payment processing in sfma what you always wanted to know about making a payment!

Payment Processing in SFMAPayment Processing in SFMA

What you always wanted to What you always wanted to know about making a know about making a

payment!payment!

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Topics CoveredTopics Covered

Vendors and Vendor NumbersVendors and Vendor Numbers– What they areWhat they are– How to find themHow to find them– How to find vendor payment historyHow to find vendor payment historyPayment InformationPayment Information– Was a payment madeWas a payment made– What is the warrant numberWhat is the warrant number– What is the warrant statusWhat is the warrant status– How to make a new paymentHow to make a new payment

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What is the ‘KEY’?What is the ‘KEY’?

On each of the screens (profiles) we will On each of the screens (profiles) we will preview, certain information is entered to preview, certain information is entered to retrieve the information you are looking for.retrieve the information you are looking for.

This is called the ‘key’ and differs from screen This is called the ‘key’ and differs from screen to screen.to screen.

Most, but not all screens require at least the Most, but not all screens require at least the agency number agency number

Most of the vendor screens do not require Most of the vendor screens do not require agency.agency.

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What is a Vendor Number?What is a Vendor Number?

In SFMA, we add ‘1’ to the taxpayer id of the In SFMA, we add ‘1’ to the taxpayer id of the vendor. This can be a federal id (FEIN) or a vendor. This can be a federal id (FEIN) or a social security number. social security number. OROR

For state employees there is an ‘OR’ number For state employees there is an ‘OR’ number generated by Personnel. We add ‘1’ to this generated by Personnel. We add ‘1’ to this number for the employee vendor number.number for the employee vendor number.

There are also one-time vendor numbers There are also one-time vendor numbers which begin with ‘9’.which begin with ‘9’.

Foreign vendors begin with ‘2’.Foreign vendors begin with ‘2’.

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Vendor Inquiry ScreensVendor Inquiry Screens

The vendor inquiry screens are:The vendor inquiry screens are:

3A – Vendor Alpha Inquiry3A – Vendor Alpha Inquiry

– Use if you know the vendor nameUse if you know the vendor name

3N – Vendor Number Inquiry3N – Vendor Number Inquiry

– Use if you know the vendor numberUse if you know the vendor number

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This screen is accessed two ways:– by typing 3A in the ‘LINK TO’ field, enterOR– With the cursor in vendor name field of any

transaction entry screen, press F1Select Vendors from: S (systemwide)Search Name: – If a company, use the first 3 characters of the

company name– If an individual, use the first 3 characters of the

last name

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I’m looking for I’m looking for American Property American Property ManagementManagement

When I put in just the first three characters – When I put in just the first three characters – ‘ame’ it pulls in way too many vendors (they ‘ame’ it pulls in way too many vendors (they are listed alphabetically)are listed alphabetically)

Since I didn’t want to scroll through the Since I didn’t want to scroll through the records, I entered records, I entered American PropAmerican Prop as the as the search name.search name.

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Find the Vendor Number (3A)Find the Vendor Number (3A)

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3N – Vendor Number Inquiry3N – Vendor Number Inquiry

Access this screen two ways:Access this screen two ways:

– by typing by typing 3N3N in the ‘LINK TO’ field, in the ‘LINK TO’ field, enterenter

OROR

– With the cursor in Vend/MC fields of any With the cursor in Vend/MC fields of any transaction entry screen, transaction entry screen, press F1press F1

Vendor No:Vendor No: type number here type number here

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Find the Mail Code (3N)Find the Mail Code (3N)

The remit address I’m looking for is PO Box 12529 -

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Vendor Inquiry screens – From the Vendor Inquiry screens – From the transaction entry screens (3A)transaction entry screens (3A)

When in the middle of entering a transaction When in the middle of entering a transaction and you need to find the vendor number:and you need to find the vendor number:– Place your cursor in the vendor name field Place your cursor in the vendor name field – F1F1 – takes you to the 3A screen – takes you to the 3A screen– ‘‘S’ for (systemwide)S’ for (systemwide)– Type at least first 3 characters of name - enterType at least first 3 characters of name - enter– Type Type ‘S’‘S’ in the Select Column of the vendor in the Select Column of the vendor

number you choose number you choose – Press Press F9F9 – you and the vendor number will be – you and the vendor number will be

returned to the transaction entry screen!returned to the transaction entry screen!

