Year-end 2010 Accounts Payable Fiscal Year End Procedures .
WelcomeYear-end 2010Accounts PayableFiscal Year End Procedures PresentationSeptember 08, 2010Miami-Dade Finance Department1
Year-end 2010Agenda Important DatesVoucher PayablesSpecial Services Conversion (ADP Refunds)Payments to CSBE VendorsConstruction PayableResolution Conversion / Exception ListUnclaimed Checks ProcessACH PaymentVendor Payment Inquiry Web Program Application – UpdateP-Card AuditDelinquent Contractor ListPetty Cash / Change FundsSecurityMiami-Dade Finance Department2
Year-end 2010 Important Dates Monday, September 13, 2010 Encumbrance Liquidation––––––Monday, September 20, 2010 - Authorized Forms DueMonday, October 4, 2010 – 1st Preliminary ReportsThursday, October 7, 2010 - Accounts Payable CutoffMonday, October 11, 2010 - 2nd Preliminary ReportsFriday, October 15, 2010 - G/L Final ClosingMid September – Change in Access to the 26th FloorMiami-Dade Finance Department3
Year-end 2010Monday, September 13, 2010Last day to submit to Patrick Price - Accountingand ReportingExcel Spreadsheet of liquidations of encumbrances.¾ NOTE: Liquidated purchase orders CANNOT be reencumbered and will be closed in ADPICS.Miami-Dade Finance Department4
Year-end 2010Monday, September 20, 2010Last day to submit to Dania Diaz or Nieves Del Rio¾ Accounts Payable Authorized Signature Forms¾¾¾¾Purchase and/or Travel Card Reconciliation Authorization FormTravel Authorization Signature FormsWire Transfers Authorization FormsAccounts Payable Liaison Forms¾ Last Day to Submit to Maria Rivero or MadelinAlfonso¾ Petty Cash Form¾ FEMA Liaison Form¾ Department Employee Recognition Award FormMiami-Dade Finance Department5
Year-end 2010Monday, September 20, 2010 Continue:¾ Last Day to Submit to Arlin Montero¾ FAMIS Liaison and Authorized Signatures for Systems SecurityAccess Form¾ Last Day to Submit to Lori Madrigal¾ Trust Fund Authorization Forms¾ Last Day to Submit to Hilda Garcia¾ Debt Arrearage Ordinance LiaisonsMiami-Dade Finance Department6
Year-end 2010Thursday, September 30, 2010 Last day to create a Purchase Order for 2010 fiscalperiod appropriated funds. Accounts Payable– Please be certain that all releases (POs) for prior yearinvoices are created prior to 9/30/10 (calendar), foryou will not be able to process the corresponding FYE2009-10 invoices for the prior fiscal year, during thedates of October 1, 2010 through October 7, 2010 if POis not created prior to 9/30/2010.Miami-Dade Finance Department7
Year-end 2010Friday, October 1, 20101st day of fiscal year 10/11. (Note: Both fiscalyears are open)Separate “Old Year Invoices” (2009/2010) from “NewYear Invoices”(2010/2011)Deliver New Year Invoices to a supervisor.Marla, Maria, Meryyein, Nieves, Yesenia, Adrianaor DaniaMiami-Dade Finance Department8
Year-end 2010 Accounts Payable– For all Purchase Order Vouchers, the “invoice received” date onPCHL 1500 is the key factor in differentiating between fiscalperiods. Please be certain that this input field properly shows adate of 9/30/10 or prior for all invoices pertaining to FY 2009-10.Voucher Document Sequence assigned will be VAXX10.– Vouchers with the invoice received date AFTER 09/30/10 willpost in Fiscal 10/11 and the document sequence assigned will beVAXX11.– Service Periods should be “noted” in the description filed of theInvoice Header screen (1500) in order to assist with accruals fromOctober 1st to December 31Miami-Dade Finance Department9
