finance customer forum - bsc customer forum... · july 25, 2017 5 supervisor review of expense...
TRANSCRIPT
July 25, 2017
Finance Customer Forum
July 25, 2017 2
Travel & Expense
and Credit Card
Service Lines
July 25, 2017 3
Travel & Expense and Credit Card Service Lines Updates
• New Forms Available Mark Loucks
• Supervisor’s Review Robin Waldron
• Amtrak Updates Robin Waldron
• Hierarchies on Applications Kim Gurga
• Updates to forms Kim Gurga
July 25, 2017 4
New Forms Available
These forms are not mandatory
The new Travel & Expense forms are available on the BSC website under Travel
& Expense Forms and Publications:
https://bsc.ogs.ny.gov/content/travel-expense
• Amtrak Multi-Ride Tracker Form:
https://bsc.ogs.ny.gov/sites/default/files/Amtrak%20Multi-
Ride%20_0.pdf
• Request for Finance Office Approval Form:
https://bsc.ogs.ny.gov/sites/default/files/Finance%20Office%20Approval
%20Request.pdf
Q: Where can I find non-employee travel guidelines?
A: They are available on the BSC website http://bsc.ogs.ny.gov,
Under Finance Customers, Travel & Expense, Travel and
Expense Forms & Publications
July 25, 2017 5
Supervisor Review of Expense Reports
• Review the traveler’s expense report entirely and timely
• Ensure all receipts and supporting documentation are attached
• Verify what is being claimed is in accordance with your agency’s policies and
NYS travel rules
• Ensure the trip was actual, reasonable and necessary
Q: Is there a quick reference guide available?
A: The quick reference guide is being updated and will be
made available soon.
July 25, 2017 6
Amtrak Updates• There will be changes to the Amtrak train schedule from Albany-Rensselaer to Grand
Central Terminal starting July 10th as a result of infrastructure work in the areaMore detailed information can be found at: http://www.ogs.ny.gov/purchase/spg/pdfdocs/CL840.pdf
Q: Is there deadline for profiles to be updated?
A:Per OSC the deadline for profiles to be updated was 7/1/17
Q: What will happen with denied requests?
A: After the summer updates, if the official station is blank or not formatted correctly in the traveler’s profile,
when the traveler goes to the create/modify tab the traveler will receive an error message that states: “Your
employee profile does not have an official station. Please have your profile updated by the appropriate
administrator, and try again.” Travelers would need to contact the Employee Data Administrator at their
agency to have this corrected.
Reports that are denied back to the traveler will need to have the new mandatory fields completed to move
forward in the workflow. If the reports are missing information, travelers will receive an error message that
says: “Highlighted fields are required. The PeopleCode program executed an error statement, which
produced this message.”
July 25, 2017 7
Citibank Hierarchies on Applications
• Hierarchies should be specified on the second page of credit card
applications
• Citibank hierarchies determine the billing account for the card
• If unsure of your agency’s hierarchies, email [email protected]
July 25, 2017 8
Credit Card Applications and Traveler Change Request
Updates include:
• Change to ‘Official Station City’ format
• SFS User ID (If known, otherwise NYSDS/SLMS User ID)
All Credit Card forms are available on the BSC website under Credit Card
Administration Forms and Publications: https://bsc.ogs.ny.gov/content/credit-card-
administration.
July 25, 2017 9
Accounts Payable
Service Line
July 25, 2017 10
Accounts Payable Service Line Updates
• Customer Service/Receiving Jerry Cady
• 15 Day Pay / eInvoicing Francine Marzinsky
• Lapsing update Tim Smith
July 25, 2017 11
Contacting AP via Email
AP has two mailboxes available to both agencies and suppliers:
• AP Mailbox ([email protected]) – use for submission
of invoices to be processed and supporting documentation for invoices
Send as a PDF document (JPGs, ZIP files, envelopes, etc. add to
processing time)
Send only one PDF per email
• AP Inquiries Mailbox ([email protected]) – Inquiries on
anything already sent into the AP Mailbox for processing
Q: Is a list of unsupported file types available?
A: The following file types are not supported: .txt, .jpg, .tiff, .zip, intuit quick books,
power point, any file larger than 15MB. Invoices embedded or typed into the body
of the email are also unsupported. Only one invoice per attachment.
July 25, 2017 12
AP Mailbox Actions
• AP monitors incoming emails and provides educational outreach to ensure
items are being sent in the proper format
• AP is working with ITS to help decrease processing time for items received
in the AP Mailbox
• Current USPS and email processing procedures are being reviewed and
re-evaluated for effectiveness and improvement opportunities
Q: When should I send my email to BSC Customer care?