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Vendor Inquiry screens – From the Vendor Inquiry screens – From the transaction entry screens (3N)transaction entry screens (3N)

When in the middle of entering a transaction When in the middle of entering a transaction you can access the 3N screen:you can access the 3N screen:– Place your cursor in either the vendor number Place your cursor in either the vendor number

or vendor mail code field or vendor mail code field – F1F1 – takes you to the 3N screen – takes you to the 3N screen– Type ‘Type ‘SS’ in the Select Column of your choice - ’ in the Select Column of your choice - – Press Press F9F9 – you and the number you choose – you and the number you choose

will return to the entry screen!will return to the entry screen!

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Vendor Profile ScreensVendor Profile Screens

You must have the vendor number to access You must have the vendor number to access the information on these profiles.the information on these profiles.

– 52 – Statewide Vendor Profile52 – Statewide Vendor Profile

This is considered the ‘000’ mail codeThis is considered the ‘000’ mail code

This is the legal (IRS) name of a This is the legal (IRS) name of a company or individualcompany or individual

– 51 – Vendor Mail Code Profile51 – Vendor Mail Code Profile

This contains all valid address codes.This contains all valid address codes.

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52 Statewide Vendor Profile52 Statewide Vendor Profile

Agencies add new vendors on this screen.Agencies add new vendors on this screen.

It you try to enter a vendor that already It you try to enter a vendor that already exists, you will get a security error.exists, you will get a security error.

Newly added profiles will have a status code Newly added profiles will have a status code of ‘R’.of ‘R’.

Profiles you add by 11 am will be activated Profiles you add by 11 am will be activated that afternoon.that afternoon.

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51 Vendor Mail Code Profile51 Vendor Mail Code Profile

Agencies add new mail codes (addresses) to Agencies add new mail codes (addresses) to pre-existing vendors on this screen.pre-existing vendors on this screen.Mail codes are entered sequentially.Mail codes are entered sequentially.You can find the next mail code by going to You can find the next mail code by going to the 3N screenthe 3N screenNewly added profiles will have a status code Newly added profiles will have a status code of ‘R’.of ‘R’.Profiles you add by 11 am will be activated Profiles you add by 11 am will be activated that afternoon.that afternoon.

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SFMS Vendor GuruSFMS Vendor Guru

Visit our website for complete vendor Visit our website for complete vendor informationinformation

http://http://egov.oregon.gov/DAS/SCD/SFMS/desk_manegov.oregon.gov/DAS/SCD/SFMS/desk_manual.shtmlual.shtml PROF1 PROF1

Our Vendor Guru is Tammy LyonsOur Vendor Guru is Tammy Lyons

– 503-373-1044, ext 240503-373-1044, ext 240

Email Email

– Vendor SFMS 1 * DAS SCDVendor SFMS 1 * DAS SCD

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SFMS ACH GuruSFMS ACH Guru

Visit our website for complete ACH (direct Visit our website for complete ACH (direct deposit) informationdeposit) information

http://http://www.oregon.gov/DAS/SCD/SFMS/ach.shtmlwww.oregon.gov/DAS/SCD/SFMS/ach.shtml

Our ACH Guru is Inna CuttingOur ACH Guru is Inna Cutting

– 503-373-1044, ext 247503-373-1044, ext 247

Email Email

– ACH CoordinatorACH Coordinator

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Payment InformationPayment Information

You need a vendor number to find out if a You need a vendor number to find out if a payment has been madepayment has been made

– To prevent a duplicate paymentTo prevent a duplicate payment

– To answer a vendor questionTo answer a vendor question

Additional helpful informationAdditional helpful information

– Invoice NumberInvoice Number

– AmountAmount

– Time PeriodTime Period

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Screens you may needScreens you may need

Once you have the vendor numberOnce you have the vendor number– 85 Vendor Transaction Inquiry85 Vendor Transaction Inquiry

– 87 Cumulative Vendor Invoice Inquiry87 Cumulative Vendor Invoice Inquiry

– 88 Cumulative Vendor Payment Inq88 Cumulative Vendor Payment Inq

Once you have the warrant numberOnce you have the warrant number– 44 Single Payment Cancellation44 Single Payment Cancellation

