Welcome to WinFMS

1
Welcome toWinFMS

• Direct Payment Training

2
Todays Agenda

• Introductions
• Logistics
• Ice Breaker
• Agenda Overview

3
ISTS Background
4
ISTS Introduction(Information Systems Training
Section UST II)
Mahalo Aloha for Attending
Aggie
Pililaau
Jeannie
Kutsunai
Deanna
Sumiye
Cynthia
Cabalo
Kapolei
Centralized Service Desk
Kona
Leeward ITC
Ross
Komenaka
Pam
Kamakele
Lance
Yamashiro
John Peterson
Stephane Ly
Maui
ITC
Hilo
ITC
Kauai
ITC
Admin CSD System
Kapolei
5
ISTS Contacts

• Centralized Service Desk TBA 9/08
• Steve Ankrom Information Specialist 692-7290
• Aggie Pililaau Leeward ITC 692-7012
  Leeward ITC 255-2588 Cell
  aggie_pililaau_at_notes.k12.hi.us email
• Jeannie Kutsunai Kona ITC 327-4666 Kona
  ITC 990-0023 Cell jeannie_kutsunai_at_notes.k12
  .hi.us Cell
• Ross Komenaka Hilo ITC974-4122 Direct
  990-0022 Cellross_komenaka_at_notes.k12.hi.us email

6
ISTS Contacts

• Lance Yamashiro Maui ITC873-3515 Maui ITC
  lance_yamashiro_at_notes.k12.hi.us email
• Pam Kamakele Kauai ITC274-3139 Kauai ITC
  647-0496 Cellpam_kamakele_at_notes.k12.hi.us email
• Deanna Sumiye KSOB692-7263 KSOB 382-8106
  Celldeanna_sumiye_at_notes.k12.hi.us email
• Stephane Ly KSOB692-7290 xtsn
  110stephane_Ly_at_notes.k12.hi.us email

7
ITC Logistics

• ITC Cue Card Instructions
• Restrooms
• Womens
• Mens
• ITC Sign In http//165.248.24.53/signin.htm

8
Ice Breaker
9
Please Share the following

• Full Name?
• School/Office?
• Position(Clerk, Clerk Typist, Account Clerk,
  SASA, Secretary)
• How long employed by DOE?

10
Direct Payments
11
What would generate an invoice from the
vendor(in order to process a payment)
12
Answer

• By YOUR Purchase Order
• It encumbers funds and notifies the vendor of
  your order

13
What is a Direct Payment?
A Direct Payment is a specific type of payment
that can be processed without creating a Purchase
Order to encumber funds prior to making the
payment.
14
Benefit to You ?

• This saves the time required to enter a Purchase
  Order and post a Payment.
• Similar to making a Blanket PO Payment

15
Types of Direct Payments

• Freight Delivery (PY-1)
• Interest Delinquent Payments (PY-1)
• Membership (PY-1)
• Postage (PY-1)
• Registration Fees (PY-1)
• Reimbursements (PY-1)
• Split Payments (PY-1)
• Subscriptions (PY-1)
• Supplemental Payments (PY-1)
• Travel Per Diem (PY-1 or 440)
• Mileage (PY-2)
• Petty Cash (PY-3)