Year-end 2010 PCHL1500 V5.1MIAMI-DADE COUNTY ADPICS 5.108/29/2010LINK TO:INVOICE HEADER ENTRY7:40 AMINVOICE SEQ:DOC TYPE : IV INVOICE ALL : N (Y/N)INVOICE NO/DESC :/ SERVICE PERIODACTION INDICATOR : NINTF TYPE : IV VOUCHER NO : INVOICE DATE:DTE IVC REC: 9/30/10ALT ACCT:PURCHASE ORDER NO :NOTE PAD :DEPT :PO DOC BALANCE :CR BAL :PROPERTY ID:IVC AMT:NET:VENDOR ID/SUFFIX :DBA NAME:HDR CR AMT :ADDRESS:MATCH TYPE:STATUS :CITY:ST: ZIP:CTRY:DISTRIBUTION METHOD: DSINGLE CHECK: NLETTERS SENT:FREIGHT:LIQ DAMAGES :OTHER CHARGES :F.O.B. POINT:DISC TERMS :REJECT CODE :SFX INDEXSUBOBJ USERCODE PROJCT PRJDTL GRANT GRNTDTLF1-HELPF2-SELECT F3-DELETE F4-PRIOR F5-NEXT F6-VIEW DOCF8-VIEW SUM F9-LINKF10-SAVE F11-VW ACCTGG461 - RECORD DOES NOT EXIST, PLEASE TRY AGAINMiami-Dade Finance Department10
Year-end 2010 Accounts Payable (continued)– For all Direct Vouchers and Credit Memos,please be certain that the effective date onscreen PCHL 1800--vouchers OR PCHL1700—credit memos is properly input(saved) as 9/30/10 or prior for goods andservices pertaining to FYE 2009-10.NOTE: The effective date needs to be changed to 09/30/10PRIOR to saving the document (F10)Miami-Dade Finance Department11
Year-end 2010 PCHL1800 V5.1LINK TO:MIAMI-DADE COUNTY ADPICS 5.1DIRECT VOUCHER HEADER ENTRY08/29/20107:48 AM DIR VOUCHER ID:DOC TYPE: DVEFF DATE :ACTION IND : NDUE DATE:INTF TYPE : V1SINGLE CHECK : NCHECK NO:DOC REF NO :VEN INVOICE NO:/DEPARTMENT : FN02 FINANCE CONTROLLER'S DIV INVOICE DATE:CONTACT:INV RECPT DT:TELEPHONE :EXT:NOTE : NVOUCHER AMOUNT:STATUS:VENDOR ID/SFX :CREATE:DBA NAME :ADDRESS: ADDRESS NOT ON FILEUPDATE:POST :CITY :ST: ZIP:CTRY:DISCOUNT TERMS: NETTERM :DISTRIB METHOD: SREJECT CODE:CONTRACT ID :SFX INDEXSUBOBJ USERCODE PROJCT PRJDTL GRANT GRNTDT G/L SUB9/30/10PCT%F1-HELP F2-SELECT F3-DELETE F4-PRIOR F5-NEXTF6-VIEW DOCF7-COPY F8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCTG461 - RECORD DOES NOT EXIST, PLEASE TRY AGAINMiami-Dade Finance Department12
Year-end 2010 PCHL1700 V5.1LINK TO:MIAMI-DADE COUNTY ADPICS 5.1CREDIT MEMO HEADER ENTRY08/29/20107:49 AM CREDIT MEMO ID :DOC TYPE : CMEFF DATE :ACTION IND:NCM DATE :INTF TYPE: PCVOUCHER ID:CRDT ALL : N (Y/N)VEN CM NO:OPEN PO : (Y/N) PO ID :DEPARTMENT : FN02SINGLE CK:CHECK NO :CONTACT:STATUS:TELEPHONE:EXTCREATE:CM AMOUNT:UPDATE:VENDOR ID:POST :ADDRESS: ADDRESS NOT ON FILENOTE : N9/30/10CITY :CM DESCRIPTION :FREIGHT:OTHER CHARGES :SFX INDEXST:ZIP:CTRY:REF VEN INV NO :REJECT CODE :PRINT:NDIST METHOD:SUBOBJ USERCODE PROJCT PRJDTL GRANT GRNTDTLF1-HELP F2-SELECT F3-DELETE F4-PRIOR F5-NEXTF6-VIEW DOCF8-SEL TERMS F9-LINK F10-SAVE F11-VW ACCT F12-PRINTG461 - RECORD DOES NOT EXIST, PLEASE TRY AGAINMiami-Dade Finance Department13
Year-end 2010Accounts Payable (continued)– Approval Path documents need to be monitoredon a daily basis. You need to start cleaning upscreens PCHL9210 and PCHL9212 so thatthere are no documents left unapproved or inerror at year-end.Miami-Dade Finance Department14
Year-end 2010Accounts Payable (continued)– PLEASE FORWARD INVOICES WITHVOUCHER SERIES (10), BY THE NEXTBUSINESS DAY. You have access to view alldocuments in Approval Path on OnDemand A/P/APPR04 Report, make note that documentsdesignated "N/A" under the Approval Level arein No Post Status (NOPT) at the department leveland need to be addressed ASAP if departmentwants it processed prior to year-end.Miami-Dade Finance Department15
Year-end 2010FAMF/DA/AP/APPR/04 - DOCUMENTS IN APPROVAL STATUSMiami-Dade Finance Department16