– 47 Pmt Control Table Status Maint47 Pmt Control Table Status Maint

Once you have the document numberOnce you have the document number– 86 Document transaction Inquiry86 Document transaction Inquiry

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Researching PaymentsResearching Payments

If you have the vendor name, use the 3A to If you have the vendor name, use the 3A to find the numberfind the number

If you have the vendor number, you can find If you have the vendor number, you can find the warrant number on the 85, 87 or 88 the warrant number on the 85, 87 or 88 screensscreens

If you have the voucher number, you can find If you have the voucher number, you can find the complete payment information on the 86 the complete payment information on the 86 screen with drill down to the 84 screenscreen with drill down to the 84 screen

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Research PaymentsResearch Payments85 Vendor Transaction Inquiry85 Vendor Transaction InquiryVEND NO/MC:

– If a vendor has multiple mail codes it is best to leave this field blank. You can never be sure what mail code is used!

AGY:

DOC TYPE:

VP (VI, ZE, etc) if you will be searching VP (VI, ZE, etc) if you will be searching for an invoice numberfor an invoice number

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Research PaymentsResearch Payments85 Vendor Transaction Inquiry (2)85 Vendor Transaction Inquiry (2)

Optional fields to aid in your searchOptional fields to aid in your search

REC TYPE:REC TYPE: A if the payment would have A if the payment would have been made more than 3 months ago, change been made more than 3 months ago, change the ‘A’ (active acct event) to ‘I’ (inactive acct the ‘A’ (active acct event) to ‘I’ (inactive acct event)event)

APPR FUND:APPR FUND: appropriated fund, if known appropriated fund, if known

FUND:FUND: the d23 fund, if known the d23 fund, if known

EFF DATE RANGE: TO 041806EFF DATE RANGE: TO 041806

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Research Payments Research Payments 85 Vendor Transaction Inquiry (3)85 Vendor Transaction Inquiry (3)Information on the 85 screenInformation on the 85 screen

– DocNo (curdoc) and RefDocDocNo (curdoc) and RefDoc

– Pmt-# (warrant number)Pmt-# (warrant number)

– Trans Amt (payment amount)Trans Amt (payment amount)

– Invoice NumberInvoice Number

– Transaction codingTransaction coding

– PDT (payment distribution type)PDT (payment distribution type)

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Research Payments Research Payments 85 Vendor Transaction Inquiry (4)85 Vendor Transaction Inquiry (4)

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Research Payments Research Payments 87 Cum Vendor Invoice Inquiry (1)87 Cum Vendor Invoice Inquiry (1)This screen is useful if you have the exact This screen is useful if you have the exact vendor no/mail code used AND the invoice vendor no/mail code used AND the invoice numbernumberThe key includes:The key includes:– Agy; Vend no/MC; FYAgy; Vend no/MC; FYOptional key includesOptional key includes– Invoice numberInvoice numberIf you don’t have the invoice number, keep in If you don’t have the invoice number, keep in mind that the older payments are shown first – mind that the older payments are shown first – page down to find the newer paymentspage down to find the newer payments

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Research Payments Research Payments 87 Cum Vendor Invoice Inquiry (2)87 Cum Vendor Invoice Inquiry (2)

Warrant #

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Research Payments Research Payments 88 Cum Vendor Payment Inquiry88 Cum Vendor Payment InquiryThe key for this screen includes:The key for this screen includes:– AgencyAgency– Vendor numberVendor number– Vendor mail codeVendor mail code– Fiscal yearFiscal year– Cur Doc (optional)Cur Doc (optional)– Org levels 2 or 3Org levels 2 or 3If you don’t use Cur Doc, scroll down to find If you don’t use Cur Doc, scroll down to find current payments.current payments.

