May 2021 Disbursement Services Town Hall Meeting Updates
In the May 2021 Disbursement Services Town Hall meeting, important updates were shared regarding housekeeping instructions, agenda highlights, P-Card compliance, billing date adjustments, year-end dates, and contact information for key personnel. Participants were reminded to stay muted, questions from the chat would be addressed post-meeting, and slides would be distributed. The meeting covered a range of topics including stop payments, confirming orders, payment requests, document management tips, review of OMNI Hold Pilot, AP/Procurement updates, and T-Card distribution procedures. Additionally, important details about P-Card billing dates and compliance requirements were discussed, emphasizing the need for timely monthly reconciliations effective July. Contact information for Derrick Myrick, Joy Henderson, and Blaine Fasone was provided for further inquiries.
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Disbursement Services Town Hall May 2021
Housekeeping All participants except the speaker will remain on mute. Questions from the chat will be collected and answered after the meeting. We will send the slides out to all participants. Please complete the survey attached to townhall invitation.
Carla Daniels TRAVEL
Agenda Card Updates Stop Payments Confirming Orders Year End Dates Payment Requests DocManagement Tips & Review OMNI Hold Pilot Combined AP/Procurement New Supplier Form & Demo
Derrick Myrick CARD COMPLIANCE
P-Card P-Card billing dates Billing dates have been Tue. and Fri. due to technical issues. As of Tuesday 5/25, the problem was fixed. Billing dates should be Fridays only
P-Card Year-End dates Last date to process P-Card charges for FY21 is 6/18/2021 (Billing date 6/11/2021) 7/6/2021 P-Card files from 6/17 7/6 available to process. Controller Year-End Calendar link
P-Card Compliance Report Metrics Receipts attached to charges Verified charges Refunds use original receipt Fraudulent use copy of dispute form or email Monthly Recons on time Effective July (for May Recons due 7/15/21)
T-Card Distribution Working with department to hand deliver T-Cards in Central Office to respective departments. Cards are suspended for security until the cardholder confirms they received the card. Any cards held longer than 60 days from card delivered email notice will be cancelled.
Contact Information Derrick Myrick dmyrick@fsu.edu 644-3943 Joy Henderson jhenderson3@fsu.edu 644-5481 Blaine Fasone bsineath@fsu.edu 644-5294
Tom Donovan STOP PAYMENTS
Stop & Reissue or Cancel Payment Which do I want to do? Stop & Reissue Payment means the payment will be re-issued Cancellation of payments will not be re-issued
Stop Payment Request Form https://controller.vpfa.fsu.edu/forms
What can be reissued? Change payment from CHECK to WIRE: A Stop Payment form must be completed and submitted along with the Foreign Wire Payment Form to ctl-AccountsPayable@fsu.edu Change payment from CHECK TO EFT: The banking information needs to already be in the system to send an EFT payment. If a department needs to reissue a check to the same supplier but different address, departments must contact CTL- APVendors@fsu.edu to update the vendor file prior to reissuing.
What cant be reissued? Reissue payment to a different supplier: The check will be cancelled, and the department must contact Procurement Services for a new PO to the correct supplier.
Stop Payment/Cancellation Form Complete Stop Payment/Cancellation form for each check. If there are multiple vouchers on the same check, one Stop Payment/Cancellation form can be completed. If there are different check numbers(multiple checks), then a new form must be completed for each cancellation. The Stop Payment/Cancellation forms need to be filled out completely with all the information. Please save the form with the check number as the name. (ie 00012345.pdf) Submit the form to Treasury Management. Once Treasury Management cancels the payment with Wells Fargo, the form is sent to Accounts Payable to cancel or re-issue the payment.
Fun Facts If the Stop payment is re-issued as a CHECK The payment will ALWAYS be re-issued to the same supplier All information remains the same except the check number & date will be different. Checks are printed every Wednesday. Any Stop Payment forms submitted after close of business Tuesday will have their payments reissued the following Wednesday. For a faster turnaround, suppliers should opt to receive payment via EFT. We have processed hundreds of stops due to lost checks, Wells Fargo Charges $4 for every stop payment. EFT reaches the supplier as early as 2 business days. Once a payment has been cancelled in OMNI it cannot be undone.
Contact Information Thomas Donovan CTL-AccountsPayable@fsu.edu tdonovan@fsu.edu 850-644-2332
Michelle Pohto & Kathleen Hollingsworth ACCOUNTS PAYABLE
Year End Dates Friday, June 18th: Last day to Enter Payment Requests Last day to submit Invoices to guarantee payment CTL-Invoices@fsu.edu Monday, June 21st: Last day to submit Wire Payment CTL-AccountsPayable@fsu.edu Last day to Approve Payment Request Wednesday, June 23rd: Last day to create a receipt Additional Information: Year-End Calendar | Controller's Office (fsu.edu)
Confirming Orders Email Invoices with PO# & Receipt # CTL-Invoices@fsu.edu
If PO is Closed Will Process via ePRF Won t Process via ePRF Goods/Services were completed by the PO Due Date Goods/Services have a matching receipt (PO, Invoice, Receipt all match) Invoice was sent after the PO Closed Goods/Services were completed after the PO Due Date Goods/ Services do not have a receipt Goods/Services do not have a matching receipt (Invoice amount is More than PO)
Document Management Reviewing Invoices OnBase- Prefers Microsoft Edge New Job Aid *Coming Soon*
Contact Information Michelle M. Pohto CTL-AccountsPayable@fsu.edu mmpohto@fsu.edu 850-645-6594
Payment Requests Roles Department Roles Request these via eORR: FSU_AP_PRF_PROCESSOR FSU_AP_PRF_APPROVER* Level 1 Approver: Recommend 2 Departmental approvers *Approvers should not enter payment requests
Payment Requests- Useful Queries FSU_DPT_EPRF_LVL1_LVL2_APPR: Verify Department approvers FSU_CTRL_UNVCHRD_PRF_STATUS: Review approval status FSU_CTRL_EPRF_INVOICES: Verify fully approved with Voucher #.
Updating Approval Workflow An ePRF Approver Authorization Form is required to update an Approver Workflow. This form is to record department preferences for approval access and usage of the OMNI electronic Payment Request Form (ePRF) process. Forms | Controller's Office (fsu.edu)
Reminders Invoice Information needed on an ePRF: Invoice Number Invoice Date Exact Amount Address Selected Matches the Invoice If requesting Special Handling, you must include an FSU Mail Code. Checks to Center for Global Engagement should be attention: Luciana Hornung at mail code 4240.
Reminders Honorarium Requirements: Honorarium Certification Statement Back-up Documentation: Flyer of the Event Advertisement Lecture Schedule or Agenda An Invoice #: Please create an invoice number for the ePRF SMITH-2021-HONORARIUM AP FAQs
Contact Information Kathleen Hollingsworth CTL-AccountsPayable@fsu.edu khollingsworth@fsu.edu 850-645-7181
Arnold Brown VENDOR SERVICES
Vendor Services Substitute IRS Form W-9 and Vendor Authentication Online Qualtrics Survey Common form between Disbursements and Procurement Automated routing In proto-type testing
Contact Information Arnold Brown aebrown@fsu.edu 850-645-8611
