myfloridamarketplace vendor teleconference series june 24, 2009: 1% transaction fee/fee reporting...
TRANSCRIPT
MyFloridaMarketPlace Vendor Teleconference SeriesJune 24, 2009: 1% Transaction Fee/Fee Reporting12:00 noon – 1:00 p.m. EDT
The toll free number is: (888) 808-6959Conference Code: 9766076#
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Overview of MFMP
MyFloridaMarketPlace (MFMP) is the state’s online purchasing system and continues to be a significant tool for Buyers and Vendors of the State of Florida
MFMP’s state of the art system focuses on best practices and maximizes the state’s buying power to support efficient government
MFMP prides itself on public and private partnerships; its award winning technology applications create easier and faster transactions for both buyers and vendors
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Overview of MFMP
MFMP Customers
MyFloridaMarketPlace is a tool used by buyers and vendors of the State of Florida Buyers include executive and other state agencies Vendors include state term contract vendors, agency/department
contract vendors, and minority-owned and small businesses – anyone and everyone who does business with the State of Florida
Why MFMP?
The MFMP system is designed to increase public access to state government buying entities, as well as enhancing economic development opportunities for small businesses and minority-owned, service disabled veteran, and women-owned businesses.
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Overview of MFMP
MFMP Vendor Benefits
Electronic Invoicing (eInvoicing) Electronic Funds Transfer (EFT) Reduced marketing costs 24/7 access to more bid opportunities and information
Vendor Bid System (VBS) Ariba Sourcing eQuote
Equal access for small and minority-owned businesses Less paperwork and processing time Improved quality of interactions with the state Customer service support staff available to provide real time assistance Green catalog and product listing options
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of the 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Through rule 60A-1 of the Florida Administrative Code (F.A.C.), the use of the fee was extended to transactions processed through the MyFloridaMarketPlace system (MFMP) Rule 60A-1 F.A.C
All business conducted with State of Florida agencies is subject to the 1% transaction fee unless specifically exempt by rule
Provides funding for the e-procurement system and purchasing oversight that benefits the state and business community
The MFMP 1% transaction fee provides the e-procurement system that allows vendors electronic access to state buyers and also provides vendor support activities
There is no charge for vendors to register in MyFloridaMarketPlace
Overview
What is the 1% Transaction Fee?
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of 1% MyFloridaMarketPlace Transaction Fee Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Terms and Definitions
Transaction Fee Reporting System – MyFloridaMarketPlace online system for reporting and tracking of transaction fees. Accessed through the MFMP Vendor Registration system.
Consolidated Billing Invoice (CBI) – The Consolidated Billing Invoice (CBI) detail provides your vendor invoice number, the State of Florida's order number, the total amount of the payment, the date the payment was issued, and the total amount due for each payment issued.
State Term Contract (STC) – As defined in s. 287.012(27), F.S. "State term contract" means a term contract that is competitively procured by the department pursuant to s. 287.057 and that is used by agencies and eligible users pursuant to s. 287.056.
287.012 F.S. 287.057 F.S. 287.056 F.S.
State Purchasing Agreement (SPA) – Pricing agreements issued by the Department of Management Services, Division of State Purchasing less than $25,000 pr unit.
Alternate Contract Source (ACS) – Term contracts or requirements contracts competitively established by other governmental entities. In the MyFloridaMarketPlace e-procurement system, an ACS is deemed to be a State Term Contract.
Non-State Term Contracted Vendor – Any other vendors providing goods or services to a state agency not on a statewide contract. May be contracted by a specific agency. If an ACS is approved for an agency, the ACS is deemed to be a Non-State Term Contract (or Agency Contract).
PUR 3776 – State Form for reporting of Transaction Fees (Instructions for Form 3776)
MFMP Transaction Fee Terms and Definitions
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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The 1% transaction fee is paid to the State of Florida. All reporting and fee payment is due by the 15th of each month.
Reports and transaction fee payments are based on fee-eligible payments that the vendor received the prior month. For example, payments that the vendor received in March should be included on the vendor’s April transaction fee report and April transaction fee payment
Vendors should access their MFMP registration account on the fifth business day of the month to review their CBI.
Payments are accepted via check, money order, cashier’s check or Debit Automated Clearing House (ACH). Debit ACH, also known as bank-to-bank EFT (Electronic Funds Transfer), is a form of electronic payment in which you electronically transfer funds from your bank account to the MFMP account.
If paying by check, money order or cashier’s check, please submit your method of payment made payable to:
MyFloridaMarketPlace P.O. Box 5497Tallahassee, FL 32314-5497
Please record the Federal Tax Identification number, company name, and the Consolidated Billing Invoice (CBI) number on the payment to ensure the payment is posted to the company’s account.
Transaction Fee Reporting and Payments
Payment Details
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Transaction Fee Reporting and Payments
Payment/Report Schedule
Contract TypeWhen is the Report Due?
When is the Payment Due?
Fees Owed OnTransaction Fee Report
Sections to be Completed
DMS STC (including ACS)
and SPA
15th calendar day of the
month (even if no payments are received during the
month)
15th calendar day of the
month
All payments received by state agencies and other eligible users of
the contract (e.g., counties, cities,
colleges)
Summary and Detailed Sections
All Others (Non-State
Term Contracted Vendors)
15th calendar day of the
month (when fee-eligible
payments are received)
15th calendar day of the
month
All payments from Executive Branch
agenciesSummary Section
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Transaction Fee Reporting
Log in to your vendor registration account https://vendor.myfloridamarketplace.com/ and enter your username and password.
STC and SPA Contracts Transaction Fee Reporting
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Upon accessing the database and selecting the option to Submit Your Transaction Fee Report Online, please confirm your billing and collections email address by selecting ‘CONTINUE’
STC and SPA Contracts Transaction Fee Reporting
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Confirm your billing and collections email address by selecting ‘CONTINUE.’
STC and SPA Contracts Transaction Fee Reporting
Your Company’s Email Address
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Click View My Consolidated Billing Invoice
STC and SPA Contracts Transaction Fee Reporting
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Click on “No Report Submitted, a zero balance CBI will be generated for a STC/SPA and ACS vendor.
STC and SPA Contracts Transaction Fee Reporting
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Next, input either your DMS STATE TERM CONTRACT NUMBER or your STATE PURCHASING AGREEMENT NUMBER.
Then, complete field ‘D’ by inputting the total amount received during the reporting period.
Next, field ‘F’ should be the 1% calculation of the total amount received as inputted in field ‘D.’ Fields F, I, & K should be the same value.
Complete field J by inputting 0.00 if you have additional DMS STATE
TERM CONTRACT NUMBER(s) or ADDITIONAL SPEND outside of any State Term Contract you will select the ‘ADD LINE TO THIS FORM’
STC and SPA Contracts Transaction Fee Reporting
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Finally, the TOTAL fields under each column must be populated with the appropriate values.
Once you have completed the table in its entirety, select the ‘ADD REPORT DETAIL’ tab.
STC and SPA Contracts Transaction Fee Reporting
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From there, the CONTINUE tab should be highlighted and available to click to proceed to the next page of the report
STC and SPA Contracts Transaction Fee Reporting
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The final page of the report is the Summary page. While virtually all sections of the report are pre-populated, you are still required to complete fields A, B, and C.
STC and SPA Contracts Transaction Fee Reporting
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The final page of the report is the Summary page. While virtually all sections of the report are pre-populated, you are still required to complete fields A, B, and C. Once you have completed those fields, select the ‘I Agree’ tab at the bottommost section of the form.
STC and SPA Contracts Transaction Fee Reporting
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Upon successful completion of the form, the system will give you a confirmation number.
STC and SPA Contracts Transaction Fee Reporting
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Non State Term Contract Vendor Transaction Fee Reporting
Log in to your vendor registration account https://vendor.myfloridamarketplace.com/
Enter your username and password
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Click Submit My Transaction Fee Report Online
Non State Term Contract Vendor Transaction Fee Reporting
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Confirm your billing and collections email address by selecting ‘CONTINUE.’