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Research Payments Research Payments 88 Cum Vendor Pmnt Inquiry (2)88 Cum Vendor Pmnt Inquiry (2)

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Research Payments Research Payments 88 Cum Vendor Pmnt Inquiry (3)88 Cum Vendor Pmnt Inquiry (3)If you use Cur Doc as part of the key, this is If you use Cur Doc as part of the key, this is what you get:what you get:

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Research Payment Documents Research Payment Documents 86 Document Trans Inquiry86 Document Trans Inquiry

All you need on this screen is your agency All you need on this screen is your agency number and the document numbernumber and the document numberYou may have to change the Rec Type to “I” You may have to change the Rec Type to “I” which means the inactive account event, vs which means the inactive account event, vs “A for the active accounting event.“A for the active accounting event.About 3 months will be in the active account About 3 months will be in the active account event. Prior will be in the inactive accounting event. Prior will be in the inactive accounting eventevent

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Research Documents (2)Research Documents (2)86 Document Trans Inquiry86 Document Trans Inquiry

Warrant #

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Research Documents (3) Research Documents (3) 86 Document Trans Inquiry 86 Document Trans Inquiry

On the 86 screen, if you want to drill down to On the 86 screen, if you want to drill down to the 84 Account Event Screen, press F2.the 84 Account Event Screen, press F2.

This takes you to the 84 screen for the first This takes you to the 84 screen for the first transaction listed on the 86 screentransaction listed on the 86 screen

If you want to go directly to another of the If you want to go directly to another of the transactions, tab to the Select column, which transactions, tab to the Select column, which is on the right of the screen.is on the right of the screen.

““S” select your transaction, press F2S” select your transaction, press F2

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Research Documents (4) Research Documents (4) 84 Account Event Inquiry84 Account Event Inquiry

We commonly call this screen the ‘AE’We commonly call this screen the ‘AE’If corrections are to be made, we use a If corrections are to be made, we use a screen print of the record from this screen to screen print of the record from this screen to make sure we reverse the original entry make sure we reverse the original entry exactly as it was recorded.exactly as it was recorded.You can also access this screen directly if You can also access this screen directly if you know the batch id:you know the batch id:

““Batch agency, batch date, batch type,Batch agency, batch date, batch type, batch number, batch sequence number”batch number, batch sequence number”

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Research Documents (5) Research Documents (5) 84 Account Event Inquiry84 Account Event Inquiry

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Research Documents (6) Research Documents (6) 37 Document Tracking Inquiry37 Document Tracking Inquiry

Have you ever wanted to know:Have you ever wanted to know:

– Who entered the document and when?Who entered the document and when?

– Who made corrections to the document?Who made corrections to the document?

– Who deleted transactions?Who deleted transactions?

– Who released the batch and when?Who released the batch and when?

The 37 screen will give you all this The 37 screen will give you all this information, on a document level, by fiscal information, on a document level, by fiscal year.year.

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Two ways to access the 37 screen:Two ways to access the 37 screen:

From the 520 detail screen:From the 520 detail screen:

Type ‘S’ in the select column of the Type ‘S’ in the select column of the transaction in questiontransaction in question

Press ‘F8’ – this takes you to the 37 screenPress ‘F8’ – this takes you to the 37 screen

Press Enter to bring up the document dataPress Enter to bring up the document data

OR. . .OR. . .

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If you know the batch agency, the document If you know the batch agency, the document number and the fiscal year, you can go number and the fiscal year, you can go directly to the 37 screendirectly to the 37 screen

Type in the batch agency, document number Type in the batch agency, document number and fiscaland fiscal

Press EnterPress Enter

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Action Codes

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List of Action Codes (D44) possible on the 37 List of Action Codes (D44) possible on the 37 screenscreen

– 100 original entry/interface100 original entry/interface

– 200 batch released200 batch released

– 388 transaction deleted388 transaction deleted

– 588 transaction changed588 transaction changed

– 599 partial payment599 partial payment

– 600 full payment 600 full payment

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Research Payments Research Payments Warrant StatusWarrant Status

What is the status of the warrant?What is the status of the warrant?

Once you have the warrant number you can Once you have the warrant number you can determine the status from either of these determine the status from either of these screens.screens.

– 44 Single Payment Cancellation – shows 44 Single Payment Cancellation – shows the detail of all transactions included in the the detail of all transactions included in the warrantwarrant

– 47 Pmt Control Table Status Maint. – 47 Pmt Control Table Status Maint. – shows the redemption (clearance) date shows the redemption (clearance) date

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Research Payments Research Payments 44 Screen44 Screen

Type in the warrant number and press enterType in the warrant number and press enter

Info available:Info available:

– Vendor no/mc Vendor no/mc - Vendor name- Vendor name

– Issue dateIssue date

– StatusStatus

– Payment $$Payment $$

– Transactions that make up the warrantTransactions that make up the warrant

– Transaction codingTransaction coding

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Research Payments Research Payments 44 Screen (2)44 Screen (2)

