enhanced flair statewide vendor files department of financial services division of accounting &...
TRANSCRIPT
Enhanced FLAIR Statewide Vendor
Files
Department of Financial ServicesDivision of Accounting & Auditing
TOPICS FOR DISCUSSIONTOPICS FOR DISCUSSION
How to obtain access for the add functionHow to obtain access for the add function
What the requirements are for adding vendorsWhat the requirements are for adding vendors
How to add vendor recordsHow to add vendor records
How to inquire vendor recordsHow to inquire vendor records
How to request an updateHow to request an update
Vendor Inactivation and purgeVendor Inactivation and purge
SPURS
Sunset May 31, 2009
Implemented June 1, 2009.Implemented June 1, 2009.
The Enhanced FLAIR Statewide Vendor File The Enhanced FLAIR Statewide Vendor File replaces the SPURS function that was sunset on replaces the SPURS function that was sunset on 5/31/2009.5/31/2009.
There are now 7 codes to view: PIN#, W9, PC There are now 7 codes to view: PIN#, W9, PC (PCard Indicator), VEI (Vendor Enter Indicator), (PCard Indicator), VEI (Vendor Enter Indicator), MC (Minority Codes), SC (Status Code), and MC (Minority Codes), SC (Status Code), and REQ OLO (Request OLO). We will discuss each REQ OLO (Request OLO). We will discuss each of these in detail during the Add and Inquiry of these in detail during the Add and Inquiry functions.functions.
MFMP interface will occur Monday thru Saturday. MFMP interface will occur Monday thru Saturday. Vendors are encouraged to register via MFMP to comply Vendors are encouraged to register via MFMP to comply with requirements of Section 287.057(23) F.S. and with requirements of Section 287.057(23) F.S. and vendors can continue to update their info in MFMP. vendors can continue to update their info in MFMP.
Eventually the VR and VC files will be transitioned into Eventually the VR and VC files will be transitioned into the Enhanced FLAIR Statewide Vendor File to aid DFS the Enhanced FLAIR Statewide Vendor File to aid DFS in maintaining data integrity of vendor info. This is due to in maintaining data integrity of vendor info. This is due to multiple vendor files that have created inaccurate and multiple vendor files that have created inaccurate and conflicting vendor information being reported to the IRS conflicting vendor information being reported to the IRS through the 1099 reporting function.through the 1099 reporting function.
Additional fieldsAdditional fields Confidential VendorsConfidential Vendors Purchasing Card VendorsPurchasing Card Vendors
Access requests must be approved by the agency’s Access requests must be approved by the agency’s Administrative Services Director and forwarded via Administrative Services Director and forwarded via email to [email protected] to [email protected].
Completed Authorization form to include:Completed Authorization form to include: Agency Name and OLO (Example: DFS 43)Agency Name and OLO (Example: DFS 43) F & A Director’s name, number and email addressF & A Director’s name, number and email address Name(s) of users for Add capabilityName(s) of users for Add capability Justification for users that need Add capability Justification for users that need Add capability
DFS Bureau of Accounting will notify agency contacts DFS Bureau of Accounting will notify agency contacts when granted access via email.when granted access via email.
DEMONSTRATIODEMONSTRATIONN
ADDING A NEW VENDORADDING A NEW VENDOR
Click on this Link to view a Demonstration
Demonstrations are best viewed with Display Settings set to 1024x768
Completed W-9 formCompleted W-9 form Correct Tax Identification Number:Correct Tax Identification Number: Assigned Assigned
by the Federal Government. Also known as by the Federal Government. Also known as the FEIN (Federal Employee Id Number) for a the FEIN (Federal Employee Id Number) for a business or SS# for an individual.business or SS# for an individual.
Business Name: Business Name: The name shown on the tax The name shown on the tax return. return.
Address: Address: Vendor’s current mailing address.Vendor’s current mailing address.
This form is used to ensure the State of This form is used to ensure the State of Florida complies with IRS regulations and Florida complies with IRS regulations and to provide Form 1099 for payments.to provide Form 1099 for payments.
