MyFloridaMarketPlace Transaction Fee Reporting System User Guide

1. Transaction Fee Reporting System User Guide for Non-State Term Contract and Non-State Purchasing Agreement Vendors

2. This User Guide is designed to assist non-State Term Contract and non-State Purchasing Agreement vendors in using the MyFloridaMarketPlace online Transaction Fee Reporting System. • Transaction Fee Overview • Accessing Transaction Fee Reporting System • Viewing Your Consolidated Billing Invoice (CBI) • Submitting Your Transaction Fee Report • Submitting Your Transaction Fee Payment • Reviewing Submitted Transaction Fee Reports • Reviewing Transaction Fee Payments • Reviewing CBI History • Additional Information Contents

3. Transaction Fee Overview • The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the vendor shall pay to the State. Unless exempt by Rule 60A-1.032, vendors shall report Transaction Fee-eligible business activity on a monthly basis using Form PUR 3776. • Previously, vendors completed a paper version of Form PUR 3776 and submitted the report and payment to the State via mail. With the implementation of the Transaction Fee Reporting System, you will now complete the Transaction Fee Report Form PUR 3776 online. • If you have any questions regarding the Transaction Fee, please contact the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-ePRO (1-866-352-3776) or feeprocessing@myfloridamarketplace.com.

4. Accessing Transaction Fee Reporting System

5. Login to Vendor Registration System https://vendor.myfloridamarketplace.com/ ILLUSTRATIVE You will access the online Transaction Fee Reporting System through the Vendor Registration System. Enter your username and password that you created during registration.

6. Select What You Would Like To Do ILLUSTRATIVE You may either update your vendor registration such as contact or location information, or review and submit your Transaction Fee Report online.

7. Select Your Billing Contact ILLUSTRATIVE Select the appropriate Billing Contact from the drop-down list. During vendor registration, you identified a Billing Contact for each registered location. The Billing Contact may be the same person or unique for each location. You must submit a Transaction Fee Report (Form 3776) for each Billing Contact that received payments from the State during the prior month.

8. Viewing Your Consolidated Billing Invoice (CBI)

9. View Your Consolidated Billing Invoice ILLUSTRATIVE To assist you with submitting your Transaction Fee Report Form (PUR 3776), you may view your Consolidated Billing Invoice (CBI) which summarizes the payments received through MyFloridaMarketPlace for the prior month for all locations with the same Billing Contact. The CBI also lists the Transaction Fee eligibility for each transaction.

10. View Your Consolidated Billing Invoice (continued) ILLUSTRATIVE The Summary level summarizes the Prior Balance, Payments/Credits, Charges, and Balance Due across all CBIs for the Billing Contact. The CBI Specific Charges summarizes the payments received the prior month and the Transaction Fee amount due. The CBI Specific Debits summarizes any additional debits or charges that are assessed. The CBI Specific Payments summarizes the payment and credit history for the CBI.

11. Review CBI Specific Charges ILLUSTRATIVE You may review the details such as Transaction Fee eligibility of each specific charge by clicking on the associated invoice number. The invoice number displayed refers to the invoice that you submitted to the State and received payment from during the prior month.

12. View Vendor Invoice Detail ILLUSTRATIVE You may review the details of the invoice including the warrant number and issue date; and the Transaction Fee eligibility for each split accounting line. You may review the Exempt Value definition by clicking on the link. In this example, both lines are Transaction Fee-eligible with an Exempt Value of ‘0’. If you do not agree that a payment received is Transaction Fee-eligible, you may dispute the Transaction Fee by submitting the Dispute Form located at http://marketplace.myflorida.com/vendor/transaction.htmto the MyFloridaMarketPlace Customer Service Desk at feeprocessing@myfloridamarketplace.com.

13. View Exemption Definitions ILLUSTRATIVE You may review a short description of the Transaction Fee exemption reason. For the complete definition, please review Rule 60A-1.032 found at http://dms.myflorida.com/dms/purchasing/myfloridamarketplace/proposed_rules

14. Submitting Your Transaction Fee Report

15. Prepare Your Transaction Fee Report ILLUSTRATIVE After reviewing your consolidated billing invoice (CBI), you may submit your Transaction Fee Report by clicking on either the ‘No Report Submitted’ link on the CBI or the ‘Submit Transaction Report’ link in the navigational toolbar on the left.

16. Select the Month(s) for the Report ILLUSTRATIVE Select the appropriate month(s) and year for the Transaction Fee Report you would like to submit. Click the ‘Continue’ button.

17. Complete Your Transaction Fee Report ILLUSTRATIVE The Transaction Fee Report is an electronic replica of the paper Transaction Fee Report Form PUR 3776 that you completed prior to October 2004. In lieu of submitting a paper form via U.S. mail, you will now complete and submit your report online.

