Enhanced FLAIR Statewide Vendor Files

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Enhanced FLAIR Statewide Vendor Files
Department of Financial Services Division of
Accounting Auditing
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• 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

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

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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

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REQUESTING ADD CAPABILITY

• Access requests must be approved by the agencys
  Administrative Services Director and forwarded
  via email to Statewidevendorfile_at_myfloridacfo.com.
  
• Completed Authorization form to include
• Agency Name and OLO (Example DFS 43)
• F A Directors 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.

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DEMONSTRATION

• ADDING A NEW VENDOR

Demonstrations are best viewed with Display
Settings set to 1024x768
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ENHANCED FLAIR STATEWIDE VENDOR FILES
Add Function
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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 Vendors current mailing address.
• This form is used to ensure the State of
  Florida complies with IRS regulations and to
  provide Form 1099 for payments.

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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.

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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.

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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.

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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.

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Required Fields in Add Function

• Vendor Prefix
• N Vendors are foreign vendors and must be added
  via DFS AA
• 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

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Required Fields in Add Function
MC Minority Codes

• 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

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Required Fields in Add Function
MC Minority Codes

• 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

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.
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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.

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ENHANCED FLAIR STATEWIDE VENDOR FILES
Inquiry Function
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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.

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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.

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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

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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

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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.

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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.

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DEMONSTRATION

• INQUIRE BY NUMBER

INQUIRE BY NAME
Demonstrations are best viewed with Display
Settings set to 1024x768
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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

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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

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CONTACT INFORMATION

• Non MFMP vendors
• Department of Financial Services
• Division of Accounting and Auditing
• Bureau of Accounting
• Statewide Vendor File Section
• Phone [phone]
• Email StatewideVendorFile_at_myfloridacfo.com
• MFMP Vendors
• MFMP Customer Service Desk
• Phone [phone]
• Email VendorHelp_at_myfloridamarketplace.com