Incorrect 1099 reporting to the IRS may results Incorrect 1099 reporting to the IRS may results in:in: $50.00 penalty $50.00 penalty Assessed 28% Backup Withholding Tax Rate for each Assessed 28% Backup Withholding Tax Rate for each
payment processed in the State of Florida. payment processed in the State of Florida. Payments reported to the wrong vendor on 1099.Payments reported to the wrong vendor on 1099.
Agencies have only add or inquire access.Agencies have only add or inquire access.
Verify if the vendor is not in VS file prior to adding a Verify if the vendor is not in VS file prior to adding a vendor record.vendor record.
Vendor typesVendor types Purchasing Card Vendors Purchasing Card Vendors
Will not be allowed in any disbursement Will not be allowed in any disbursement transaction except through the Purchasing Card transaction except through the Purchasing Card Subsystem.Subsystem.
Vendor types (continued)Vendor types (continued)
Confidential VendorsConfidential Vendors Can be indentified as confidential in the FLAIR VS. A Can be indentified as confidential in the FLAIR VS. A
confidential vendor exists when a state or federal law confidential vendor exists when a state or federal law exempts information from public records review, including exempts information from public records review, including exemptions under Chapter 119, F.S. If the agency exemptions under Chapter 119, F.S. If the agency determines that the law or statute contains a public records determines that the law or statute contains a public records exemption for a vendor, the agency shall flag the vendor as exemption for a vendor, the agency shall flag the vendor as “confidential” in the FLAIR VS. Confidential Vendors and/or “confidential” in the FLAIR VS. Confidential Vendors and/or confidential information are prohibited from being entered confidential information are prohibited from being entered into MyFloridaMarketPlace pursuant to Rule 60-A 1.0333, into MyFloridaMarketPlace pursuant to Rule 60-A 1.0333, Florida Administrative Code.Florida Administrative Code.
Vendor types (continued)Vendor types (continued)
One-Time VendorsOne-Time Vendors A vendor for which an agency anticipates paying one time A vendor for which an agency anticipates paying one time
only and does not believe they will have any future business only and does not believe they will have any future business activity.activity.
Foreign VendorsForeign Vendors A vendor that does not have a physical business location in A vendor that does not have a physical business location in
the United States. In this instance, the foreign vendor does the United States. In this instance, the foreign vendor does not have to obtain a TIN from the IRS. not have to obtain a TIN from the IRS. Agencies should Agencies should contact DFS to add non-MFMP foreign vendors.contact DFS to add non-MFMP foreign vendors.
Vendor PrefixVendor Prefix NN Vendors are foreign vendors and must be added Vendors are foreign vendors and must be added
via DFS A&Avia DFS A&A SS Vendors use a Social Security number as their Tax Vendors use a Social Security number as their Tax
Identification NumberIdentification Number FF Vendors use a Federal Employee Identification Vendors use a Federal Employee Identification
Number assigned by the IRSNumber assigned by the IRS
Vendor NumberVendor Number Must be 9 digitsMust be 9 digits Must be Must be Numeric Numeric and cannot be all the same digitand cannot be all the same digit
Non-MBENon-MBE
A.A. Non-MinorityNon-Minority
B.B. Small Business- StateSmall Business- State
C.C. Small Business- FederalSmall Business- Federal
D.D. Minority Business Minority Business EnterpriseEnterprise
E.E. Government AgenciesGovernment Agencies
F.F. Non- Profit OrganizationsNon- Profit Organizations
G.G. P.R.I.D.E.P.R.I.D.E.
L.L. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
Non-Certified MBENon-Certified MBE
N.N. African AmericanAfrican American
O.O. HispanicHispanic
P.P. Asian/ HawaiianAsian/ Hawaiian
Q.Q. Native AmericanNative American
R.R. American WomanAmerican Woman
Y. Y. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
MC: Minority Codes
Non-Profit Organizations Non-Profit Organizations S.S. Minority Board of DirectorsMinority Board of DirectorsT.T. Minority EmployeesMinority EmployeesU.U. Minority Communities ServedMinority Communities ServedV.V. Other Non ProfessionalsOther Non Professionals
Other Classifications:Other Classifications:Z.Z. No SelectionNo Selection
MC: Minority Codes
*The user cannot enter Certified MBE codes of H, I, J, K, M, or W. Only the office of Supplier Diversity with DMS can certify these minority types.
