| DATE: |
November 14, 1997 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting and Auditing
Office of State Comptroller |
| |
| SUBJECT: |
TIMING OF PAYMENTS ON DEFERRED PAYMENT CONTRACTS |
During post-audit reviews of deferred payment contracts, we have noted several
problems regarding the timing of installment payments. In some instances, agencies
are paying significantly earlier than required while in other cases the payments
are being made late. These payments should be made in accordance with the amortization
schedule approved for the particular deferred payment contract. For example, if
the amortization schedule shows that a payment is to be made on May 1, then the
payment is due to the vendor on that date. This requires that an agency submit
a voucher for payment approximately 7-10 days prior to the due date. This should
allow enough time for the payment to be processed and the vendor to receive the
payment on or slightly before its due date.
We are aware that some agencies are requiring vendors to invoice them for payments
on these contracts with the understanding that when the invoice is received that
they still have 40 days to make the payment. This is incorrect. Please note that
the approved amortization schedule received at the inception of the contract serves
as the invoice for the entire term covered by the deferred payment contract. This
schedule should be submitted to the Comptroller's Office each time a payment is
made with the applicable payment date highlighted. If an agency is invoiced periodically
for the payments on a deferred payment contract, the date that an invoice is received
does not take precedence over the original amortization schedule. The suggested
method for handling these payments is to set up a "tickler file" for all deferred
payment contracts and note the date on which the payments are to be vouchered. This
will help serve as a reminder to make the payments each month or quarter without
having to rely on a vendor invoice.
In summary, timing of the payments is critical to insure that the State does
not lose interest by paying too early, and it does not incur late charges as a result
of paying late. The Comptroller's Office will closely monitor these payments to
ensure that economic prudence is maintained.
Thank you for your cooperation. If you have any questions regarding these instructions
or if we can be of additional assistance, please feel free to call Kevin Thompson
at 414-1829 (SC 994-1829) or Mark Hammett at 414-1828 (SC 994-1828).
| DATE: |
November 14, 1997 |
| TO: |
Agencies Addressed |
| FROM: |
Bill Monroe, Director
Division of Accounting and Auditing
Office of Comptroller |
| |
| SUBJECT: |
SPECIAL SUPPLEMENTAL PAYROLL |
The Special Supplemental Payroll scheduled to be processed on November 24, 1997
is for emergency wage payments only. This payroll will enable agencies to pay, before
the Thanksgiving Holidays, those employees missed on the previous biweekly or monthly
payroll. Note, this payroll will produce only warrants. The warrant release date
and the warrant date are both November 25, 1997. Please deliver all emergency requests,
on paper, to the Bureau of State Payrolls by 5:00 p.m. Friday, November 21, 1997.
We will not accept any change orders that modify Pay Master. COPES will process
Pay Master change orders on the regular Supplemental Payroll scheduled for November
25, 1997.
| DATE: |
December 3, 1997 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting and Auditing
Office of State Comptroller |
| |
| SUBJECT: |
ANNUAL CERTIFICATION PURSUANT TO SECTION 215.422, F.S. |
This is a reminder that Section 215.422(9), Florida Statutes, requires each agency
to certify it's compliance with Subsection (9) to the Comptroller's Office on or
before February 1 of each year.
Please send your certification to:
Office of Comptroller
Bureau of Accounting
Room 414 Fletcher Building
101 E. Gaines St.
Tallahassee, Florida 32399-0350
If you have questions or need additional information please call Reuben Helms
at (850) 488-1951 or SC 278-1951.
| DATE: |
December 8, 1997 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting and Auditing
Office of State Comptroller |
| |
| SUBJECT: |
DEADLINE FOR PROCESSING CERTIFICATIONS FORWARD |
Agencies are encouraged to submit all vouchers to be paid from Certifications
Forward Accounts by December 19, 1997. This will allow time for corrections to the
vouchers, should any be necessary. In order to be processed, vouchers payable from
Certification Forward Accounts must be received by us no later than 5:00 p.m. on
December 31, 1997. Vouchers received in this office after the deadline will be returned
to the agency and may only be resubmitted for payment from the current year appropriations.
Your cooperation in submitting these vouchers as early as possible will be appreciated.
If additional information is needed, please contact Mike Gomez at 488-7194, Suncom
278-7194.
| DATE: |
December 16, 1997 |
| TO: |
Agencies Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting and Auditing
Office of State Comptroller |
| |
| SUBJECT: |
ADDITIONAL CLASS C PAYROLL SCHEDULED FOR 1997 |
An additional Class C Payroll has been scheduled to run December 18, 1997. This
payroll will enable agencies to process outstanding employee travel payments before
the end of the calendar year. The warrant date is December 22, 1997 with a release
date of December 19, 1997. The cut off time is 5:00 p.m. December 17, 1997. If additional
information is needed, please contact Cindy Sauls at 488-6416.
| DATE: |
January 15, 1998 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting & Auditing
Office of Comptroller |
| |
| SUBJECT: |
ACCESS CONTROL |
A new version of Access Control will be implemented on Saturday, January 31,
in preparation for the new Invoice Tracking System currently under development.
This version eliminates the Available Balance Inquiry as a separate function. Additionally,
a new feature will be available in the State Comptroller (SC) function to provide
inquiry against the Paid Warrant Index File. No action is required by security administrators
as a result of these changes. If you have any questions, call the SAMAS/FLAIR Help
Desk at 487-2627 (Suncom 277-2627).
| DATE: |
January 22, 1998 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting & Auditing
Office of Comptroller |
| |
| SUBJECT: |
SYSTEMS ENHANCEMENT - COMPTROLLER'S PAID WARRANT INQUIRY SCREEN |
We are pleased to announce that effective February 2, 1998, agencies will be
able to access the Comptroller's paid warrant information for the most current 12
month period via a new "Paid Warrant Inquiry" screen. This function will
appear as PW - PAID WARRANT on the Central Accounting Mini Menu which users
access by the SC function. Upon entering PW_I on the Central Accounting Mini
Menu, a screen will be returned asking you to enter warrant type and warrant number.
The same screen will provide valid warrant types listed at the bottom. The last
screen will return the following information listed from left to right: WARRANT
TYPE, WARRANT NUMBER, ISSUE YEAR, PAID DATE, BATCH NUMBER, SEQUENCE, and BANK NUMBER.
This screen does not however, contain any information on EFT transactions. Agency
personnel that desire access to this new function should contact their Security
Administrator. If problems occur in using this new function, you should contact
the SAMAS Help Desk at 487-2627 or SunCom 277-2627.
Agencies will no longer have to call staff in our Reconciliation Section to obtain
paid warrant information for the most current 12 month period. This enhancement
should allow us to provide a quicker turn around for copies of paid state warrants.
The information returned on the last screen contains the data we need to access
the particular roll of film from which we can make a copy of the listed warrant.
Effective February 2, 1998, if you desire a copy of the paid state warrant that
appears on the return screen, simply do a screen print and fax it to our Reconciliation
Section (FAX number 921-0607, SC 291-0607). Make sure you include a return address.
On requests for copies of a large number of state warrants paid within the most
recent 12 month period, agencies will be required to submit a roster or spreadsheet
listing all the data returned on the last PW_I screen for each warrant. Requests
for copies of paid warrants that are more than a year old should be submitted separately.