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How are Direct Payments Created?
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Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 3602 Freight Delivery Charges Original Invoice Copy w/Cross reference of ATP/SW From Invoice From Invoice From Invoice From Invoice Mail to Vendor Regular
FMS-PY1 7301 (Interest on Delinquent Payments) Original Invoice one copy From Invoice From Invoice From Invoice From Invoice From Invoice Invoice w/CheckPOST INTEREST PAYMENTS ON SEPARATE ATP.
FMS-PY1 3501 Membership Original Renewal Invoice or Order enrollment form one copyIf applicable, submit submit Direct Payment/Invoice form w/Supervisors signature From Invoice Form or Todays Date From Invoice Form or Todays Date From Invoice Form or Todays Date TODAYS DATE Mail to Vendor Invoice w/Check
FMS-PY1 3701 Postage Original Direct Payment/ Invoice PY1 Form one copy. If a PO is issued, refer to PO Payment Chart. Postage Todays Date Name of Department or Requestor 000079 TODAYS DATE Return to Preparer Regular
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Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 7203 Registration Fees(Red Tag) ADVANCE Registration Form, Letter, etc. copy (if applicable submit Direct Payment/Invoice Form PY1 with Supervisors signature) From Form OR If no , type Registration Todays Date Workshop name and/or dates From ATP Stamp Mail to Vendor Invoice w/Check
FMS-PY1 7203 Registration FeesAFTER THE FACT From Invoice OR If no , type Registration From Invoice From Invoice From ATP Stamp Mail to Vendor Invoice w/Check
FMS-PY1 As Appropriate REIMBURSEMENTNot Revenue Refund Original Direct Payment/Invoice Form PY1 with Original receipt(s), if PO is issued, refer to PO Payment Chart Reimburse From date Briefly describe reimbursement Todays Date Mail to Vendor Regular
FMS-PY1 Split Payments Original Invoice with Split Payment notation Same as PO Payment (system default) Same as PO Payment (system default) (defaulted by system)Location MSDN for Hawaiian Telcom Same as PO Payment (system default) Same as PO Payment (system default)
FMS-PY1 Supplemental Payment Original Invoice From Invoice From Invoice From Invoice From ATP Stamp Mail to Vendor Regular
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Direct Payments ChartProper Authorization Must
be Obtained Prior to Payment
FORM Commodity ID TYPE OF PAYMENT ATTACHMENTS INVOICE INV. DATE ACCOUNT VENDOR REC. DATE CHK. ROUTE ATP TYPE
FMS-PY1 3502 Subscription Order or renewal invoice Copy (if applicable submit Direct Payment/Invoice Form PY1 with supervisors signature From Invoice OR if no , type Subscription From Form OR no date use Todays Date Account number ORno type name of magazine From ATP Stamp Mail to Vendor Regular
FMS-PY2 41114803 MileageParking Original FM S-PY2 Personal Automobile Mileage Voucher, Parking Receipts, one copy Mileage Voucher Date Mileage/Travel
FMS-PY3 Object Code as appropriate for the purchase Petty Cash Petty Cash Voucher FMS-PY3 Original receipt(s) Petty Cash Latest Voucher Date Voucher s School Vendor Code plus suffix 01Enter on Direct Payments Pre-Header TODAYS DATE Mail to Vendor Regular
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Direct Payment Procedures

• The same departmental policies and procedures
  that apply to Appropriated Funds and Purchase
  Order Payments also apply to Direct Payments.
• Detailed reference can be found in the FMS user
  Policy Process Flow Guide (Mauve Binder),
  chapter 6, Disbursement Policies.

21
Direct Payment Procedures

• Forms and supporting documentation
• will vary according to the type of Direct
  Payment being made.
• Authorization must be obtained for all
  payments prior to data entry.

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Direct Payment Procedures

• In most cases, the Direct Payment/ Invoice Form
  (FMS-PY1) is used. It cannot be used in place of
  a vendors invoice.
• In other cases, a specific form is used for
  Mileage, Per Diem, etc.
• The Purchasing Worksheet can still be used, but
  only for data entry and authorization of a Direct
  Payment. It should not be submitted with the ATP.

23
Direct Payment Procedures

• Users may use the Purchase Order/ Payment
  process for these Direct Payment types if they
  prefer.
• Direct payments can only be made using a
  Commodity code. (if a payment is to be made using
  a source code, it is a Revenue Refund Payment).

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Direct Payment Procedures

• Users may, if they prefer, use the Purchase
  Order/Payment process for these Direct Payment
  types.
• Direct Payments are listed on these charts
• Direct Payments and Travel
• Travel Payments

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Direct Payment Forms

• FMS-PY1 Direct Payment/Invoice Form
• FMS-PY2 Personal Automobile Mileage Voucher
• FMS-PY3 Petty Cash Voucher
• Form 440 Statement of Inter/Intra-Island
  Travel Completed
• FMS-C1 Revenue Refund Form
• FMS-PY7 Status of Payment Request Form
• Form 437 Request for Out-of-State Travel Form
• Form 438 Statement of Out-of-State Travel
  Completed
• Form 438A Tax withholding worksheet

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Data Entry and Processing of Direct Payments

• Data entry is a combination of both PO and
  Payments.
• Vendor Code, Commodity Code, Quantity, Cost and
  Accounting Codes must be entered.
• The Invoice Number must be entered exactly as
  shown on the Direct Payments chart.

