FLAIR Statewide Vendor File Changes. Department of Financial Services Division of Accounting & Auditing
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1 FLAIR Statewide Vendor File Changes Department of Financial Services Division of Accounting & Auditing
2 Course Objectives By completing this course, you will: Learn about changes to the Statewide Vendor File. Become familiar with new fields in the Statewide Vendor File. Learn requirements to add a vendor record. Learn about new Inquiry options.
3 Statewide Vendor File Changes
4 What is the Statewide Vendor File? Auxiliary file within Florida Accounting and Information Resource (FLAIR) where vendor records are held Contains: Payment remittance information Contact information Status information
5 Why Are There Changes? Ensure accurate 3% withholding reporting Ensure accurate 1099 reporting Avoid Internal Revenue Service (IRS) penalties due to inaccuracies
6 Possible Penalties Incorrect 1099 reporting to the IRS may result in: $ penalty to State of Florida per incorrect form Assessed 28% Backup Withholding Tax Rate to vendor for each payment processed in the State of Florida Payments reported to the wrong vendor on 1099 resulting in customer service issues
7 Compliance Accurate vendor records helps ensure compliance Electronic submission of Substitute Form W-9 coming soon Tax Identification Number (TIN) and entity name will be matched to IRS records Statewide Vendor File will capture W-9 status and information
8 Vendor Portal
9 Substitute Form W-9 Requirement Completed Substitute Form W-9 Correct Tax Identification Number (TIN) - Assigned by the Federal Government FEIN (Federal Employer Identification Number) for a business SSN (Social Security Number) for an individual Business Name - Name reported on tax return Address - Vendor s primary mailing address Business Designation - Describes business type Ensures the State of Florida complies with IRS regulations and provides Form 1099 for payments
10 IRS TIN Matching Process State of Florida participates in IRS TIN Matching Program Nightly load of all of the Substitute Form W-9 adds or name changes will check the TIN submitted against the IRS Name/TIN combination contained in the IRS database IRS will return the file with a response for each submission Agency staff will receive a notification through Statewide Vendor File (SWVF) W-9 Indicator field will update
11 Statewide Vendor File Changes New Fields: W-9 Name Payee Indicator Code Changes: W-9 Indicator Values N Type Vendor Indicator Eliminated Field: Puchasing Card Indicator Foreign Indicator EFT Indicator Last Updated
12 W-9 Name W-9 Name may be different from Vendor Name due to: Doing Business As designation Franchise locations Parent or shell companies Populated when Substitute Form W-9 is on file and verified with the IRS
13 Payee Indicator Payee An individual or entity that is receiving a payment that is not associated with the receipt of commodities or services.
14 Payee Indicator Two Indicators Available: Y = Payee N = Vendor Payments NOT for commodities or services Payments FOR commodities or services
15 Foreign Indicator Identifies a vendor as a foreign entity or corporation Y = Foreign entity or corporation N = Non-foreign entity or corporation Foreign Vendors or Payees may only be added by Bureau of Accounting staff
16 Electronic Funds Transfer (EFT) Indicator EFT Indicator added to Inquiry and Update screens Protected field No update allowed Real time check of EFT file
17 Last Updated Allows Agencies to know when the vendor record was last updated Any change to record will be reflected
18 W-9 Indicators W-9 not on file W-9 on file, Pending IRS TIN matching W-9 on file, Failed IRS TIN matching B notice has been sent W-9 not on file, Vendor #/Name passed IRS TIN matching W-9 on file, Passed IRS TIN matching
19 N Type Vendor Indicator Used for foreign entities or corporations Added by Bureau of Accounting staff only Used for entities with unknown TIN No statutory authority to collect FEIN or SSN Assigned a sequential number by FLAIR
20 Purchasing Card Indicator Purchasing Card Indicator (PCI) Vendors will no longer be limited to PCard transactions only
21 Statewide Vendor Mini Menu
22 Statewide Vendor Mini Menu A In the Select field, type an A to add a record, or an I to do a Vendor Inquiry.
23 Statewide Vendor Mini Menu I In the Select field, type an A to add a record, or an I to do a Vendor Inquiry.
24 Statewide Vendor Mini Menu The Vendor Indicator and Number are required if you are adding a record.
25 Statewide Vendor Mini Menu The Vendor Indicator and Number are optional if you are inquiring.
26 Statewide Vendor Mini Menu When inquiring with the Vendor Number you must also use either the Sequence or the Zipcode.