A: Only when escalation or review by Customer Care is needed. Sending your
email to Customer Care instead of AP may delay processing of your request and
copying Customer Care on every email duplicates your request.
July 25, 2017 13
15-Day Pay / eInvoicing
• Over 500 vendors have self-certified for 15-Day Pay
• BSC has developed a query that identifies all vendors (regardless of size) who
have registered for Self-Service Invoice (SSI) eInvoicing
• Over 900 vendors registered for SSI
• No major increase in eInvoicing
• BSC customer agency procedures for reviewing and resolving eInvoicing
exceptions have been drafted
• Knowledge exchanges can be requested by customer agencies
Q: How do I find the vendor training in SLMS?
A: The vendor training in SLMS is under “SFS Training for Vendors”
July 25, 2017 14
July 25, 2017 15
Lapsing Update
• June 16, 2017 was the deadline for approved lapsing invoices to be received to
be paid by June 30th
• Invoices received after June 16th were to be processed up to the OSC deadlines
• Lapsing vouchers not approved by OSC were deleted
• A list of the 431 deleted vouchers can be found on SFS Secure
– BLK origin 98
– BSC origin 98
– MPY origin 36
– ONL origin 199
• Lapsing vouchers posted but not paid by June 30 were closed and can be found
on SFS Secure
– 30 vouchers were closed – credits and scheduled due date after 6/30
July 25, 2017 16
Lapsing Update
Q: If an invoice did not get paid with lapsing funds, how do I pay now that the
Purchase Order is closed?
A: Does the payment need to be linked to an agency contract?
• If yes – New Purchase Order must be issued.
• If no – Does the payment need to be linked to a centralized contract?
If yes – pay with coding using contract number in voucher
If no – pay with coding
July 25, 2017 17
Questions & Answers
Q: If an invoice did not get paid with lapsing funds, will it be returned to the agency?
A: Yes, the agency will need to review and give input on payment method
Q: The BSC stated they are looking to scan vouchers directly into SFS, skipping the FileNet step, will
they be stored elsewhere as well?
A:No, the scanned images may be used as the sole documents of record when the business unit has
complied with the state’s record retention policies and the SFS Imagining and Attachment
Guidance. Storing the vouchers elsewhere will not be necessary unless those conditions are not met,
in which case FileNet will continue to be used.
Q: Would there be a search function in SFS like there is in FileNet?
A: Searching may be more complicated in SFS. The BSC will take agency needs into account while
considering the change.
Q: SFS summer release coming in August. Will there be a method to upload vouchers from
spreadsheets?
A: Uploading vouchers from spreadsheets would allow for a mass upload and eliminate manual
processing, but may only be available for certain vouchers. More information to come.
July 25, 2017 18
Purchasing
Service Line
July 25, 2017 19
• Credit Lines on POs Philip Reed
• Discounts Overview Philip Reed
• Making Changes To BSC Issued POs Paul Olsen
• IT Umbrella Contracts Jamie Santaniello
• Expired Lease Carol Pilco
• One Time Purchase – Lease (OPL) Transactions Amanda Shults
• OGS Procurement Services Contract Updates Gail Swint
• Preferred Source Program Announcement Gail Swint
Purchasing Service Line Updates
July 25, 2017 20
Credit Lines on POs
• SFS stated during the P2P Community Council that Purchase Orders can have
negative lines.
• Best practice is to only use negative lines specifically for trade-in allowances.
• Finance Law must still be followed.
• Negative PO lines increase the appropriation, which may allow for overspending.
• Cannot roll over during SFS events.
• Receiving will not be required on negative lines.
July 25, 2017 21
Discounts Overview
• SFS is leading an initiative to streamline the procure to pay process. Anticipated
results include less interest paid and the ability to realize more prompt payment
discounts
• BSC Purchasing is placing discount pay terms from quotes & centralized
contracts on the PO when applicable
• Agency specific contracts can include pay terms as PO defaults
• Agencies are encouraged to negotiate discounts on their procurements and
include them in requisitions or contracts as appropriate
Q: Is there a list or search for contracts to see discounts?
A: There is a spreadsheet (BSC will seek permission to share) and
information is available in SFS.
July 25, 2017 22
Making Changes To BSC Issued Purchase Orders
• Editing a dispatched Purchase Order / POCN
• Dispatching an approved Purchase Order
• Changing dispatch method on Purchase Order
July 25, 2017 23
Questions & AnswersQ: Can POCN be processed even though voucher is in match exception?
A: If it is an open receipt with nothing tied to it, adding funds is ok.
Q: When requesting a change to a PO in FileNet, do I add that to the “comments” section? I am trying
to add a line to a previously dispatched PO.