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Data Entry and Processing of Direct Payments

• Verify invoice information and stamp with ATP,
  just as Purchase Order payments.
• Direct Payments may be placed on Hold.
• Only Split payments cannot be placed on Hold,
  but must be posted to ensure that payment and
  related PO are on same ATP.

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Data Entry and Processing of Direct Payments

• The system checks for funds availability when
  posting a Direct Payment.
• Both Direct Payments and PO Payments can be
  printed on the same ATP report.
• Changes, deletions, cancellations and corrections
  use the same procedure as with PO payments.

29
ReviewDirect Payment Travel Payment Charts

• Direct Payment Chart Review Direct Payments
  Chart.doc
• Travel Payment Chart Review Travel Payment
  Chart.doc
• Direct Payment Types Description Direct
  Payment Types and Description to include.doc

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Filing Method
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Filing Method
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15 Minute Break
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Back to Work
34
WinFMS Direct Payment Screen Component Overview
Objective Review FMS Direct Payments Screen
Components. (Pre-Header, Header, Detail
Screens). Exercise Lauch WinFMS, News
Screen. Instructions Locate and Launch by double
clicking the VPN Dialer Shortcut on your
desktop Locate and Launch by double clicking
the WinFMS Shortcut on your desktop Log on
to FMS using the Login and password you
received from your instructor
35
FMS News Screen
Must be read daily. Please DO NOT bypass this
screen without reading its contents. Be
attentive to Dates, Schedules and items enclosed
in Quotes (see example Welcome)
36
FMS News Screen
To view specific information on items listedIn
Quotes, press F1 to launch Host Help.
37
FMS Menu Options and Direct Payment Navigation
38
Direct Payment Menu Option
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Components ofDirect Payment Screens
Pre-Header
A
1
2
Purpose To recall Vendor Information by 1)
Vendor Number or 2) Vendor Name.
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Add PO/Contract Direct Payment Header
ON HOLD
3
4
5
B
6
7
8
FINAL ONLY
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1
42
Direct Payment Class Exercises
43
WinFMS Log In
1
2
FMS Login/Password Request
44
News Screen
Important Must be read daily !
45
Freight Delivery

• Used if the vendor charges separately for
  shipping.
• Vendor must provide original invoice for these
  charges. (This is an example of a Supplemental
  Payment to the original purchase order.
• Note the Direct Payment number and Invoice Number
  on the bottom of thefile copy of the original
  PO.
• Attach to the ATP a copy of the invoice of the
  goods the freight is being charged to.

46
Interest Delinquent Payments

• Vendors may charge interest for late payment of
  invoices (more than 30 days between received date
  and date of check).
• Vendor must send an original invoice for the
  interest charge.
• Verify charge using Interest Charge Table in
  FMS. Print and attach to ATP.
• If Vendors invoice is more than computed by FMS,
  adjust the invoice to the lower amount.
• Submit original, copy of interest invoice and
  originating invoice that the interest is being
  charged and process as Invoice with Check.

47
Membership

• Used when schools/offices join educational
  organizations whose memberships are renewed
  annually.
• If given an option of being billed, the P.O.
  process should be used.
• New membership completed enrollment form is an
  acceptable invoice.
• Renewals use completed renewal form.
• If higher approval is needed, complete PY-1 and
  submit with ATP and order form.
• Process as Invoice with Check and submit original
  invoice and one copy with your ATP.
• In invoice description field (WinFMS Header)
  enter who the membership dues is for and the
  period (from/to).

48
Mileage

• Employees may submit claims for job-related
  miles traveled with their personal vehicles.
• Claims are to be made using the Personal
  Automobile Mileage Voucher (FMS-PY2) form.
• Any parking charges related to the mileage must
  also be claimed on this form.
• Original parking receipts must be attached to
  mileage form.
• Parking receipts related to Travel is not claimed
  on this form
• In WinFMS description field Mileage from
  (month/year)

49
Petty Cash

• Petty Cash Fund is a fixed amount of money set
  aside for paying small refunds and obligations.
• Disbursements are made as needed and a Petty
  Cash Voucher is completed.
• A single expenditure must not exceed 50.
• To replenish the petty cash fund, use the Petty
  Cash Voucher (FMS-PY3) and submit it with
  original receipts to support voucher claim.
• Use the schools vendor number and suffix 01
  so that check is made out to Principals name
  (Custodian of the Petty Cash Fund).
• A separate commodity line should be entered for
  each Petty Cash Voucher.
• A listing of all Petty Cash payments are on the
  Vendor Payment Inquiry screen.
• Itemize all receipts before submitting them with
  the ATP.
• In the WinFMS description field enter the Voucher
  Number and briefly describe why Petty Cash
  Payment was made.