27 Statewide Vendor Mini Menu When inquiring with the Vendor Number you must also use either the Sequence or the Zipcode.
28 Statewide Vendor Mini Menu The Payee field is only used when adding a record. Y or N must be entered.
29 Statewide Vendor Mini Menu The Levy Indicator can be blank, I, R, or Y.
30 Statewide Vendor Mini Menu The Vendor Name field can only be used for inquiry.
31 Statewide Vendor Mini Menu These fields are used to limit the search to Payees only, or Vendors only.
32 Statewide Vendor Mini Menu These fields are used to limit the search to Payees only, or Vendors only.
33 Statewide Vendor Mini Menu W-9 Name is used for inquiry only. It will only return results for vendors who have a valid W-9 on file that passed TIN matching.
34 Adding a Vendor Record
35 Requesting Add Capability Agency s Administrative Services Director approves and forwards request to StatewideVendorFile@myfloridacfo.com Completed Authorization form to include: Agency Name and OLO (Example: DFS 43) F & A Director s name, number and address Name(s) of users for Add capability Justification for users that need Add capability Department of Financial Services (DFS) Bureau of Accounting notifies agency of granted access via
36 Vendor Add Function A in SELECT field IND (Vendor Indicator) F - Vendors use a FEIN assigned by the IRS as their TIN S - Vendors use a SSN as their TIN N - Vendors are non-standard or foreign vendors NUMBER (Vendor Number) Must be 9 digits Must be Numeric and cannot be repeating digits Not used if IND = N PAYEE must be Y or N LEVY must be blank, I, R, or Y
37 Vendor Add Function Vendor Identifier Together, the Vendor Indicator and Vendor Number make up the Vendor Identifier. IND (Vendor Indicator) F - Vendors use a FEIN assigned by the IRS as their TIN S - Vendors use a SSN as their TIN N - Vendors are non-standard or foreign vendors NUMBER (Vendor Number) Must be 9 digits Must be Numeric and cannot be repeating digits Not used if IND = N
38 Statewide Vendor Add Screen
39 Statewide Vendor Add Screen Vendor Name is required. There are two lines available.
40 Statewide Vendor Add Screen Short Name is required. This appears on reports.
41 Statewide Vendor Add Screen Phone Number is required. This must be a valid number so that we can contact the vendor if necessary.
42 Statewide Vendor Add Screen Purchasing Address is required. With the Vendor Name, only 5 total lines may be used.
43 Statewide Vendor Add Screen Remittance Address is optional. Use this if the Remittance Transmittal is to be sent to a separate address from the purchasing address.
44 Statewide Vendor Add Screen A Minority Code is required.
45 Statewide Vendor Add Screen The Confidential Indicator will default to N for most vendors. Change to Y if necessary.
46 Statewide Vendor Add Screen A pop-up box appears confirming the record was added.
47 Minority Codes (MC) Identifies vendor s Minority Business Enterprise (MBE) designation Required for all vendor records Maintained by Department of Management Services Minority Code master list found at: ersity_osd/agency_resources/documents_and_templates
48 Confidential Indicator Confidential Indicator (CI) Valid values are either Y or N Exempt from the Public Records Law (Chapter 119 F.S.) Viewable only to Agency that added the record Will be Y if vendor already exists with an MFMP sequence
49 Adding a New Sequence If the Vendor Identifier is already on file: New sequence may be added Some fields may be pre-populated Some fields unavailable for input If MFMP Vendor exists, new sequence must be confidential
50 Adding an N Type Vendor When adding an N type vendor, leave the Vendor Number field blank, unless you are adding a Sequence to an existing number.
51 Adding an N Type Vendor All other information will be entered in the same manner as F or S type vendors.
52 Adding an N Type Vendor
53 Adding an N Type Vendor A pop-up box appears confirming the record was added. FLAIR will assign a sequential Vendor Number.
