Enhanced FLAIR Statewide Vendor Files

1. Enhanced FLAIR Statewide Vendor Files Department of Financial Services Division of Accounting & Auditing

2. TOPICS FOR DISCUSSION • How to obtain access for the add function • What the requirements are for adding vendors • How to add vendor records • How to inquire vendor records • How to request an update • Vendor Inactivation and purge

3. ENHANCED FLAIR STATEWIDE VENDOR FILES SPURS Sunset May 31, 2009 Online June 1, 2009

4. ENHANCED FLAIR STATEWIDE VENDOR FILE • Implemented June 1, 2009. • The Enhanced FLAIR Statewide Vendor File replaces the SPURS function that was sunset on 5/31/2009. • There are now 7 codes to view: PIN#, W9, PC (PCard Indicator), VEI (Vendor Enter Indicator), MC (Minority Codes), SC (Status Code), and REQ OLO (Request OLO). We will discuss each of these in detail during the Add and Inquiry functions.

5. ENHANCED FLAIR STATEWIDE VENDOR FILE • MFMP interface will occur Monday thru Saturday. Vendors are encouraged to register via MFMP to comply with requirements of Section 287.057(23) F.S. and vendors can continue to update their info in MFMP. • Eventually the VR and VC files will be transitioned into the Enhanced FLAIR Statewide Vendor File to aid DFS in maintaining data integrity of vendor info. This is due to multiple vendor files that have created inaccurate and conflicting vendor information being reported to the IRS through the 1099 reporting function. • Additional fields • Confidential Vendors • Purchasing Card Vendors

6. REQUESTING ADD CAPABILITY • Access requests must be approved by the agency’s Administrative Services Director and forwarded via email to Statewidevendorfile@myfloridacfo.com. • Completed Authorization form to include: • Agency Name and OLO (Example: DFS 43) • F & A Director’s name, number and email address • Name(s) of users for Add capability • Justification for users that need Add capability • DFS Bureau of Accounting will notify agency contacts when granted access via email.

7. Click on this Link to view a Demonstration DEMONSTRATION ADDING A NEW VENDOR Demonstrations are best viewed with Display Settings set to 1024x768

8. ENHANCED FLAIR STATEWIDE VENDOR FILES Add Function

9. REQUIREMENTS FOR ADDING VENDORS • Completed W-9 form • Correct Tax Identification Number: Assigned by the Federal Government. Also known as the FEIN (Federal Employee Id Number) for a business or SS# for an individual. • Business Name: The name shown on the tax return. • Address: Vendor’s current mailing address. This form is used to ensure the State of Florida complies with IRS regulations and to provide Form 1099 for payments.

10. REQUIREMENTS FOR ADDING VENDORS • Incorrect 1099 reporting to the IRS may results in: • $50.00 penalty • Assessed 28% Backup Withholding Tax Rate for each payment processed in the State of Florida. • Payments reported to the wrong vendor on 1099.

11. VENDOR ADD FUNCTION • Agencies have only add or inquire access. • Verify if the vendor is not in VS file prior to adding a vendor record. • Vendor types • Purchasing Card Vendors • Will not be allowed in any disbursement transaction except through the Purchasing Card Subsystem.

12. VENDOR ADD FUNCTION • Vendor types (continued) • Confidential Vendors • Can be indentified as confidential in the FLAIR VS. A confidential vendor exists when a state or federal law exempts information from public records review, including exemptions under Chapter 119, F.S. If the agency determines that the law or statute contains a public records exemption for a vendor, the agency shall flag the vendor as “confidential” in the FLAIR VS. Confidential Vendors and/or confidential information are prohibited from being entered into MyFloridaMarketPlace pursuant to Rule 60-A 1.0333, Florida Administrative Code.

13. VENDOR ADD FUNCTION • Vendor types (continued) • One-Time Vendors • A vendor for which an agency anticipates paying one time only and does not believe they will have any future business activity. • Foreign Vendors • A vendor that does not have a physical business location in the United States. In this instance, the foreign vendor does not have to obtain a TIN from the IRS. Agencies should contact DFS to add non-MFMP foreign vendors.

14. Required Fields in Add Function • Vendor Prefix • N Vendors are foreign vendors and must be added via DFS A&A • S Vendors use a Social Security number as their Tax Identification Number • F Vendors use a Federal Employee Identification Number assigned by the IRS • Vendor Number • Must be 9 digits • Must be Numeric and cannot be all the same digit

15. Non-MBE Non-Minority Small Business- State Small Business- Federal Minority Business Enterprise Government Agencies Non- Profit Organizations P.R.I.D.E. Service Disabled Veteran Business Enterprise Non-Certified MBE African American Hispanic Asian/ Hawaiian Native American American Woman Y. Service Disabled Veteran Business Enterprise Required Fields in Add Function MC: Minority Codes

16. Non-Profit Organizations Minority Board of Directors Minority Employees Minority Communities Served Other Non Professionals Other Classifications: No Selection Certified MBE*: African American Hispanic Asian/ Hawaiian Native American American Woman W. Service Disabled Veteran Business Enterprise Required Fields in Add Function 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.