If you have any questions on this new procedure, please call Mike Manderfield at
414-1804, SunCom 994-1804.
| DATE: |
January 23, 1998 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting & Auditing
Office of Comptroller |
| |
| SUBJECT: |
FLAIR / SAMAS ONLINE TRANSACTIONS |
FLAIR/SAMAS Online Transactions
Effective March 18, 1998, the following transaction screens will be modified to
be Year 2000 compliant:
| Transaction 1SX (Accounts Receivable and Encumbrance) - Request for
Certifications |
| Transaction 32 - Revolving Fund Reimbursement |
| Transaction 52 - Revolving Fund Unencumbered Disbursement |
| Transaction 53 - Payables Disbursement |
| Transaction 54 - Revolving Fund Payables Disbursements |
| Transaction 59 - Revolving Fund Disbursement Correction |
| Transaction 6S - Encumbrances Subsidiary Ledgers |
| Transaction 60 - Encumbrances |
| Transaction 60 - (SPURS) - Encumbrances |
| Transaction 61 - Encumbrance Changes |
| Transaction 7S - Revolving Fund Subsidiary Ledgers |
| Transaction 70 - Encumbered Disbursements |
| Transaction 71 - Revolving Fund Encumbered Disbursements |
| Transaction 8S - Accounts Payables |
| Transaction 80 - Unencumbered Payables |
| Transaction 81 - Encumbered Payables |
We are working to have screen formats for these transactions available on our
Web page at http://www.dbf.state.fl.us. If you need a hard-copy of the format, call
the SAMAS Help Desk at 487-2627.
Auxiliary File Batch Add/Update Input Files
Effective May 18, 1998, batch adds/updates to the auxiliary files are required to
be in a new format. Layouts of those input files are available on the Web page as
well. The formats will change for Contract Information Add/Update, Grant Information
Add/Update, Project Information Add/Update, and Expansion Add/Update.
Other FLAIR/SAMAS Departmental Accounting Files
Batch Transaction, PC Upload, Property Master Record Status Update, Property Inventory
Update, and Property Initial Load files must be in the new format effective October
19, 1998. All files sent to agencies from SAMAS/FLAIR Departmental Accounting will
change to the new format October 19 except the Transaction History File. In order
to have a complete year of data in one format, we will change it on July 1, 1998,
for fiscal year 1998-99. Even though June, 13th Month, and year-end files are created
after July 1, they will be in the old format.
FLAIR/SAMAS Central Accounting Files
The Central Accounting Master Balance File and Transaction History File sent to
agencies will change July 1, 1998.
If you have questions concerning our Year 2000 modifications, please call the
Help Desk.
| DATE: |
February 19, 1998 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting & Auditing
Office of Comptroller |
| |
| SUBJECT: |
TRAVEL AND OTHER REIMBURSEMENTS BY EFT |
The employee vendor file in SAMAS/FLAIR has been modified to allow for employee
reimbursements to be made by EFT. Employee reimbursement transactions input into
departmental SAMAS/FLAIR starting Saturday, March 14, 1998, will be paid by EFT
rather than a State warrant if the following criteria are met:
- The employee is currently participating in the EFT program for salary payments,
- Social Security number and last name in the employee vendor file match the
same information in the agency's W-4 file, (W-4 information is printed on the
earnings statement), and
- The payment is not a Class C meal allowance (at the present time, Class
C meal allowances will not be paid by EFT).
All employee reimbursements other than Class C meal allowances will be paid by
EFT if the above criteria are met. Employee reimbursement payments will be deposited
to the same bank account that salary payments are deposited into. Employee reimbursements
cannot be deposited to separate bank accounts.
Employee reimbursements made through an agency's revolving fund/account will
not be affected. The revolving fund is the vendor and the employee is a subvendor.
If you have any questions, please call Mike Gomez at 487-7194 or Suncom 278-7194.
| DATE: |
March 2, 1998 |
| TO: |
Agency Addressed |
| FROM: |
William O. Monroe, Director
Division of Accounting & Auditing
Office of Comptroller |
| |
| SUBJECT: |
COMPTROLLER'S MEMORANDUMS ON THE INTERNET |
The Comptroller's Memorandums are now available through the Internet. They can
be accessed from the Comptroller's home page at www.dbf.state.fl.us. Within
the next couple of weeks, the "Agency Addressed" memorandums issued during the current
fiscal year will also be included at this web site.
If you have any questions, or need additional information, please contact Pam
Blount at 414-7833 or Suncom 994-7833.