Certified MBE*:Certified MBE*:
H.H. African AmericanAfrican American
I.I. HispanicHispanic
J.J. Asian/ HawaiianAsian/ Hawaiian
K.K. Native AmericanNative American
M.M. American WomanAmerican Woman
W.W. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
CI:CI: Confidential IndicatorConfidential Indicator Valid values are either Y or NValid values are either Y or N If this vendor is designated as a Confidential vendor If this vendor is designated as a Confidential vendor
it would be exempt from the Public Records Law. it would be exempt from the Public Records Law.
PCI:PCI: Purchasing Card Indicator Purchasing Card Indicator Valid Values are Y or NValid Values are Y or N If Y is indicated, this vendor may only be used in If Y is indicated, this vendor may only be used in
conjunction with a Purchasing Card transaction.conjunction with a Purchasing Card transaction.
*Both CI and PCI values cannot equal Y.*Both CI and PCI values cannot equal Y.
Users must have either Add or Inquiry access to the VS Users must have either Add or Inquiry access to the VS function to determine if a vendor record already exists.function to determine if a vendor record already exists.
Inquiry can be made byInquiry can be made by Vendor Number and Sequence number Vendor Number and Sequence number Vendor Number and Zip code Vendor Number and Zip code Vendor nameVendor name
Agencies can viewAgencies can view All MFMP, Purchasing Card and Non-MFMP Vendors set up in All MFMP, Purchasing Card and Non-MFMP Vendors set up in
VS file not marked confidential.VS file not marked confidential. The requesting OLO can only view confidential vendors they The requesting OLO can only view confidential vendors they
have established.have established.
Eight codes in each view:Eight codes in each view:
1.1. PIN#:PIN#: Used to Correlate the Vendor Information with MFMP Used to Correlate the Vendor Information with MFMP and FLAIR.and FLAIR.
2.2. W9W9: Will be Y or N. If a successful W9 has been completed, : Will be Y or N. If a successful W9 has been completed, the field will be marked ‘Y’, and if not received and verified by the field will be marked ‘Y’, and if not received and verified by DFS, will be marked with an ‘N’.DFS, will be marked with an ‘N’.
3.3. PCPC: Purchasing Card Indicator for all purchasing card only : Purchasing Card Indicator for all purchasing card only vendors. No other disbursement types can be processed vendors. No other disbursement types can be processed using this vendor record.using this vendor record.
4.4. CICI: Confidential Indicator- Will display Y or N. Can only be : Confidential Indicator- Will display Y or N. Can only be viewed by the requesting OLO/Agency and will not display on viewed by the requesting OLO/Agency and will not display on any DFS reports available to the public.any DFS reports available to the public.
Eight codes in each view (continued)Eight codes in each view (continued)
5.5. VEI:VEI: Vendor Enter Indicator - Will display F for Vendor Enter Indicator - Will display F for FLAIR input and M for MFMP input vendors.FLAIR input and M for MFMP input vendors.
6.6. MC:MC: Minority Code Minority CodeNon- MBENon- MBE
A.A. Non-MinorityNon-Minority
B.B. Small Business- StateSmall Business- State
C.C. Small Business- FederalSmall Business- Federal
D.D. Minority Business EnterpriseMinority Business Enterprise
E.E. Government AgenciesGovernment Agencies
F.F. Non- Profit OrganizationsNon- Profit Organizations
G.G. P.R.I.D.E.P.R.I.D.E.