Warrant Status DefinitionsWarrant Status Definitions

““I”I” IssuedIssued

““P”P” Paid (Redeemed)Paid (Redeemed)

““C”C” CancelledCancelled

““R”R” ReplacedReplaced

““E”E” ExpiredExpired

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Research PaymentsResearch Payments44 Screen (3)44 Screen (3)

Status – paid (redeemed)

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Research Payments Research Payments 47 Screen47 Screen

If you want to know when the warrant was If you want to know when the warrant was redeemed, use the 47 screenredeemed, use the 47 screen

The microfilm number is used to order a copyThe microfilm number is used to order a copy

of the warrantof the warrant

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Research Payments Research Payments 47 Screen (2)47 Screen (2)

Redeemed Date

Microfilm number

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Processing a New PaymentProcessing a New Payment

Determine if the invoice you have has already Determine if the invoice you have has already been paidbeen paid

If it hasn’t, you are ready to create a batch If it hasn’t, you are ready to create a batch and enter the transactionand enter the transaction

Go to the:Go to the:

– 500 Batch Header Entry screen500 Batch Header Entry screen

Verify that you are in User Class: 17Verify that you are in User Class: 17

If not, you should be!If not, you should be!

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500 Batch Header Entry500 Batch Header Entry

Required fields are batch agency , batch type Required fields are batch agency , batch type (“4” for payments) and batch number(“4” for payments) and batch number

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505 Transaction Entry Screen505 Transaction Entry Screen

F10 on the 500 screen takes you to the F10 on the 500 screen takes you to the appropriate transaction entry screen. For appropriate transaction entry screen. For batch type 4, the entry screen is:batch type 4, the entry screen is:505 Pre-Enc.End/Expend Transaction Entry505 Pre-Enc.End/Expend Transaction EntryFollow your desk procedures for entering this Follow your desk procedures for entering this transactiontransactionF10 should bring you this message:F10 should bring you this message:Transaction Successfully WrittenTransaction Successfully WrittenF6 to go to the balancing screenF6 to go to the balancing screen

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502 Batch Balancing Screen502 Batch Balancing Screen

If this batch is balanced, it is ready to be If this batch is balanced, it is ready to be released.released.Your UC 17 cannot release transactionsYour UC 17 cannot release transactionsUC 28 will need to release this batch.UC 28 will need to release this batch.Payments are generated based on the Payments are generated based on the Due Due DateDate entered on the 505 screen. entered on the 505 screen.Payment will be generated automatically on Payment will be generated automatically on the Due Date, during the nightly batch cycle if the Due Date, during the nightly batch cycle if there are no errors.there are no errors.

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Expedites Expedites

There are two ways to expedite a payment There are two ways to expedite a payment

– From the batch header screen, before you From the batch header screen, before you enter the transactionenter the transaction

– From the 41 screen if the transaction is From the 41 screen if the transaction is entered before you know you want to entered before you know you want to expedite it, and the batch is still on the 530 expedite it, and the batch is still on the 530 screenscreen

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Expedites (2)Expedites (2)

Prior to entering the transaction, you can put an Prior to entering the transaction, you can put an “E” in the Disb Meth Ind – Disbursement “E” in the Disb Meth Ind – Disbursement Method Indicator fieldMethod Indicator field

– The default is “R” for release (field is blank)The default is “R” for release (field is blank)

– ‘‘H’ for holdH’ for hold

– ‘‘M’ for adding manual warrantsM’ for adding manual warrants

– ‘‘E’ for expeditesE’ for expedites

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Usually, the decision to expedite a payment Usually, the decision to expedite a payment is made because the voucher is still on the is made because the voucher is still on the 530 screen and whatever held it up has been 530 screen and whatever held it up has been fixed. Maybe the batch just hadn’t been fixed. Maybe the batch just hadn’t been released when it should have.released when it should have.

The ‘E’ for expedite must be set by 12:00 pm.The ‘E’ for expedite must be set by 12:00 pm.

The batch must be in released status at The batch must be in released status at 12:00 pm.12:00 pm.

