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Contracts and Payments

Contracts and Payments. Phillip Rosell January 25, 2012. Overview. Contracts. 1. Payment Process. 2 . Payment Cycle. 3. Addendum Letters. 4. Payment Issues. 5. Contracts. Primary Duties (Contracts):

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Contracts and Payments

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  1. Contracts and Payments Phillip Rosell January 25, 2012

  2. Overview Contracts 1 Payment Process 2 Payment Cycle 3 Addendum Letters 4 Payment Issues 5

  3. Contracts Primary Duties (Contracts): Assist department programs with the development, review, and execution of procurement related contracts: Total 168 Contracts @ $321M BIO EPI MCH PHP TOB 5 Multiprovider Agreements - $165M $7M $6M $60M $59M $33M

  4. Contracts Contracts are setup in eMARS by Commodity Lines/Cost Centers: Each commodity line on the contract is associated with a cost center which dictates how payments are executed. BIO Multiprovider Agreement Commodity Line 1 • SDKJ – PHER • 726 – Swine Flu • 438 – Federal Funds

  5. Payment Process Primary Duties (Payments): Receive expense data (LHD financial files) and process (determine, key, and approve) payments based on established contractual agreements (LHD MOA allocations): 1500 payments/month @ $165M annually Monthly Payment Process Import Data Electronic Deposit Approve Payments Key Payments Receive Data Determine Payments eMARS eMARS Access LHD Financial Data Create Reports Excel It takes just as much effort to determine payments for a single LHD as it does 58 LHDs

  6. Payment Process Payment Determination: Financial data is run through either an Access database or Excel spreadsheet to determine payments for each cost center and create a separate paysheet for each cost center Determination Process Determine payments for each cost center and create paysheets Access Excel

  7. Payment Process Payment keying and approving: Paysheet query is run in Access for each contract, sorted by counties. Payments are keyed into eMARS by each contract by each cost center by each LHD, ensuring all information is correct. Each payment is then approved in eMARS. Internal controls require different individual perform these steps. Key and Approve Payments Process Key in each individual payment in eMARS Run Payment Report for each contract eMARS Access Approve each individual payment in eMARS eMARS

  8. Payment Process Create EFT and R6 Reports: One complete EFT report is created in eMARS with all LHDs. Each LHD’s individual data is cut and pasted into a separate EFT report. R6 reports are automated through an Access database. Both are posted on the L Drive. Report Process LHD EFT Report Department EFT Report eMARS R6 Report Access L Drive Server EFT Reports are replaced several times throughout the payment process. The final one will be posted at the end of the cycle.

  9. Payment Cycle Monthly Payment Cycle: Payment cycle starts the first work day after the 10th of the month and ends when the payments are approved at the 24th of the month. Monthly Payment Cycle Import Data Import Data Key Payments Approve Payments Electronic Deposit Key Payments Approve Payments Electronic Deposit Receive Data Receive Data Determine Payments eMARS eMARS Determine Payments 3-4 Work Days 3-4 Work Days 5-6 Work Days 1 Work Day Access LHD Financial Data Reports Timeline Create Reports Excel 11th 24th It is important for all LHDs to have their financials available by the first work day after the 10th of the month

  10. Addendum Letters Improved letter: Added the program contact information, justification, and last date to use funds. Old Style Letter New Style Letter New Allocation Change Sheet

  11. Payment Issues Payment Staff: If you have any issues with payments, contact the appropriate staff by either email or calling (502) 564-6663 and extension. Patty Murphy Shannon Seidel Emily Wells X-3620 ShannonE.Seidel R6s, EFTs X-3633 Emily.Wells R6s, EFTs X-3613 Benita.Murphy • Addendum • Letters • Creates Reports Kelly Wise Kim Perron Dennis Smith X-3865 KellyL.Wise MCH, WH, PQI X-3616 Kimberly.Perron EPI, BIO X-3597 Dennis.Smith PHP, LAB, PM • Determines Payments

  12. Questions

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