L.L. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
Non-Certified MBENon-Certified MBE
N.N. African AmericanAfrican American
O.O. HispanicHispanic
P.P. Asian/ HawaiianAsian/ Hawaiian
Q.Q. Native AmericanNative American
R.R. American WomanAmerican Woman
Y. Y. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
Eight codes in each view (continued)Eight codes in each view (continued)
6.6. MC:MC: Minority Code (continued) Minority Code (continued) Non-Profit Organizations Non-Profit Organizations S.S. Minority Board of DirectorsMinority Board of DirectorsT.T. Minority EmployeesMinority EmployeesU.U. Minority Communities ServedMinority Communities ServedV.V. Other Non ProfessionalsOther Non Professionals
Other Classifications:Other Classifications:
Z.Z. No SelectionNo Selection
Certified MBE:Certified MBE:
H.H. African AmericanAfrican American
I.I. HispanicHispanic
J.J. Asian/ HawaiianAsian/ Hawaiian
K.K. Native AmericanNative American
M.M. American WomanAmerican Woman
W.W. Service Disabled Veteran Service Disabled Veteran Business EnterpriseBusiness Enterprise
Eight codes in each view (continued)Eight codes in each view (continued)7.7. SC:SC: Status Code. Will display: Status Code. Will display:
A - Active. Only status code to be used in transactionsA - Active. Only status code to be used in transactions
I - Inactive. Will be marked inactive by DFS per Agency I - Inactive. Will be marked inactive by DFS per Agency request, or MFMP.request, or MFMP.
D - DeletedD - Deleted
H - On Hold. Used when a W-9 is required in order for a H - On Hold. Used when a W-9 is required in order for a vendor to be used in a transaction.vendor to be used in a transaction.
8.8. REQ OLO:REQ OLO: Requestor OLO or Agency. Agency that has Requestor OLO or Agency. Agency that has added or requested for the record to be added to FLAIR. Only added or requested for the record to be added to FLAIR. Only the request OLO or Agency can ask for this file to be the request OLO or Agency can ask for this file to be inactivated, deleted, or updated.inactivated, deleted, or updated.
Other fields available on Inquiry view:Other fields available on Inquiry view: Sequence NumberSequence Number - Assigned per vendor location - Assigned per vendor location Purchasing Address Purchasing Address - Physical Vendor Location- Physical Vendor Location Remit Address Remit Address - Location where vendor payments will be - Location where vendor payments will be
mailed.mailed. Last Activity Date Last Activity Date - Last transaction date. Vendor will be - Last transaction date. Vendor will be
purged 18 months from this date due to inactivity.purged 18 months from this date due to inactivity.
DEMONSTRATIODEMONSTRATIONN
INQUIRE BY NUMBERINQUIRE BY NUMBER
INQUIRE BY NAMEINQUIRE BY NAME
Click on any Link to view a Demonstration
Demonstrations are best viewed with Display Settings set to 1024x768
FLAIR Vendor Updates FLAIR Vendor Updates Non-MFMP updates submitted to DFSNon-MFMP updates submitted to DFS MFMP vendors required to update in MFMPMFMP vendors required to update in MFMP Substitute Form W-9 completedSubstitute Form W-9 completed
FLAIR Vendor InactivationFLAIR Vendor Inactivation Non- MFMP records marked by DFS onlyNon- MFMP records marked by DFS only Vendor record is incorrectVendor record is incorrect
Record Purge Record Purge 18 months of inactivity18 months of inactivity Can be in A, I, or D statusCan be in A, I, or D status MFMP Vendors will not be purgedMFMP Vendors will not be purged
DFS MonitoringDFS Monitoring Regularly monitor reports of all vendors addedRegularly monitor reports of all vendors added Abuse of established polices will be addressedAbuse of established polices will be addressed
Non MFMP vendorsNon MFMP vendors
Department of Financial ServicesDepartment of Financial Services
Division of Accounting and AuditingDivision of Accounting and Auditing
Bureau of AccountingBureau of Accounting
Statewide Vendor File SectionStatewide Vendor File Section
Phone: (850) 413-5987Phone: (850) 413-5987
Email: [email protected]: [email protected]
MFMP VendorsMFMP Vendors
MFMP Customer Service DeskMFMP Customer Service Desk
Phone: 1-866-352-3776Phone: 1-866-352-3776
Email: Email: [email protected]@myfloridamarketplace.com