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Financial Rep Meeting

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

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Financial Rep Meeting

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  1. Financial Rep Meeting November17, 2009

  2. 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

  3. Procure-to-paydawn snyderRoberta McManusKaren Gibson

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

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. eMarket Updates • 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 Procure-to-Pay

  11. Goods & Services Procurement Guide • 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) Procure-to-Pay

  12. 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 Procure-to-Pay

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