Year-end 2010Accounts Payable (continued)– Purchase order vouchers will be posted in FY 2010for all invoices received by 5:00 pm on Thursday,October 7, 2010. Vouchers in the system for whichthe invoices are not received will be cancelled andwill need to be re-processed in FY 2010-11.– Invoices for Direct Vouchers and Credit Memosneed to be received by 5:00 pm on Thursday,October 7; otherwise, they will be rejected to theinitiator and will need to be reprocessed in FY2010 – 2011.Miami-Dade Finance Department17
Year-end 2010Saturday, October 2, 2010 Accounts Payable Staff will be on hand toreceive invoices processed by yourdepartment.Miami-Dade Finance Department18
Year-end 2010Special Services Conversion(Currently known as ADP Refund) As of September 17, 2010 we will no longer use ADP forthe County’s miscellaneous refunds. New Web based program handled by Wachovia (WellsFargo) is being created. Departments will be phased into this new process. In the interim Finance will process your refunds via thisnew program.Miami-Dade Finance Department19
Year-end 2010Payments to CSBE Vendors Payments to vendors participating in the “CommunitySmall Business Enterprise Program: (CSBE) have to bepaid within 14 calendar days from receipt of billing to theCounty. Invoices should be stamped “EXPEDITE”, (CSBE, paywithin 14 days) Please separate theses stamped invoices from the dailywork submitted to our office so staff can handleexpeditiously.Miami-Dade Finance Department20
Year-end 2010Monday, October 4, 2010 1st Preliminary Reports are availableMiami-Dade Finance Department21
Year-end 2010Construction Contracts PayableThursday Noon, September 30, 2010Last day to Submit:Construction or PSA contractsPurchase Order/Work Order for 2010 fiscal periodappropriated funds. (PC’s) for invoices to be entered inFiscal Year 09/10Thursday 5:00 pm, October 7, 2010Last day to process invoices for construction orconsultants for services rendered on or before September30, 2010.Miami-Dade Finance Department22
Year-end 2010Construction Contracts Payable Also for all Construction Invoices, the invoice receiveddate on PCHL 1500 is the key factor in differentiatingbetween fiscal periods. Please be certain that this inputfield properly shows a date of 9/30/10 or prior for allinvoices pertaining to FY 2009-10. Invoice DocumentSequence assigned will be ICXX10. Vouchers with the invoice received date AFTER 09/30/10will post in Fiscal 10/11 and document sequence assignedwill be CVXX11Miami-Dade Finance Department23
Year-end 2010PCHL1500 V5.1LINK TO:INVOICE SEQINVOICE NO/DESCACTION INDICATORMIAMI-DADE COUNTY ADPICS 5.1INVOICE HEADER ENTRY:DOC TYPE : IV: 20040031-WO1-Req1 /:NINTF TYPE : IVINVOICE DATEPURCHASE ORDER NOPO DOC BALANCEPROPERTY IDVENDOR ID/SUFFIXDBA NAMEADDRESS:::::CITY:DISTRIBUTION METHOD: DFREIGHT:OTHER CHARGES:SFX INDEXF1-HELP09/12/20102:07 PMINVOICE ALL : N (Y/N)VOUCHER NO :DTE IVC REC : 9/30/10NOTE PAD :CR BAL :IVC AMT:NET:::ST:ZIP:SINGLE CHECK: NLIQ DAMAGES :SUBOBJ USERCODEPROJCTF2-SELECTF3-DELETEF8-VIEW SUMF9-LINKG641 – RECORD DOES NOT EXIST, PLEASE TRY AGAINALT ACCT:DEPT :HDR CR AMT :MATCH TYPE:STATUS:CTRY:LETTERS SENT:F.O.B. POINT :DISC TERMS :REJECT CODE :GRNTDTLPRJDTLGRANTF4-PRIORF10-SAVEF5-NEXTF6-VIEW DOCF11-VW ACCTGMiami-Dade Finance Department24
Year-end 2010 Construction Contracts Payable– Only for payments processed in FAMIS Vouchers for FY 2009/2010 will use prefix VXthrough 10/07/2010 Vouchers for services rendered in FY 2009 - 2010,processed after 10/07/2010 will use prefix VY andwill post in FY 2010/2011Miami-Dade Finance Department25
