Financial Rep Meeting November17, 2009

Agenda Opening 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 2

PROCURE-TO-PAY DAWN SNYDER ROBERTA MCMANUS KAREN GIBSON 3

Current Topics & Events ePayables New AVIS Contract P-Card updates Non-duty Stipend/Research Participants Payments eMarket Goods & Services Procurement Guide Procure-to-Pay4

ePayables Check out the ePayables websiteePayables 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 or call the AP office Procure-to-Pay5

New AVIS Contract A summary of the new Avis contract has been posted to the Travel website 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-Pay6

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 availablejob aid Pcard holder and proxy listserv availablelistserv Procure-to-Pay7

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 onlineonline ◦ Students charge Account Code = ◦ Post Docs charge Account Code = Foreign Individuals receiving non-duty payments ◦ Process through payroll ◦ Charge Account Code = Excluded from F&A base NOT reported on Form 1099 MISC Types of Non-Duty payments ◦ Scholarships ◦ Fellowships ◦ Tuition Procure-to-Pay8

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 onlineonline ◦ Charge Account Code = (included in F&A base) ◦ Charge Account Code = (excluded from F&A base) Foreign individuals receiving participant payments ◦ Process through payroll ◦ Charge Account Code = ◦ Reported on Form 1042S, if applicable Procure-to-Pay9

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; us your suggestions us 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 18eMarket Requestor job aid eMarket Updates Procure-to-Pay10

A Purchasing Services Goods & Services Procurement Guide is onlineGoods & Services Procurement Guide 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-Pay11

Q&A Panel of Experts Karen Gibson – Purchasing Services Riley Kinney – Controller’s Office, Disbursement Services Roberta McManus – Sponsored Research Accounting Services Nancy Milburn – Purchasing Services Dawn Snyder – Controller’s Office, Disbursement Services 12Procure-to-Pay