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Postage

• A Direct Payment can be made to purchase stamps
  from the US Postmaster.
• Use FMS-PY1 Direct Payment/InvoiceForm to
  generate a check to behand-carried to the post
  office
• The denomination of the stamps mustbe itemized
  on the FMS-PY1 Form.
• Enter the total amount on one commodity line
  description is Stamps

51
Registration Fees

• When employees attend department-approved
  workshops, a direct payment may be processed.
• Each registration form is a separate invoice and
  should be processed as such, unless the vendor
  lists all registrants on one form, it is a single
  payment.
• Use the registration form, letter confirming
  registration or simlar document as the invoice.
• Use the FMS-PY1 Direct Payment/Invoice Form to
  consolidate all registrants to the same workshop
  for the same vendor. Attach all registration
  forms to the PY1 and submit with the ATP. In
  WinFMS enter the total number of registration
  forms being submitted in the quantity field.
• If the vendor lists all individuals on one
  registration for,a single direct payment may be
  processed.

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Registration Fees

• If higher approval is required, a completed
  FMS-PY1 with supervisors signature must be
  submitted together with the ATP and registration
  form/document (e.g. Principal requires CAS
  approval).
• Process as Invoice with Check and submit
  original and one copy of invoice.
• If registration is for an Out of State
  conference, print the payment on a seperate ATP,
  RED TAG it and mark as Out of State
  Registration.
• If the vendor gives the option of beingbilled,
  the Purchase Order processshould be used.

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60 Minute Lunch
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Reimbursements

• Reimbursements are allowed for small emergency
  purchases incurred when conducting school/office
  business.
• Payee must have an established Vendor Number.
• Use the FMS-PY1 Direct Payment /Invoice Form as
  the invoice and attach the original itemized
  receipt and submit with the ATP.
• Use appropriate commodity code.
• In the WinFMS description field describebriefly
  why reimbursement is being made (e.g.
  reimbursement for supplies purchased for
  classroom bulletin board display.

55
Subscriptions

• Schools/offices may subscribe to
  variouseducational publications.
• These should be addressed to the school/office
  address.
• If the vendor gives the option of being
  billed,the Purchase Order process should be used
  and paymentmade when invoice and publication are
  received.A Direct Payment for subscriptions is
  only allowed when bulling is not available.
• The order form or renewal form is used as the
  original invoice. In WinFMS description field
  enter the name of the periodical, (2) Renewal
  Period (Mth/Yr to Mth/Yr) (3) Subscribers name.
• A follow-up should be made with the individual to
  confirm receipt of subscription.
• Process as Invoice with Check and submit
  original invoice with the ATP.

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Supplement Payments

• Used in the following scenarios
• Vendor name on the invoice differs from purchase
  order. Both vendors are unrelated and suffix
  could not be created.
• Vendor made substitutions and school/office is
  willing to accept.
• Vendor shipped more than what was ordered and
  school/office is willing to accept.
• Vendor shipped a cancelled purchase order
  results in miscommunication between school/office
  and vendor.
• The school/office mistakenly makes a FINAL
  PAYMENT on the purchase order and the vendor
  sends the balance of the items or adds other
  changes.
• For audit trail purposes
• On the original invoice write Supplemental
  Payment and the Original Purchase Order Number.
• Make a cross reference on the Original Purchase
  Order by listing The Invoice Number, Amount and
  Payment Number.
• In WinFMS description field enter the original PO
  number, date and reason for supplemental payment.

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Split Payments

• This procedure is used when a PO invoice
  requires two separate payments due to
• Substitutions made by vendor.
• Quantity and/or price increase by vendor.
• A price increase exceeds the PO encumbrance
  amount and no available balance in Prog ID.
• Use the Split Payment menu selection to ensure
  invoice information and ATP type are the same on
  both payments.
• A cross-reference should be made on the original
  PO by listing Split payment and PO payment
  numbers and amounts.
• Payments can be split
• Within the same fiscal year
• Between fiscal years
• Using current or prior Budget Fiscal Year Funds
• Using same or another Program ID.