54 Inquiring on Vendor Records
55 Vendor Inquiry Function I in SELECT field Inquiry can be made by Vendor Number and Sequence number Vendor Number and Zip code Vendor name Specify Payee, Vendor, or leave blank for All W-9 Name Agencies can view All MFMP and Non-MFMP Vendors set up in VS file not marked confidential All Confidential Vendors and Payees established with user s OLO
56 Vendor Inquiry Function W-9 - Provided based on receipt and validation of Substitute Form W-9 N = W-9 not on file or Vendor type is N P = W-9 on file, Pending IRS TIN Matching F = W-9 on file, Failed IRS TIN Matching B = B Notice has been sent T = W-9 not on file, Vendor Number/Name passed TIN Matching Y = W-9 on file, Passed IRS TIN Matching PIN# - Correlates Vendor Information on MFMP and FLAIR
57 Vendor Inquiry Function REQ OLO (Requestor OLO) Displays OLO of the last Agency to add or request an update to the record Non-Agency adds or updates will show all zeros VEI (Vendor Enter Indicator) Displays F for FLAIR input or M for MFMP input vendors CI (Confidential Indicator) Displays Y or N
58 Vendor Inquiry Function Foreign Indicator Y = Foreign entity; Vendor type is N N = Non-foreign entity; Vendor type is F or S Payee Indicator Y = Payments NOT for commodites or services N = Payments FOR commodities or services Levy Indicator: Blank = Non-levy I = IRS Levy R = State of Florida Levy Y = Other Levy Type
59 Vendor Inquiry Function SC (Status Code) A (Active) Only status code to be used in transactions I (Inactive) Will be marked inactive by DFS per Agency request, or MFMP D (Deleted) Minority Code (MC) Master list found at: ms/office_of_supplier_diversity_osd/a gency_resources/documents_and_te mplates
60 Vendor Inquiry Function INACT CODE (Inactivation Code) Reason for inactivation Codes A O Found on the FLAIR Title Files; Record Type AK EFT (Electronic Funds Transfer) Y or N
61 Vendor Inquiry Function Other fields available on Inquiry view: Sequence Number - Assigned per vendor location Purchasing Address - Physical vendor location Remittance Address - Location where payments will be mailed Last Used - Last transaction date Last Updated - Date of last update for this Vendor Identifier and Sequence
62 This is the only inquiry type that shows both the Purchasing and the Remittance Addresses.
63 When inquiring using a Sequence, FLAIR pulls up the next valid Sequence. Check your Sequence Number here.
64 When inquiring with a Vendor Number, SEQ or ZIP must be used.
65 When inquiring with a Vendor Number, SEQ or ZIP must be used.
66 Inquiry by Vendor Name can also be used here.
67 Only the Purchasing Address is shown.
68
69 Only the Purchasing Address is shown.
70
71 W-9 Indicator and Name Vendor record is updated with Central s W-9 file information W-9 Indicator will update W-9 Name will populate only if a match has been verified through IRS TIN matching
72 W-9 Indicator P Vendor has a W-9 on file and IRS TIN matching is Pending. The Last Updated field reflects that an update was made to the record.
73 W-9 Indicator F Vendor has a W-9 on file, but IRS TIN matching Failed.
74 W-9 Indicator T Vendor DOES NOT have a W-9 on file, but IRS TIN matching Passed.
75 W-9 Indicator B Vendor has received a B notice that backup withholding will be required.
76 W-9 Indicator Y and W-9 Name W-9 Name is now populated with name verified through IRS TIN matching. Vendor has a W-9 on file and IRS TIN matching Passed.
77 Updating Vendor Records
78 Update Procedure FLAIR Vendor Updates Non-MFMP updates submitted to DFS MFMP vendors required to update in MFMP Substitute Form W-9 may need to be completed Vendor Identifier cannot be updated FLAIR Vendor Inactivation Non-MFMP records marked by DFS only Vendor record is incorrect or updated Substitute Form W-9 may need to be completed
79 Other Information
80 Vendor Error Messages Invalid Vendor Not on File Invalid Vendor Inactive Status Invalid Vendor No W-9 on File Invalid Vendor W-9 pending IRS TIN Matching Invalid Vendor W-9 failed IRS TIN Matching Invalid Vendor B Notice issued
81 Purge Process Record Purge Records marked for deletion after non-use period of: 18 months for Vendors 6 months for Payees After 12 months in D status record will be purged MFMP Vendors will not be purged
82 DFS Monitoring DFS regularly monitors reports of all vendors added Abuse of established polices will be addressed
83 Contact Information Non MFMP Vendors Department of Financial Services Division of Accounting and Auditing Bureau of Accounting Statewide Vendor File Section Phone: (850) FLAIR Help Desk Phone: (850) MFMP Vendors MFMP Customer Service Desk Phone:
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