A: Yes, any notes in FileNet will be read and considered.
Q: Does the BSC have a template spreadsheet to use for POCN attachments?
A: Any spreadsheet or other file the agency is currently using can be attached, all attachments are
reviewed.
Q: What is the advantage of having them linked?
A: The new vendor initiative from April revamped payment location, but not when you check location,
such as different ACH accounts with different dispatch methods.
Q: Can agencies print POs?
A: Anyone with both the agency PO reports role and the agency PO processor can print a PO. The
PO Proxy role is not required to enable printing of POs.
Q: Are both print and email dispatch method POs uploaded to purchasing FileNet?
A: No, only print dispatch method can be found on FileNet, everything else is in SFS
July 25, 2017 24
• State Finance Law §§139-j and 139-k
“For entities described in State Finance Law §139-j(1)(a), the requirements
of the New York State Procurement Lobbying Law (State Finance Law
§§139-j and 139-k) may apply to transactions under these contracts. A
bidder is restricted from making contacts from the earliest notice of intent to
solicit offers/bids through final award and approval of the Authorized User
Agreement. Refer to the following information resources for more detail on
the requirements of the Procurement Lobbying Law: http://ogs.ny.gov/acpl/”
IT Umbrella Contracts
July 25, 2017 25
Example of the Restricted Period from RFQ Basic Word Document:
IT Umbrella Contracts
July 25, 2017 26
IT Umbrella Contracts
Restricted Period List found at: https://nyspro.ogs.ny.gov/
July 25, 2017 27
IT Umbrella Contracts
• Distributor Umbrella Contract for Software and Hardware Products
• RFQ should be issued
• Delivery Contact Information
518.457.4272
July 25, 2017 28
Expired Lease
• We are now able to process amendments on expired lease contracts
• Amendments include paying for services provided prior to the expiration of the
contract
• These changes can be made if the contract meets the following requirements:
• Contract has been expired/closed out for < 1 year
• Invoice must be for services provided within contract terms
July 25, 2017 29
One Time Purchase - Lease (OPL) Transactions
• We are now able to process amendments on OPL contracts
• We have the ability now to add funding and extend the expiration date if
required
July 25, 2017 30
OGS Procurement Services Contract Updates
• Group 73003 – Administrative Services
• Expiring 10/24/17
• Can issue POs through the end of the fiscal year as long as PO is in place
prior to expiration date
• Group 73012 – HBITS
• Expiring 10/31/17
• Will be extended
• Group 77018 – Comprehensive Telecommunications Equipment and Solutions
• Expiring 11/30/17 – will not be extended
• Will now fall under Group 73600 Umbrella Contract
• Ongoing multi-year maintenance agreements issued before contract
expiration can still be used
July 25, 2017 31
OGS Procurement Services Contract Updates
• Group 77017 – Comprehensive Telecommunications Services
• Expiring 08/15/17
• Seeking extension
• Group 71011 – Security Guards
• Expiring 7/23/17
• Will be extended
• Group 77201 – Security Systems and Solutions
• Maintenance is good through 8/20/20
• The purchase, installation and integration expires on 8/17/17
• Seeking 18 month extension for purchase, installation and integration
July 25, 2017 32
OGS Procurement Services Contract Updates
• Group 12600 - Diagnostic Imaging Equipment
• Working on a new bid
• Group 30204 – Athletic Equipment
• Expiring 8/31/17
• Anticipate new award to be in place
• Group 12605 – Automated External Defibrillators (AED)
• Expiring 9/30/17
• May lapse before new award is in place
Q: What happens if we create a PO through FYE and the vendor loses the contract?
A: As long as a purchase was issued prior to expiration of contract it will still be valid
Q: Agency only ordered through contract expiration date, what do we do now?
A: The Agency can request a change notice to cover through FYE.
July 25, 2017 33
OGS has developed a revised Preferred Source services application in an
electronic format to expedite review for the price approval of services purchased
from Preferred Sources that cost more than $50,000
OGS will conduct a training webinar on July 19, 2017 at 1pm to explain how to
use the new application. The webinar will be available at:
https://meetny.webex.com/meetny/onstage/g.php?MTID=eb7f054bd10b6b420989
59f347c88c9be
The phone number for the conference is US Toll Free: 1-844-633-8697 or
Local: 1-518-549-0500. The event access code is: 641476323
The webinar will be recorded and available for future viewing
Preferred Source Program Announcement
July 25, 2017 34
Next Finance Forum
• Tuesday, September 19, 2017 – 9am – 12pm
• Agenda items are due September 12, 2017 and can be submitted at: