Welcome to WinFMS

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Welcome to WinFMS

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FMS-PY1 3501 Membership Original Renewal Invoice or Order enrollment form + one copy If applicable, submit submit Direct Payment/Invoice form w/Supervisors ... – PowerPoint PPT presentation

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Title: Welcome to WinFMS

1
Welcome toWinFMS

Direct Payment Training

2
Todays Agenda

Introductions
Logistics
Ice Breaker
Agenda Overview

3
ISTS Background
4
ISTS Introduction(Information Systems Training
Section UST II)
Mahalo Aloha for Attending
Aggie
Pililaau
Jeannie
Kutsunai
Deanna
Sumiye
Cynthia
Cabalo
Kapolei
Centralized Service Desk
Kona
Leeward ITC
Ross
Komenaka
Pam
Kamakele
Lance
Yamashiro
John Peterson
Stephane Ly
Maui
ITC
Hilo
ITC
Kauai
ITC
Admin CSD System
Kapolei
5
ISTS Contacts

Centralized Service Desk TBA 9/08
Steve Ankrom Information Specialist 692-7290
Aggie Pililaau Leeward ITC 692-7012
Leeward ITC 255-2588 Cell
aggie_pililaau_at_notes.k12.hi.us email
Jeannie Kutsunai Kona ITC 327-4666 Kona
ITC 990-0023 Cell jeannie_kutsunai_at_notes.k12
.hi.us Cell
Ross Komenaka Hilo ITC974-4122 Direct
990-0022 Cellross_komenaka_at_notes.k12.hi.us email

6
ISTS Contacts

Lance Yamashiro Maui ITC873-3515 Maui ITC
lance_yamashiro_at_notes.k12.hi.us email
Pam Kamakele Kauai ITC274-3139 Kauai ITC
647-0496 Cellpam_kamakele_at_notes.k12.hi.us email
Deanna Sumiye KSOB692-7263 KSOB 382-8106
Celldeanna_sumiye_at_notes.k12.hi.us email
Stephane Ly KSOB692-7290 xtsn
110stephane_Ly_at_notes.k12.hi.us email

7
ITC Logistics

ITC Cue Card Instructions
Restrooms
Womens
Mens
ITC Sign In http//165.248.24.53/signin.htm

8
Ice Breaker
9
Please Share the following

Full Name?
School/Office?
Position(Clerk, Clerk Typist, Account Clerk,
SASA, Secretary)
How long employed by DOE?

10
Direct Payments
11
What would generate an invoice from the
vendor(in order to process a payment)
12
Answer

By YOUR Purchase Order
It encumbers funds and notifies the vendor of
your order

13
What is a Direct Payment?
A Direct Payment is a specific type of payment
that can be processed without creating a Purchase
Order to encumber funds prior to making the
payment.
14
Benefit to You ?

This saves the time required to enter a Purchase
Order and post a Payment.
Similar to making a Blanket PO Payment

15
Types of Direct Payments

Freight Delivery (PY-1)
Interest Delinquent Payments (PY-1)
Membership (PY-1)
Postage (PY-1)
Registration Fees (PY-1)
Reimbursements (PY-1)
Split Payments (PY-1)
Subscriptions (PY-1)
Supplemental Payments (PY-1)
Travel Per Diem (PY-1 or 440)
Mileage (PY-2)
Petty Cash (PY-3)

16
How are Direct Payments Created?
17
Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 3602 Freight Delivery Charges Original Invoice Copy w/Cross reference of ATP/SW From Invoice From Invoice From Invoice From Invoice Mail to Vendor Regular
FMS-PY1 7301 (Interest on Delinquent Payments) Original Invoice one copy From Invoice From Invoice From Invoice From Invoice From Invoice Invoice w/CheckPOST INTEREST PAYMENTS ON SEPARATE ATP.
FMS-PY1 3501 Membership Original Renewal Invoice or Order enrollment form one copyIf applicable, submit submit Direct Payment/Invoice form w/Supervisors signature From Invoice Form or Todays Date From Invoice Form or Todays Date From Invoice Form or Todays Date TODAYS DATE Mail to Vendor Invoice w/Check
FMS-PY1 3701 Postage Original Direct Payment/ Invoice PY1 Form one copy. If a PO is issued, refer to PO Payment Chart. Postage Todays Date Name of Department or Requestor 000079 TODAYS DATE Return to Preparer Regular
18
Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 7203 Registration Fees(Red Tag) ADVANCE Registration Form, Letter, etc. copy (if applicable submit Direct Payment/Invoice Form PY1 with Supervisors signature) From Form OR If no , type Registration Todays Date Workshop name and/or dates From ATP Stamp Mail to Vendor Invoice w/Check
FMS-PY1 7203 Registration FeesAFTER THE FACT From Invoice OR If no , type Registration From Invoice From Invoice From ATP Stamp Mail to Vendor Invoice w/Check
FMS-PY1 As Appropriate REIMBURSEMENTNot Revenue Refund Original Direct Payment/Invoice Form PY1 with Original receipt(s), if PO is issued, refer to PO Payment Chart Reimburse From date Briefly describe reimbursement Todays Date Mail to Vendor Regular
FMS-PY1 Split Payments Original Invoice with Split Payment notation Same as PO Payment (system default) Same as PO Payment (system default) (defaulted by system)Location MSDN for Hawaiian Telcom Same as PO Payment (system default) Same as PO Payment (system default)
FMS-PY1 Supplemental Payment Original Invoice From Invoice From Invoice From Invoice From ATP Stamp Mail to Vendor Regular
19
Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 3502 Subscription Order or renewal invoice Copy (if applicable submit Direct Payment/Invoice Form PY1 with supervisors signature From Invoice OR if no , type Subscription From Form OR no date use Todays Date Account number ORno type name of magazine From ATP Stamp Mail to Vendor Regular
FMS-PY2 41114803 MileageParking Original FM S-PY2 Personal Automobile Mileage Voucher, Parking Receipts, one copy Mileage Voucher Date Mileage/Travel
FMS-PY3 Object Code as appropriate for the purchase Petty Cash Petty Cash Voucher FMS-PY3 Original receipt(s) Petty Cash Latest Voucher Date Voucher s School Vendor Code plus suffix 01Enter on Direct Payments Pre-Header TODAYS DATE Mail to Vendor Regular
20
Direct Payment Procedures

The same departmental policies and procedures
that apply to Appropriated Funds and Purchase
Order Payments also apply to Direct Payments.
Detailed reference can be found in the FMS user
Policy Process Flow Guide (Mauve Binder),
chapter 6, Disbursement Policies.

21
Direct Payment Procedures

Forms and supporting documentation
will vary according to the type of Direct
Payment being made.
Authorization must be obtained for all
payments prior to data entry.

22
Direct Payment Procedures

In most cases, the Direct Payment/ Invoice Form
(FMS-PY1) is used. It cannot be used in place of
a vendors invoice.
In other cases, a specific form is used for
Mileage, Per Diem, etc.
The Purchasing Worksheet can still be used, but
only for data entry and authorization of a Direct
Payment. It should not be submitted with the ATP.

23
Direct Payment Procedures

Users may use the Purchase Order/ Payment
process for these Direct Payment types if they
prefer.
Direct payments can only be made using a
Commodity code. (if a payment is to be made using
a source code, it is a Revenue Refund Payment).

24
Direct Payment Procedures

Users may, if they prefer, use the Purchase
Order/Payment process for these Direct Payment
types.
Direct Payments are listed on these charts
Direct Payments and Travel
Travel Payments

25
Direct Payment Forms

FMS-PY1 Direct Payment/Invoice Form
FMS-PY2 Personal Automobile Mileage Voucher
FMS-PY3 Petty Cash Voucher
Form 440 Statement of Inter/Intra-Island
Travel Completed
FMS-C1 Revenue Refund Form
FMS-PY7 Status of Payment Request Form
Form 437 Request for Out-of-State Travel Form
Form 438 Statement of Out-of-State Travel
Completed
Form 438A Tax withholding worksheet

26
Data Entry and Processing of Direct Payments

Data entry is a combination of both PO and
Payments.
Vendor Code, Commodity Code, Quantity, Cost and
Accounting Codes must be entered.
The Invoice Number must be entered exactly as
shown on the Direct Payments chart.

27
Data Entry and Processing of Direct Payments

Verify invoice information and stamp with ATP,
just as Purchase Order payments.
Direct Payments may be placed on Hold.
Only Split payments cannot be placed on Hold,
but must be posted to ensure that payment and
related PO are on same ATP.

28
Data Entry and Processing of Direct Payments

The system checks for funds availability when
posting a Direct Payment.
Both Direct Payments and PO Payments can be
printed on the same ATP report.
Changes, deletions, cancellations and corrections
use the same procedure as with PO payments.

29
ReviewDirect Payment Travel Payment Charts

Direct Payment Chart Review Direct Payments
Chart.doc
Travel Payment Chart Review Travel Payment
Chart.doc
Direct Payment Types Description Direct
Payment Types and Description to include.doc

30
Filing Method
31
Filing Method
32
15 Minute Break
33
Back to Work
34
WinFMS Direct Payment Screen Component Overview
Objective Review FMS Direct Payments Screen
Components. (Pre-Header, Header, Detail
Screens). Exercise Lauch WinFMS, News
Screen. Instructions Locate and Launch by double
clicking the VPN Dialer Shortcut on your
desktop Locate and Launch by double clicking
the WinFMS Shortcut on your desktop Log on
to FMS using the Login and password you
received from your instructor
35
FMS News Screen
Must be read daily. Please DO NOT bypass this
screen without reading its contents. Be
attentive to Dates, Schedules and items enclosed
in Quotes (see example Welcome)
36
FMS News Screen
To view specific information on items listedIn
Quotes, press F1 to launch Host Help.
37
FMS Menu Options and Direct Payment Navigation
38
Direct Payment Menu Option
39
Components ofDirect Payment Screens
Pre-Header
A
1
2
Purpose To recall Vendor Information by 1)
Vendor Number or 2) Vendor Name.
40
Add PO/Contract Direct Payment Header
ON HOLD
3
4
5
B
6
7
8
FINAL ONLY
41
1
42
Direct Payment Class Exercises
43
WinFMS Log In
1
2
FMS Login/Password Request
44
News Screen
Important Must be read daily !
45
Freight Delivery

Used if the vendor charges separately for
shipping.
Vendor must provide original invoice for these
charges. (This is an example of a Supplemental
Payment to the original purchase order.
Note the Direct Payment number and Invoice Number
on the bottom of thefile copy of the original
PO.
Attach to the ATP a copy of the invoice of the
goods the freight is being charged to.

46
Interest Delinquent Payments

Vendors may charge interest for late payment of
invoices (more than 30 days between received date
and date of check).
Vendor must send an original invoice for the
interest charge.
Verify charge using Interest Charge Table in
FMS. Print and attach to ATP.
If Vendors invoice is more than computed by FMS,
adjust the invoice to the lower amount.
Submit original, copy of interest invoice and
originating invoice that the interest is being
charged and process as Invoice with Check.

47
Membership

Used when schools/offices join educational
organizations whose memberships are renewed
annually.
If given an option of being billed, the P.O.
process should be used.
New membership completed enrollment form is an
acceptable invoice.
Renewals use completed renewal form.
If higher approval is needed, complete PY-1 and
submit with ATP and order form.
Process as Invoice with Check and submit original
invoice and one copy with your ATP.
In invoice description field (WinFMS Header)
enter who the membership dues is for and the
period (from/to).

48
Mileage

Employees may submit claims for job-related
miles traveled with their personal vehicles.
Claims are to be made using the Personal
Automobile Mileage Voucher (FMS-PY2) form.
Any parking charges related to the mileage must
also be claimed on this form.
Original parking receipts must be attached to
mileage form.
Parking receipts related to Travel is not claimed
on this form
In WinFMS description field Mileage from
(month/year)

49
Petty Cash

Petty Cash Fund is a fixed amount of money set
aside for paying small refunds and obligations.
Disbursements are made as needed and a Petty
Cash Voucher is completed.
A single expenditure must not exceed 50.
To replenish the petty cash fund, use the Petty
Cash Voucher (FMS-PY3) and submit it with
original receipts to support voucher claim.
Use the schools vendor number and suffix 01
so that check is made out to Principals name
(Custodian of the Petty Cash Fund).
A separate commodity line should be entered for
each Petty Cash Voucher.
A listing of all Petty Cash payments are on the
Vendor Payment Inquiry screen.
Itemize all receipts before submitting them with
the ATP.
In the WinFMS description field enter the Voucher
Number and briefly describe why Petty Cash
Payment was made.

50
Postage

A Direct Payment can be made to purchase stamps
from the US Postmaster.
Use FMS-PY1 Direct Payment/InvoiceForm to
generate a check to behand-carried to the post
office
The denomination of the stamps mustbe itemized
on the FMS-PY1 Form.
Enter the total amount on one commodity line
description is Stamps

51
Registration Fees

When employees attend department-approved
workshops, a direct payment may be processed.
Each registration form is a separate invoice and
should be processed as such, unless the vendor
lists all registrants on one form, it is a single
payment.
Use the registration form, letter confirming
registration or simlar document as the invoice.
Use the FMS-PY1 Direct Payment/Invoice Form to
consolidate all registrants to the same workshop
for the same vendor. Attach all registration
forms to the PY1 and submit with the ATP. In
WinFMS enter the total number of registration
forms being submitted in the quantity field.
If the vendor lists all individuals on one
registration for,a single direct payment may be
processed.

52
Registration Fees

If higher approval is required, a completed
FMS-PY1 with supervisors signature must be
submitted together with the ATP and registration
form/document (e.g. Principal requires CAS
approval).
Process as Invoice with Check and submit
original and one copy of invoice.
If registration is for an Out of State
conference, print the payment on a seperate ATP,
RED TAG it and mark as Out of State
Registration.
If the vendor gives the option of beingbilled,
the Purchase Order processshould be used.

53
60 Minute Lunch
54
Reimbursements

Reimbursements are allowed for small emergency
purchases incurred when conducting school/office
business.
Payee must have an established Vendor Number.
Use the FMS-PY1 Direct Payment /Invoice Form as
the invoice and attach the original itemized
receipt and submit with the ATP.
Use appropriate commodity code.
In the WinFMS description field describebriefly
why reimbursement is being made (e.g.
reimbursement for supplies purchased for
classroom bulletin board display.

55
Subscriptions

Schools/offices may subscribe to
variouseducational publications.
These should be addressed to the school/office
address.
If the vendor gives the option of being
billed,the Purchase Order process should be used
and paymentmade when invoice and publication are
received.A Direct Payment for subscriptions is
only allowed when bulling is not available.
The order form or renewal form is used as the
original invoice. In WinFMS description field
enter the name of the periodical, (2) Renewal
Period (Mth/Yr to Mth/Yr) (3) Subscribers name.
A follow-up should be made with the individual to
confirm receipt of subscription.
Process as Invoice with Check and submit
original invoice with the ATP.

56
Supplement Payments

Used in the following scenarios
Vendor name on the invoice differs from purchase
order. Both vendors are unrelated and suffix
could not be created.
Vendor made substitutions and school/office is
willing to accept.
Vendor shipped more than what was ordered and
school/office is willing to accept.
Vendor shipped a cancelled purchase order
results in miscommunication between school/office
and vendor.
The school/office mistakenly makes a FINAL
PAYMENT on the purchase order and the vendor
sends the balance of the items or adds other
changes.
For audit trail purposes
On the original invoice write Supplemental
Payment and the Original Purchase Order Number.
Make a cross reference on the Original Purchase
Order by listing The Invoice Number, Amount and
Payment Number.
In WinFMS description field enter the original PO
number, date and reason for supplemental payment.

57
Split Payments

This procedure is used when a PO invoice
requires two separate payments due to
Substitutions made by vendor.
Quantity and/or price increase by vendor.
A price increase exceeds the PO encumbrance
amount and no available balance in Prog ID.
Use the Split Payment menu selection to ensure
invoice information and ATP type are the same on
both payments.
A cross-reference should be made on the original
PO by listing Split payment and PO payment
numbers and amounts.
Payments can be split
Within the same fiscal year
Between fiscal years
Using current or prior Budget Fiscal Year Funds
Using same or another Program ID.

58
Split Payments

Procedures to process a Split Payment are as
follows
Process and POST the PO Payment first.
Complete the FMS-PY1, Direct Payment/Invoice
Form, for authorization and audit trail. Do not
submit to vendor payment but file together with
original PO.
Use this PO Payment number to create the Split
Payment.
Split payment cannot be placed on hold.
Print BOTH the PO Payment and Split Payment on
the same ATP.
If the Split Payment and PO Payment cannot be
printed on the same ATP the ATP must be marked
Invoice with Check.
If the Split Payment and PO Payment have
different Batch Orgs each payment type must be
entered with the specific Org ID login that
created the encumbrance. In the event a new batch
org has been assigned for the next fiscal year,
the old user ID for the previous fiscal year is
used for the original PO Payment and the NEW
batch org user ID is used to enter the Split
Payment for the new fiscal year.

59
Split Payments

For audit trail purposes
Show the breakdown of both payments on the
original invoice.
Make a cross-reference on the original PO by
listing both the Split Payment and PO Payment
numbers and amounts.

60
Split Payments

Procedures for a Fixed Asset Split Payment
When a split payment is for more than 1.00 for a
fixed asset item, the payment will generate a
Hold File Record. To properly record the correct
amount for the fixed asset. Follow the steps
below
Add the Split Payment Amount to the Hold File
record for thePO Payment when updating to the
Property File.
Delete the Hold File record for the Split Payment.

61
15 Minute Afternoon Delight
62

DIRECT PAYMENTS FOR PER DIEM FOR INTER/INTRA
ISLANDPer Diem is allowed for job-related
travel - Advance and After the Fact. Approval
required for all travel.
For specific data entry information (e.g. invoice
number, ATP Type, etc.) see the Travel Payment
Chart. Fore policies amd Procedures, refer to the
Inter/Intra Island Travel guidelines.
Travel forms DO NOT have coding blocks You may
Code directly on the travel form, OR
Use the FMS-PY1, Direct Payment/Invoice form, to
assist in coding and data entry. (signature not
required since already obtained on the travel
form.)
Use the Coding Attachment Form

63
Advance Per Diem only for overnight travel

Use the FMSD-PY1, Direct Payment/invoice Form, as
the invoice.
Approval field in WinFMS must be data entered. In
the description field, enter a brief explanation
for travel (e.g. To attend 2/4/07 EO Conference
on Maui).
Print advance payments on a separate ATP.
Attach a Red Tag to the ATP (TOP LEFT CORNER)
and mark it ADVANCED PER DIEM.
ATPs for advanced payment per diem must be
received by Vendor Payment section 10 working
days prior to the travel.
Submit Form 440, Statement of Inter/Intra-Island
Travel completed and Claim for Allowable Travel
Expenses, with copies of airline coupons, airline
boarding passes or e-ticket passenger receipt to
Vendor Payment section, within five (5) days
after the completion of travel.

64
After-the-fact Per Diem

To reimburse employee for travel expenses who did
not receive an advance per diem
Submit Form 440, statement of Inter/Intra-Island
Travel completed and Claim, for Allowable Travel
Expenses, to Vendor Payment section, within five
(5) days after the completion of travel as the
invoice. Do not submit FMS-PY1 Direct
Payment/Invoice Form.
Approval field in WinFMS must be data entered. In
the description field, enter a brief explanation
for travel (e.g. to attend 2/4/07 EO Conference
on Maui).
Print travel payment on a separate ATP from
mileage payment.

65
How are Allotment Balances affected?

A posted Direct Payment will reduce the Available
Balance and increase the Expenditure Balance but
not affect the Encumbrance Balance (no purchase
order created).
This will be reflected on theAllotment Inquiries
screen inFMS, and on-line printed Reports.