Year-end 2010Construction Contracts Payable To expedite work orders (Purchase Orders) andpayments, please provide all necessary documents orinformation:– Authorization from OCI for EDP (Equitable DistributionProgram) work orders.– Provide an Index code and Sub-object for new or revisedWork Orders.– When entering an invoice, please follow the format forinvoice number: Project #-Work order #-Req/Inv/Est #for construction, or actual invoice number for consultantsif available. Example: (20040031-W01-Req1).Miami-Dade Finance Department26
Resolution Conversion Resolution Conversion Intro/Definition– Switching from Direct Voucher payment to Purchase Orders.– Conversion Process (Creating Contract, BPO’s, PC’s, Posting of Invoices,& Generating/Posting of Vouchers)– All Direct Voucher Payments with resolutions are to be forward toYesenia Perez Documentation Needed for Conversion––––Completed Conversion Documentation Input FormCopy of Approved & Executed ResolutionCopy of Signed Contract AgreementVerification of Vendor # on Contract AgreementMiami-Dade Finance Department27
Resolution Conversion Vendor Registration– Verify vendor is DPM registered in FAMIS screen 9520 or 9600 prior topayment submission.– If vendor is not registered have them download the registration form at theDPM website & submit registration to DPM.www.miamidade.gov/dpm/doing business with us.asp FY ‘10 – ’11 Delegate to Dept.Miami-Dade Finance Department28
Resolution ConversionException List Historical PreservationRehabilitation ServicesStorage ChargesSatellite Services and Video ConferencingDental ServicesPurchas of LandPerformers, Honorariums/fellowships/judgesTrainers / Specialized ClassesCBO’sMom & Pop ProgramTutorsAnimal and Animal Specialized ServicesAnti-VenomMiami-Dade Finance Department29
Unclaimed Checks Website USE WEBSITE, IT’S BEEN AVAILABLE SINCE 11/2006 UNCC.do Please refer to Florida Statue 717 for the Timeliness ofPayments. April 30, 2011 is the deadline to file with the State of Floridafor unclaimed property; therefore, please clean out the staledated checks for the 2009 and prior calendar years for yourdepartments on or before March 31, 2011. Due Diligence letters are sent on a semi-annual basis in order toattempt to make contact with the payee (owners) of theseunclaimed checks, but we still need your help!!Miami-Dade Finance Department30
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Year-end 2010ACH PAYMENTS9 Forms available at website:http://intra.miamidade.gov/finance or atwww.miamidade.gov/finance9 Please encourage all vendors to sign up for this program.9 Reduces unclaimed checks9 Expedites availability of funds to vendors9 Reduces emergency checksMiami-Dade Finance Department35
Year-end 2010VENDOR PAYMENT INQUIRY WEBAPPLICATION9 Continue to introduce vendors to this site and what it provides9 Reduces telephone payment inquiries9 History in website for checks and invoices issued for 4 fiscal yearsto date9 Ability to track the entire cycle of an invoice.9 Contact information for cycle of invoice is the A/P Liaison.Miami-Dade Finance Department36
P-Card Audit Review monthly reconciliation carefully & question thoseitems that do not appear to be for the proper use of publicfunds and/or not eligible.––––Parking CitationsPlantsFoodParties Avoid fees imposed by the airlines for calling customerservice and ordering a paper ticket – use (e-tickets) Travel Requests should be properly authorized by an ACMor designee when applicable.Miami-Dade Finance Department37