58
Split Payments

• Procedures to process a Split Payment are as
  follows
• Process and POST the PO Payment first.
• Complete the FMS-PY1, Direct Payment/Invoice
  Form, for authorization and audit trail. Do not
  submit to vendor payment but file together with
  original PO.
• Use this PO Payment number to create the Split
  Payment.
• Split payment cannot be placed on hold.
• Print BOTH the PO Payment and Split Payment on
  the same ATP.
• If the Split Payment and PO Payment cannot be
  printed on the same ATP the ATP must be marked
  Invoice with Check.
• If the Split Payment and PO Payment have
  different Batch Orgs each payment type must be
  entered with the specific Org ID login that
  created the encumbrance. In the event a new batch
  org has been assigned for the next fiscal year,
  the old user ID for the previous fiscal year is
  used for the original PO Payment and the NEW
  batch org user ID is used to enter the Split
  Payment for the new fiscal year.

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Split Payments

• For audit trail purposes
• Show the breakdown of both payments on the
  original invoice.
• Make a cross-reference on the original PO by
  listing both the Split Payment and PO Payment
  numbers and amounts.

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Split Payments

• Procedures for a Fixed Asset Split Payment
• When a split payment is for more than 1.00 for a
  fixed asset item, the payment will generate a
  Hold File Record. To properly record the correct
  amount for the fixed asset. Follow the steps
  below
• Add the Split Payment Amount to the Hold File
  record for thePO Payment when updating to the
  Property File.
• Delete the Hold File record for the Split Payment.

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15 Minute Afternoon Delight
62

• DIRECT PAYMENTS FOR PER DIEM FOR INTER/INTRA
  ISLANDPer Diem is allowed for job-related
  travel - Advance and After the Fact. Approval
  required for all travel.
• For specific data entry information (e.g. invoice
  number, ATP Type, etc.) see the Travel Payment
  Chart. Fore policies amd Procedures, refer to the
  Inter/Intra Island Travel guidelines.
• Travel forms DO NOT have coding blocks You may
• Code directly on the travel form, OR
• Use the FMS-PY1, Direct Payment/Invoice form, to
  assist in coding and data entry. (signature not
  required since already obtained on the travel
  form.)
• Use the Coding Attachment Form

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Advance Per Diem only for overnight travel

• Use the FMSD-PY1, Direct Payment/invoice Form, as
  the invoice.
• Approval field in WinFMS must be data entered. In
  the description field, enter a brief explanation
  for travel (e.g. To attend 2/4/07 EO Conference
  on Maui).
• Print advance payments on a separate ATP.
• Attach a Red Tag to the ATP (TOP LEFT CORNER)
  and mark it ADVANCED PER DIEM.
• ATPs for advanced payment per diem must be
  received by Vendor Payment section 10 working
  days prior to the travel.
• Submit Form 440, Statement of Inter/Intra-Island
  Travel completed and Claim for Allowable Travel
  Expenses, with copies of airline coupons, airline
  boarding passes or e-ticket passenger receipt to
  Vendor Payment section, within five (5) days
  after the completion of travel.

64
After-the-fact Per Diem

• To reimburse employee for travel expenses who did
  not receive an advance per diem
• Submit Form 440, statement of Inter/Intra-Island
  Travel completed and Claim, for Allowable Travel
  Expenses, to Vendor Payment section, within five
  (5) days after the completion of travel as the
  invoice. Do not submit FMS-PY1 Direct
  Payment/Invoice Form.
• Approval field in WinFMS must be data entered. In
  the description field, enter a brief explanation
  for travel (e.g. to attend 2/4/07 EO Conference
  on Maui).
• Print travel payment on a separate ATP from
  mileage payment.

65
How are Allotment Balances affected?

• A posted Direct Payment will reduce the Available
  Balance and increase the Expenditure Balance but
  not affect the Encumbrance Balance (no purchase
  order created).
• This will be reflected on theAllotment Inquiries
  screen inFMS, and on-line printed Reports.

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Inquiries, Reports and Forms

• Posted Direct Payments can viewed
• online
• DAFR447, School/Unit Allotment Register
• DAFR451, School/Unit Cash Control Register

67
Important Phone Numbers

68
Questions?
69

• Open Book
• 20 minutes time period

70

• Mahalo for Attending, please drive safely.