contact the DFS Vendor Ombudsmen Section at (850) 413-5516

Resources Upcoming MFMP Vendor Teleconferences 8/27/08: Certified Minority-Owned Business Enterprise (CMBE) Vendors: An Overview 9/10/08: Importance of Keeping Accounts Updated 10/1/08: Solicitations 10/15/08: 1% Transaction Fee Processing & Reporting (repeat)

Resources Contact Us Customer Service Desk (VendorHelp) at 1-866-352-3776 or vendorhelp@myfloridamarketplace.com Transaction Fee Inquiries at 1-866-352-3776 or feeprocessing@myfloridamarketplace.com Contact information: MyFloridaMarketPlace Phone: 866-352-3776 Fax: 850-414-8192 Email: VendorHelp@MyFloridaMarketPlace.com Website: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 am – 5:30 pm EDT