P-Card Audit (Conti.) Verify that hotel rates are in compliance with travelpolicies & procedures. No premium air fares allowed. Avoid splitting purchases unless it’s part of the normalcourse of business.– Building Permits– Registrations If sales tax is charged please try to get reimbursed.Miami-Dade Finance Department38
Year-end 2010REGISTRY OF DELINQUENT CONTRACTORSADMINISTRATIVE ORDER 3-299 A web application on the Finance Intranet with searchcapabilities and additional iquent-memo.asp9 A reminder is sent by Hilda Garcia on the 10th of each monthto the liaison.9 Please have your department liaison provide the requiredinformation to Hilda Garcia no later than by the 15th of eachmonth.Miami-Dade Finance Department39
Year-end 2010REGISTRY OF DELINQUENT CONTRACTORSADMINISTRATIVE ORDER 3-299 Please include in your delinquent vendor list the FEID numberof the contractor/vendor.9 “As of Date” needs to be entered on spreadsheet sent to Hilda.9 If your list is not sent monthly vendors that were blocked theprevious month will be deleted from the system when monthlyinformation is uploaded.¾ The County can be held liable if a payment is made to a delinquentvendor.Miami-Dade Finance Department40
Petty Cash/Change Funds Administrative Order No. 3-6 requires thatdepartments:– establish written departmental Petty Cash Fundprocedures,– ensure a secured on-site storage facility to safeguard thefunds,– immediately notify the Finance Director of changes incustodian via “Petty Cash/Change Fund ChangeForm”, and– perform independent, unannounced verifications ofpetty cash fund balances at least annually to assureaccountability and compliance with County ordinance.Miami-Dade Finance Department41
Petty Cash/Change Funds(Cont’ed) Modifications to the EOY form. See me before you go so I can provide youwith a list of Petty Cash accounts for yourdepartment and copy of AdministrativeOrder No. 3-6. If you have any questions, please contactAnnette Perez (ext. 1482) or MadelinAlfonso (ext. 7848).Miami-Dade Finance Department42
Year-end 2010SECURITY ACCESS TO THE 26th FLOOR Beginning mid – September entry to the 26th floor afterhours (5:00 pm) will be limited. Please call Accounts Payable at x5111 or Input/Output atx3558 prior to making a delivery after hours.Miami-Dade Finance Department43
Year-end 2010Monday, October 11, 20102nd Preliminary reports availableMiami-Dade Finance Department44
Year-end 2010Final ClosingFriday, October 15, 2010* FAMIS will close at noon for fiscal period 2009/10 and will not beavailable until Monday, October 18, 2010* Final reports available on Monday, October 18, 2010* Any emergency checks needed on Friday, October 15, 2010have to be received no later than 11:00 am in order to meet thenoon deadlineMiami-Dade Finance Department45
Miami-Dade Finance Department 3 Year-end 2010 Important Dates _ Monday, September 13, 2010 Encumbrance Liquidation – Monday, September 20, 2010 - Authorized Forms Due – Monday, October 4, 2010 – 1st Preliminary Reports – Thursday, October 7, 2010 - Accounts Payable Cutoff
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The Office of Accounts Payable will process a payment for a properly completed and authorized payment request within 1014 business days - of receipt (this may take longer due to questions/concerns from AP). The Office of Accounts Payable generates check payments every Monday and Wednesday and direct deposit (ACH) payments every Tuesday and .
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