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Expedites (5)Expedites (5)41 Screen41 Screen

The key for the 41, Disbursement The key for the 41, Disbursement Maintenance screen, includes:Maintenance screen, includes:

– AgencyAgency

– Doc No (Cur Doc number)Doc No (Cur Doc number)

– FYFY

Complete these 3 fields, press EnterComplete these 3 fields, press Enter

The DMI field, right under the agency The DMI field, right under the agency number, is “R”, the defaultnumber, is “R”, the default

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Here’s how the 41 screen looks after you change Here’s how the 41 screen looks after you change the DMI of “R” to “E”the DMI of “R” to “E”

The message at the bottom of the screen isThe message at the bottom of the screen is

Z02 RECORD SUCCESSFULLY CHANGEDZ02 RECORD SUCCESSFULLY CHANGED

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Changing the DMI to “E” on the 41 screen is Changing the DMI to “E” on the 41 screen is only part of what you have to do to have a only part of what you have to do to have a successful expedite.successful expedite.

At 12:00 pm, the batch must be in released At 12:00 pm, the batch must be in released status.status.

If the voucher doesn’t get expedited, it will If the voucher doesn’t get expedited, it will process in the next batch cycle, as long as it process in the next batch cycle, as long as it is released and there are no errors.is released and there are no errors.

Grant Category

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Warrant StatusWarrant Status

Warrants remain in “I” status until they areWarrants remain in “I” status until they are

Redeemed – status changes to “P”Redeemed – status changes to “P”

Cancelled – status changes to “C” and Cancelled – status changes to “C” and the WC or CC cancellation document the WC or CC cancellation document number shows in the upper right corner number shows in the upper right corner of the 44 screen. ** more info to followof the 44 screen. ** more info to follow

Replaced – ** more info to followReplaced – ** more info to follow

Expired - ** more info to followExpired - ** more info to follow

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Warrant CancelsWarrant Cancels

When agency staff determine a warrant When agency staff determine a warrant should be cancelled, theyshould be cancelled, they– Write “CANCEL” on the warrant (In INK, of Write “CANCEL” on the warrant (In INK, of

course!) and complete the form they downloaded course!) and complete the form they downloaded from the web. Reason codes are listed on the from the web. Reason codes are listed on the back side.back side.

Download the form from the SFMS website:Download the form from the SFMS website:

http://www.oregon.gov/DAS/SCD/SFMS/http://www.oregon.gov/DAS/SCD/SFMS/docs/forms/wt_cancel_form.docdocs/forms/wt_cancel_form.doc

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Warrant Cancels (2)Warrant Cancels (2)

Separate the forms – they are 3 to a pageSeparate the forms – they are 3 to a page

Reason codes are on the back of the form:Reason codes are on the back of the form:

– 001 Incorrect Vendor ID001 Incorrect Vendor ID

– 002 Incorrect Amount 002 Incorrect Amount

– 003 Unable to deliver warrant 003 Unable to deliver warrant

– 004 Duplicate Payment 004 Duplicate Payment

– 005 Duplicate Run005 Duplicate Run

– 006 Other006 Other

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Warrant Cancels (3)Warrant Cancels (3)

Complete a form for each warrant to be Complete a form for each warrant to be cancelledcancelled

Staple the form to the from of the warrant – Staple the form to the from of the warrant – we do NOT need the remittance advicewe do NOT need the remittance advice

Send the warrant cancel ‘packets’ to the Send the warrant cancel ‘packets’ to the address at the upper left of each formaddress at the upper left of each form

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Warrant Cancel Form (4)Warrant Cancel Form (4)

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Lost Warrants/ReplacementsLost Warrants/ReplacementsA Quick OutlineA Quick Outline

1.1. Vendor contacts agencyVendor contacts agency

2.2. Agency researches Agency researches

3.3. Agency sends affidavit request to SFMS Agency sends affidavit request to SFMS OperationsOperations

4.4. SFMS Operations sends affidavit to vendorSFMS Operations sends affidavit to vendor

5.5. Vendor completes affidavit, has it notarized and Vendor completes affidavit, has it notarized and returns it to SFMS Operationsreturns it to SFMS Operations

6.6. SFMS Operations receives correctly completed SFMS Operations receives correctly completed affidavit and replaces original warrant if it is over affidavit and replaces original warrant if it is over 30 days from date of issue.30 days from date of issue.