18. Complete Your Transaction Fee Report (continued) ILLUSTRATIVE The Summary Section of the Transaction Fee Report will default with the Bill To Contact information that was selected previously. Please note the ‘Tips for completing your PUR 3776 form’ section which provides details regarding the formatting of the amounts entered.

19. Complete Your Transaction Fee Report (continued) ILLUSTRATIVE To complete the report, you will need to enter the Transaction Fee information in the fields. The Transaction Fee Amount Due reflected on the CBI will be entered into Rows H and J. Upon submission of the Transaction Fee Report, the system will validate that you have reported at least the amount on the CBI. If you do not agree that a payment received is Transaction Fee-eligible, you may dispute the Transaction Fee by submitting the Dispute Form located at http://marketplace.myflorida.com/vendor/transaction.htmto the MyFloridaMarketPlace Customer Service Desk at feeprocessing@myfloridamarketplace.com.You will be required to report the full amount listed on the CBI, but after review of the dispute, you may be credited the disputed amount.

20. Example of Completed Transaction Fee Report ILLUSTRATIVE When completing the Transaction Fee Report, please verify the format of each entry. The amount entered should contain commas when appropriate. For example, enter in ‘3,762.49’, not ‘$3762.49’. (See row A in example above.) If the amount is zero, enter in ‘0.00’ in the field, not ‘0’. (See row B in example above.) Upon submission, the system will verify the format of each field and a message will be displayed for incorrect formats.

21. Submit Your Transaction Fee Report ILLUSTRATIVE 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 of all payments received and Transaction Fees due. If you do not wish to submit the report, click on the ‘Cancel’ button.

22. View Your Transaction Fee Report Confirmation ILLUSTRATIVE Once you have submitted the Transaction Fee Report, you will receive a report confirmation number indicating that the report has been successfully submitted to the State. You may wish to write down the confirmation number for future reference.

23. Submit Your Transaction Fee Payment

24. Submit Your Transaction Fee Payment Payments will continue to be submitted via US Mail. Make checks payable to MyFloridaMarketPlace, note the CBI number(s) in the memo field you wish to apply the payment to and indicate your Federal Employer Identification Number (FEIN) on the check. The Transaction Fee payment must be submitted 15 days after the reporting period. Vendors delinquent in paying Transaction Fees shall be excluded from conducting future business with the State. Please remit check to: MyFloridaMarketPlace PO Box 5497 Tallahassee, FL 32314-5497

25. Reviewing Submitted Transaction Fee Reports

26. Select Your Billing Contact ILLUSTRATIVE Select the appropriate Billing Contact from the drop-down list.

27. View Your CBI ILLUSTRATIVE To assist you with submitting your Transaction Fee Report Form PUR 3776, you may view your Consolidated Billing Invoice (CBI) which summarizes the payments received through MyFloridaMarketPlace for the prior month for all locations with the same Billing Contact. The CBI also lists the Transaction Fee eligibility for each payment received.

28. Review Your Submitted Transaction Fee Report ILLUSTRATIVE You may review your previously submitted Transaction Fee Report by clicking on the ‘Report Submitted’ link from the CBI screen.

29. Review Your Submitted Transaction Fee Report (continued) ILLUSTRATIVE You may review your previously submitted Transaction Fee Report. You may not make any updates to a submitted report. If you have made an error in your submitted report, please contact the MyFloridaMarketPlace Customer Service desk at feeprocessing@myfloridamarketplace.com or by calling (866) FLA-EPRO (866-352-3776)

30. Reviewing Transaction Fee Payments

31. Review Your Transaction Fee Payments ILLUSTRATIVE To confirm that your Transaction Fee payment has been received by the State, you may review the Payments Received and Credits Issued on the CBI. The details of the payment received or credit issued include the date received or processed, a description of the activity, and the amount of the payment or credit. As payments are received, credits applied, or debits assessed, the CBI will be updated and the status of the CBI will change from ‘OPEN’ to ‘CLOSED’ or vice versa.

32. Reviewing CBI History

33. View Your CBI History ILLUSTRATIVE You may review the history of previously submitted CBIs by clicking on the ‘View CBI History’ link from any CBI screen.

34. View Your CBI Snapshot History ILLUSTRATIVE You may review the history of previously submitted CBIs in CBI History. The summary will include the CBI number, CBI date, Transaction Fee-eligible spend, amount due, amount paid, payment received date, and status of CBI. You may review the details of each CBI by clicking on the CBI Number.

35. Additional Information

36. There are additional sources of information to help vendors use the online Transaction Fee Reporting System. • For more details and FAQs on the Transaction Fee Reporting System, vendors can access http://marketplace.myflorida.com/vendor/transaction.htm. • Vendors may also contact the MyFloridaMarketPlace Customer Service Desk with questions at (866) FLA-EPRO (866-352-3776), or via email at feeprocessing@myfloridamarketplace.com.