Non State Term Contract Vendor Transaction Fee Reporting
Your Company’s Email Address
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Next view your CBI which summarizes the payments received through MFMP for the prior month for all locations with the same Billing Contact.
Non State Term Contract Vendor Transaction Fee Reporting
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The Summary level summarizes the Prior Balance, Payments, Charges and Balance Due across all CBIs for the Billing Contact.
The CBI Specific Charges summarizes the payments received the prior month and Transaction Fee amount due.
The Specific Debits summarizes any additional debits or charges that are assessed.
The CBI Specific Payments displays when the payment was posted, check number and amount of check.
Non State Term Contract Vendor Transaction Fee Reporting
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You may review the details of the invoice including warrant number and issue date; and the Transaction Fee Eligibility for each split accounting line by clicking on the active invoice link.
You may review the Exempt value definition by clicking on the link. In this example, the exempt value is zero.
Non State Term Contract Vendor Transaction Fee Reporting
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A Non State Term Contract Vendor, who has received fee eligible payments not displayed in their CBI should submit a report to include the amount by clicking on the No Report Submitted Link.
Non State Term Contract Vendor Transaction Fee Reporting
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Line “A” please list the total amounts of monies received during this reporting period (Including State Purchasing Card monies).
Line “B” subtract any portion of the monies received that are exempt from the 1% transaction fee.
Line “C” subtract the payments made utilizing the State Purchasing Card from the total received.
Line “D” lists the total fee eligible monies received.
Line “F” lists the 1% portion of the total fee eligible monies received.
Line “H” subtracts any monies billed in MyFloridaMarketPlace this reporting period.
Line “I” transaction fees to be self-reported this reporting period.
Line “J” adds any monies billed in MyFloridaMarketPlace this reporting period.
Line “K” total amount of transaction fees being paid this reporting period.
Completing Your Transaction Fee Report
Non State Term Contract Vendor Transaction Fee Reporting
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When completing the Transaction Fee Report, please verify the format of entry. The amount should contain commas, when appropriate.
If the amount is zero, enter ‘0.00’ in the field not “0”.
See Rows B & C
Example of Completed Transaction Fee Report
Non State Term Contract Vendor Transaction Fee Reporting
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If a CBI has not been generated for you, but you have received fee eligible payments click Submit My Transaction Fee Report Online
Then proceed by selecting the appropriate month.
Non State Term Contract Vendor Transaction Fee Reporting
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Select the appropriate month(s) and year for Transaction Fee Report you would like to submit. You can choose multiple months but not multiple years.
Click the ‘Continue’ button
Non State Term Contract Vendor Transaction Fee Reporting
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Submit Your Transaction Fee Report
Once you have completed the Transaction Fee Report, you may submit the report by clicking on the ‘I Agree’ button
By clicking this button, you are declaring that this is a true and accurate report
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Transaction Fee Reporting
Once you have submitted the Transaction Fee Report, you will receive a report conformation number indicating that the report has been successfully submitted to the state.
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non-State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Transaction Fee Exemptions
Level Description
Vendor
If a vendor is a non-profit or government entity, they are generally exempt from the Transaction Fee. If the vendor is not required to register in MyFloridaMarketPlace or is reluctant to register, the vendor may be exempt from the Transaction Fee. The reluctant vendor registration can only be processed if the reason meets specifications outlined in Rule 60A-1.030, F.A.C.
Contract
An exemption that applies to all transactions (purchase orders or disbursements) conducted with a vendor for a specific contract within an agency. An agency must flag a contract as exempt from the 1% transaction fee by completing the Contract Exemption electronic form.
TransactionAllows agencies to indicate that all or a portion of the transaction is exempt from the Transaction Fee. When a transaction is exempt, the agency must check the Fee Eligible checkbox of the requisition/invoice and select the appropriate reason code.