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Lost Warrants/ReplacementsLost Warrants/Replacements

Step 1Step 1

– Vendor contacts agency because an Vendor contacts agency because an expected payment has not been receivedexpected payment has not been received

– Vendor provides invoice number, amount Vendor provides invoice number, amount and any other information that will assist and any other information that will assist the agency in the search for the payment.the agency in the search for the payment.

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Step 2Step 2– Agency researches SFMA to determine if a Agency researches SFMA to determine if a

warrant was created and if it was, what is warrant was created and if it was, what is the status.the status.

– The warrant is in “I” status.The warrant is in “I” status.– Download the “Lost Warrant Affidavit Download the “Lost Warrant Affidavit

Request” form from the SFMS website:Request” form from the SFMS website:– http://www.oregon.gov/DAS/SCD/SFMS/dochttp://www.oregon.gov/DAS/SCD/SFMS/doc

s/forms/lost_warrant_affidavit_request.docs/forms/lost_warrant_affidavit_request.doc

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Step 2, continuedStep 2, continued

– Complete the request formComplete the request form

– Make sure you mark the correct type of Make sure you mark the correct type of action at the top right – the definitions are action at the top right – the definitions are on page 2 & 3 of your download. This on page 2 & 3 of your download. This choice determines the type of affidavit to choice determines the type of affidavit to be sent to the vendorbe sent to the vendor

– Contact the vendor – find out where SFMS Contact the vendor – find out where SFMS should fax/send the affidavit.should fax/send the affidavit.

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Step 2, continuedStep 2, continued– If vendor has requested the affidavit be If vendor has requested the affidavit be

faxed, or there is a more current address, faxed, or there is a more current address, make sure this information is make sure this information is conspicuously noted on the form.conspicuously noted on the form.

– If vendor requests replacement right away, If vendor requests replacement right away, due to monetary issues, this needs to be due to monetary issues, this needs to be conspicuously noted on the form.conspicuously noted on the form.

– Normally warrants must be 30 days from Normally warrants must be 30 days from date of issue before they are replaced.date of issue before they are replaced.

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Step 3Step 3

– Agency faxes the request form to SFMS Agency faxes the request form to SFMS OperationsOperations

– It can also be sent in the shuttle or mailed, It can also be sent in the shuttle or mailed, but fax works just fine.but fax works just fine.

– Remember that highlighting doesn’t show Remember that highlighting doesn’t show on a fax – special instructions should be on a fax – special instructions should be identified in another manner.identified in another manner.

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Step 4 – SFMS OperationsStep 4 – SFMS Operations

– Reviews the affidavit request formReviews the affidavit request form

StatusStatus

Dollar amountDollar amount

Document numberDocument number

Mails or faxes the Letter and Affidavit Mails or faxes the Letter and Affidavit to the vendor.to the vendor.

Files requestFiles request

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Step 5 - Vendor Step 5 - Vendor

– Completes the affidavit, “Statement of Completes the affidavit, “Statement of Claimant”Claimant”

– Has the affidavit notarizedHas the affidavit notarized

The legal requirement for having this The legal requirement for having this form notarized is to verify that the person form notarized is to verify that the person who is requesting the duplicate warrant who is requesting the duplicate warrant is in fact the payee.is in fact the payee.

– Oregon Revised Statute 293.475Oregon Revised Statute 293.475

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Step 6 – SFMS OperationsStep 6 – SFMS Operations– Receives the completed affidavitReceives the completed affidavit– Reviews for notary signature, stamp and dateReviews for notary signature, stamp and date– Compares request form to affidavitCompares request form to affidavit– Assigns manual warrant number – these are Assigns manual warrant number – these are

in the 113 number series.in the 113 number series.– Once a week creates the replacement Once a week creates the replacement

warrants from the completed packets/warrants from the completed packets/– The warrants are mailed the next day.The warrants are mailed the next day.

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Step 6, SFMS Operations, continuedStep 6, SFMS Operations, continued– Warrants within the 30 day waiting period will Warrants within the 30 day waiting period will

not be duplicated/replaced until the end of this not be duplicated/replaced until the end of this time period.time period.

– Exceptions due to monetary issues for the Exceptions due to monetary issues for the payee will be handled expeditiously.payee will be handled expeditiously.