17. Required Fields in Add Function • CI: Confidential Indicator • Valid values are either Y or N • If this vendor is designated as a Confidential vendor it would be exempt from the Public Records Law. • PCI: Purchasing Card Indicator • Valid Values are Y or N • If Y is indicated, this vendor may only be used in conjunction with a Purchasing Card transaction. *Both CI and PCI values cannot equal Y.

18. ENHANCED FLAIR STATEWIDE VENDOR FILES Inquiry Function

19. VENDOR INQUIRY FUNCTION • Users must have either Add or Inquiry access to the VS function to determine if a vendor record already exists. • Inquiry can be made by • Vendor Number and Sequence number • Vendor Number and Zip code • Vendor name • Agencies can view • All MFMP, Purchasing Card and Non-MFMP Vendors set up in VS file not marked confidential. • The requesting OLO can only view confidential vendors they have established.

20. VENDOR INQUIRY FUNCTION • Eight codes in each view: • PIN#: Used to Correlate the Vendor Information with MFMP and FLAIR. • W9: 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 DFS, will be marked with an ‘N’. • PC: Purchasing Card Indicator for all purchasing card only vendors. No other disbursement types can be processed using this vendor record. • CI: Confidential Indicator- Will display Y or N. Can only be viewed by the requesting OLO/Agency and will not display on any DFS reports available to the public.

21. VENDOR INQUIRY FUNCTION • Eight codes in each view (continued) • VEI: Vendor Enter Indicator - Will display F for FLAIR input and M for MFMP input vendors. • MC: Minority Code Non-Certified MBE • African American • Hispanic • Asian/ Hawaiian • Native American • American Woman Y. Service Disabled Veteran Business Enterprise Non- MBE • Non-Minority • Small Business- State • Small Business- Federal • Minority Business Enterprise • Government Agencies • Non- Profit Organizations • P.R.I.D.E. • Service Disabled Veteran Business Enterprise

22. VENDOR INQUIRY FUNCTION • Eight codes in each view (continued) • MC: Minority Code (continued) Certified MBE: • African American • Hispanic • Asian/ Hawaiian • Native American • American Woman W. Service Disabled Veteran Business Enterprise Non-Profit Organizations • Minority Board of Directors • Minority Employees • Minority Communities Served • Other Non Professionals Other Classifications: • No Selection

23. VENDOR INQUIRY FUNCTION • Eight codes in each view (continued) • SC: Status Code. Will display: A - Active. Only status code to be used in transactions I - Inactive. Will be marked inactive by DFS per Agency request, or MFMP. D - Deleted H - On Hold. Used when a W-9 is required in order for a vendor to be used in a transaction. • REQ OLO: Requestor OLO or Agency. Agency that has added or requested for the record to be added to FLAIR. Only the request OLO or Agency can ask for this file to be inactivated, deleted, or updated.

24. VENDOR INQUIRY FUNCTION • Other fields available on Inquiry view: • Sequence Number - Assigned per vendor location • Purchasing Address - Physical Vendor Location • Remit Address - Location where vendor payments will be mailed. • Last Activity Date - Last transaction date. Vendor will be purged 18 months from this date due to inactivity.

25. Click on any Link to view a Demonstration DEMONSTRATION INQUIRE BY NUMBER INQUIRE BY NAME Demonstrations are best viewed with Display Settings set to 1024x768

26. FLAIR VENDOR UPDATE PROCEDURES • FLAIR Vendor Updates • Non-MFMP updates submitted to DFS • MFMP vendors required to update in MFMP • Substitute Form W-9 completed • FLAIR Vendor Inactivation • Non- MFMP records marked by DFS only • Vendor record is incorrect

27. ADDITIONAL INFO • Record Purge • 18 months of inactivity • Can be in A, I, or D status • MFMP Vendors will not be purged • DFS Monitoring • Regularly monitor reports of all vendors added • Abuse of established polices will be addressed

28. CONTACT INFORMATION Non MFMP vendors Department of Financial Services Division of Accounting and Auditing Bureau of Accounting Statewide Vendor File Section Phone: (850) 413-5987 Email: StatewideVendorFile@myfloridacfo.com MFMP Vendors MFMP Customer Service Desk Phone: 1-866-352-3776 Email: VendorHelp@myfloridamarketplace.com