The 1% Transaction Fee applies to all transactions that are not specifically exempted in Rule 60A-1.032 , F.A.C. The table below explains the three levels of exemptions to the 1% transaction fee that may apply to a particular vendor or specific purchase:
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Transaction Fee Dispute Process
If a vendor believes the Transaction Fees were assessed in error, there is a dispute process to follow. You must complete a dispute form in its entirety
When completing the form, identify the CBI number(s), DO number(s), total payments and the amount of the 1% transaction fee you dispute and the reason(s) for the dispute
Upon completion of the document, e-mail the Word document to: [email protected]
MFMP verifies the information is complete and emails the form to the applicable agency’s Purchasing Director / Dispute Liaison for a decision
The agency either approves / disapproves
The agency notifies MFMP of their decision
The Customer Service Desk (CSD) notifies the vendor of agency decision
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Helpful Hints
Consolidated Billing Invoice (CBI)
Review your CBI on a monthly basis To view a past CBI, select ‘View CBI History’
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Helpful Hints
Dunning Transaction Fee Payment Notice 30 day notice 60 day notice
Past Due Notice for Transaction Fee reports 30 day notice 60 day notice
Billing Communications from MFMP
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Helpful Hints
You can sign up for voluntary monthly Transaction Fee notifications.
1. Access you Vendor Registration Account2. Select “Locations and Contacts” in the left side navigation list3. Select “Edit” on the appropriate location4. Under “Billing Contact” section, check the check box below “Confirm Billing
Contact Email Address” that states: Yes, I would like to receive monthly email
notifications from the State reminding me to pay my 1% transaction fee
5. Save and Exit
MFMP Helpful Hint: Also, consider using an email or web-based calendar to set up reminders for submitting reports and payment to MFMP on a monthly basis
Monthly Transaction Fee Notifications
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Agenda
Welcome/Introduction Overview of MyFloridaMarketPlace Overview of MyFloridaMarketPlace Transaction Fees Transaction Fee Terms and Definitions Transaction Fee Reporting and Payments Submitting Transaction Fee Reports
State Contracted Vendors Non State Contracted Vendors
Transaction Fee Dispute Process Helpful Hints Resources
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Resources
Vendor Payment History Website
The State of Florida Chief Financial Officer Payment History website https://flair.dbf.state.fl.us/caspub/vnpayhst.htm can assist vendors with what payments were made to them by the State of Florida. Payment information is updated each evening
When you access the Vendor Payment History Web site, you will need your FEIN / vendor number
If you have questions about a payment, you may also contact the DFS Vendor Ombudsmen Section at (850) 413-5516
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Resources
MFMP Vendor Registration https://vendor.myfloridamarketplace.com/
MFMP Transaction Fee and Reporting http://dms.myflorida.com/business_operations/state_purchasing/myf
loridamarketplace/mfmp_vendors/vendor_toolkit/mfmp_transaction_fee_and_reporting
FAQs http://dms.myflorida.com/business_operations/state_purchasing/myf
loridamarketplace/mfmp_vendors/vendor_frequently_asked_questions_faqs/transaction_fee_and_monthly_reports_faq
Helpful Links
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Resources
Rule 60A-1, Florida Administrative Code https://www.flrules.org/gateway/ChapterHome.asp?Chapter=60A-1
Florida Statutes: 287.012 F.S. Procurement of Personal Property and Services: Definitions
http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0287/SEC012.HTM&Title=-%3E2008-%3ECh0287-%3ESection%20012#0287.012
287.057 F.S. Procurement of commodities or contractual services. http://www.leg.state.fl.us/Statutes/index.cfm?
App_mode=Display_Statute&Search_String=&URL=Ch0287/SEC057.HTM&Title=-%3E2008-%3ECh0287-%3ESection%20057#0287.057
287.056 F.S. Purchases from purchasing agreements and state term contracts. http://www.leg.state.fl.us/Statutes/index.cfm?
App_mode=Display_Statute&Search_String=&URL=Ch0287/SEC056.HTM&Title=-%3E2008-%3ECh0287-%3ESection%20056#0287.056
Helpful Links
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Resources
Contact Us
Customer Service Desk (VendorHelp) at 1-866-352-3776 or [email protected]
Transaction Fee Inquiries at 1-866-352-3776 or [email protected]
Contact information: MyFloridaMarketPlacePhone: 866-352-3776Fax: 850-414-8192Email: [email protected]: http://myfloridamarketplace.com Hours: Monday – Friday, 8:00 am – 5:30 pm EDT