– Notification that the replacement was mailed Notification that the replacement was mailed out is sent to the issuing agency.out is sent to the issuing agency.

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Replacement WarrantsReplacement Warrants

Once a warrant has been replaced, the status Once a warrant has been replaced, the status on the 44/47 screens changes from “I” to “R”.on the 44/47 screens changes from “I” to “R”.

When the status on the 44 screen shows “R”, When the status on the 44 screen shows “R”, you can go to the 47 screen to find the you can go to the 47 screen to find the replacement warrant number and its status.replacement warrant number and its status.

Here’s an example of a duplicated warrant – Here’s an example of a duplicated warrant –

#119268434#119268434

On the 44 screen, the status is “R”On the 44 screen, the status is “R”

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Replaced warrant – 44 screenReplaced warrant – 44 screen

Status “R”

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Replaced Warrant – 47 screenReplaced Warrant – 47 screen

Replacement Warrant and its status

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Replacement Warrant – 47 screenReplacement Warrant – 47 screen

The 47 screen for the replacement warrant The 47 screen for the replacement warrant cross references the original warrant number!cross references the original warrant number!

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Warrant ExpirationsWarrant Expirations

Each warrant has this written above the Each warrant has this written above the signature area:signature area:

““Void after 2 Years From Date of Issue”Void after 2 Years From Date of Issue”

SFMS expires warrants on June 30SFMS expires warrants on June 30thth each each year, based on these criteria.year, based on these criteria.

– Payment status = “I”Payment status = “I”

– Issue date is greater than two years from Issue date is greater than two years from the current fiscal year end date (June 30)the current fiscal year end date (June 30)

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Warrant Expires (2)Warrant Expires (2)

Here is an example of a warrant that will Here is an example of a warrant that will expire June 30, 2006, if it is not redeemed:expire June 30, 2006, if it is not redeemed:

Expiration Date

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Here is an example of a warrant that has Here is an example of a warrant that has been expired:been expired:

Actual expiration date

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As long as a warrant is in “I” issue status, it As long as a warrant is in “I” issue status, it can be legally redeemed at the bank and can be legally redeemed at the bank and through treasury.through treasury.Since we run the expire process only once a Since we run the expire process only once a year, some of the warrants we expire will be year, some of the warrants we expire will be almost 3 years from date of issue.almost 3 years from date of issue.Once a warrant is expired, it will no longer Once a warrant is expired, it will no longer show up on the DAFR3140 Outstanding show up on the DAFR3140 Outstanding Warrants Report.Warrants Report.Notify cash recon staff of expired warrants.Notify cash recon staff of expired warrants.

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1099 MISC1099 MISC43M – 1099 Miscellaneous Summary43M – 1099 Miscellaneous Summary

Type in the two digit year and the vendor Type in the two digit year and the vendor numbernumber1099 ACTUAL1099 ACTUAL – amounts that were or will be – amounts that were or will be reportedreportedLine number = box number on 1099-MISCLine number = box number on 1099-MISCREFERENCE NO indicates a change to REFERENCE NO indicates a change to 1099-MISC reporting1099-MISC reportingVendor number not returned, indicates Vendor number not returned, indicates vendor status of “I” on 52 profilevendor status of “I” on 52 profile

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1099 MISC1099 MISC43M – 1099 Misc Summary (2)43M – 1099 Misc Summary (2)

If the tax year field is populated on the 43M, If the tax year field is populated on the 43M, on-line corrections should NOT be made.on-line corrections should NOT be made.

On-line corrections at this point will effect the On-line corrections at this point will effect the NEXT tax yearNEXT tax year

Send any corrections to the 1099-MISC Send any corrections to the 1099-MISC contact personcontact person

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SFMS 1099-MISC GuruSFMS 1099-MISC Guru

Our 1099-MISC Guru is Terry PolstonOur 1099-MISC Guru is Terry Polston

– 503-373-1044, ext 279503-373-1044, ext 279

EmailEmail– POLSTON Terry S * DAS SCD SFMSPOLSTON Terry S * DAS SCD SFMS

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Have you ever wondered. .Have you ever wondered. .

Where the contact phone number on the Where the contact phone number on the remittance advice comes from? remittance advice comes from?

It comes from the D02 screen!It comes from the D02 screen!Contact phone number

Contact Name

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Questions?Questions?

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The EndThe End