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October 1, 2004

CHIEF FINANCIAL OFFICER MEMORANDUM NO. 03 (2004-05)

SUBJECT: MY FLORIDAMARKETPLACE (MFMP)
CONTRACTUAL SERVICE PAYMENTS - UPDATED PROCESSING REQUIREMENTS

Chief Financial Officer Memorandum No. 3 (2003-04) set forth the procedures and documentation requirements for disbursements made through MFMP. Since its issuance, numerous questions have arisen relating to the specific requirements for processing contractual service transactions through MFMP. This memorandum is to clarify the requirements for processing these transactions.

General provisions applicable to all contractual service invoices processed in MFMP

  • Laws, rules, and regulations applicable to contractual services continue to apply for contractual service payments processed through MFMP.
  • A master agreement or direct order is required for contractual services in accordance with Section 287.058, Florida Statutes.
  • All two-party written agreements, with payments processed in MFMP, must be set up as master agreements.
  • If applicable, payments should be linked to the master agreement in order to update the maximum commitment amount.
  • Supporting documents previously submitted to the Bureau in paper format must be scanned into MFMP.
  • Electronic invoices for contractual services submitted through the Ariba Supplier Network must include the dates of service, in the comments box, on the electronic invoice submitted by the vendor.

    Master Agreements

  • Required Master Agreement fields for DFS audit purposes:

    — Start Date and End Date (if applicable)
    — Maximum Commitment Amount
    — Method of Procurement
    — Historical Amount Spent (if applicable)
    — Description
    — Contract Type

  • Contracts less than or equal to $250,000 require a Contract Summary Form or the entire contract document scanned and attached to the Master Agreement Request. If the entire contract is scanned, a comment citing the page number of the payment criteria/method of payment section is needed or the payment criteria/method of payment section may be scanned as a separate attachment.

  • Contracts greater than $250,000 require the entire contract document scanned and attached to the Master Agreement Request. The Contract Summary Form is not required. A comment citing the page number of the payment criteria/method of payment section is needed or the payment criteria/method of payment section may be scanned as a separate attachment.

  • Additional scanned documentation required, if appropriate:

    — Invoice
    — Procurement documentation
    — Other documentation needed to fully support the transaction and/or show compliance with applicable laws, rules and regulations

    Direct Orders

  • Required Direct Order fields for DFS audit purposes:

    — Start Date and End Date (if applicable)
    — Line items, including adequate description, units and price/method of payment
    — Method of Procurement
    — State Contract ID, where appropriate
  • Prior paid to date information must be provided by entering this information in the comments box on the Exceptions Tab on the Invoice Reconciliation Page or by scanning and attaching the Contract Summary Form to the Exceptions Tab or Invoice E-Form.

  • Additional scanned documentation required, if appropriate:

    — Invoice
    — Procurement documentation
    — Other documentation needed to fully support the transaction and /or show compliance with applicable laws, rules and regulations

    Please contact Judy Sarvis at 850-410-9326, Suncom 210-9326, jsarvis@dfs.state.fl.us or Sharon Schrader at 850-410-9323, Suncom 210-9323, sschrade@dfs.state.fl.us if you have questions regarding this information.