Transcript Slide 1

Enhanced FLAIR
Statewide Vendor
Files
Department of Financial Services
Division of Accounting & Auditing
TOPICS FOR DISCUSSION
How to obtain access for the add function
What the requirements are for adding vendors
How to add vendor records
How to inquire vendor records
How to request an update
Vendor Inactivation and purge
SPURS
Sunset May 31, 2009
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Implemented June 1, 2009.
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The Enhanced FLAIR Statewide Vendor File
replaces the SPURS function that was sunset on
5/31/2009.
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There are now 7 codes to view: PIN#, W9, PC
(PCard Indicator), VEI (Vendor Enter Indicator),
MC (Minority Codes), SC (Status Code), and
REQ OLO (Request OLO). We will discuss each
of these in detail during the Add and Inquiry
functions.

MFMP interface will occur Monday thru Saturday.
Vendors are encouraged to register via MFMP to comply
with requirements of Section 287.057(23) F.S. and
vendors can continue to update their info in MFMP.

Eventually the VR and VC files will be transitioned into
the Enhanced FLAIR Statewide Vendor File to aid DFS
in maintaining data integrity of vendor info. This is due to
multiple vendor files that have created inaccurate and
conflicting vendor information being reported to the IRS
through the 1099 reporting function.
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Additional fields
 Confidential Vendors
 Purchasing Card Vendors
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Access requests must be approved by the agency’s
Administrative Services Director and forwarded via
email to [email protected].

Completed Authorization form to include:
 Agency Name and OLO (Example: DFS 43)
 F & A Director’s name, number and email address
 Name(s) of users for Add capability
 Justification for users that need Add capability
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DFS Bureau of Accounting will notify agency contacts
when granted access via email.
DEMONSTRATION
Click on this Link to view a Demonstration
ADDING A NEW VENDOR
Demonstrations are best viewed with Display Settings set to 1024x768
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Completed W-9 form
Correct Tax Identification Number: Assigned
by the Federal Government. Also known as
the FEIN (Federal Employee Id Number) for a
business or SS# for an individual.
 Business Name: The name shown on the tax
return.
 Address: Vendor’s current mailing address.

This form is used to ensure the State of
Florida complies with IRS regulations and
to provide Form 1099 for payments.
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Incorrect 1099 reporting to the IRS may results
in:
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$50.00 penalty
Assessed 28% Backup Withholding Tax Rate for
each payment processed in the State of Florida.
Payments reported to the wrong vendor on 1099.
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Agencies have only add or inquire access.
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Verify if the vendor is not in VS file prior to adding a
vendor record.
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Vendor types
 Purchasing Card Vendors
 Will not be allowed in any disbursement
transaction except through the Purchasing Card
Subsystem.
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Vendor types (continued)
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Confidential Vendors
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Can be indentified as confidential in the FLAIR VS. A
confidential vendor exists when a state or federal law
exempts information from public records review, including
exemptions under Chapter 119, F.S. If the agency
determines that the law or statute contains a public records
exemption for a vendor, the agency shall flag the vendor as
“confidential” in the FLAIR VS. Confidential Vendors and/or
confidential information are prohibited from being entered
into MyFloridaMarketPlace pursuant to Rule 60-A 1.0333,
Florida Administrative Code.
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Vendor types (continued)
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One-Time Vendors
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A vendor for which an agency anticipates paying one time
only and does not believe they will have any future business
activity.
Foreign Vendors
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A vendor that does not have a physical business location in
the United States. In this instance, the foreign vendor does
not have to obtain a TIN from the IRS. Agencies should
contact DFS to add non-MFMP foreign vendors.
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Vendor Prefix
 N Vendors are foreign vendors and must be added
via DFS A&A
 S Vendors use a Social Security number as their Tax
Identification Number
 F Vendors use a Federal Employee Identification
Number assigned by the IRS
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Vendor Number
 Must be 9 digits
 Must be Numeric and cannot be all the same digit
MC: Minority Codes
Non-MBE
A. Non-Minority
B. Small Business- State
C. Small Business- Federal
D. Minority Business
Enterprise
E. Government Agencies
F. Non- Profit Organizations
G. P.R.I.D.E.
L. Service Disabled Veteran
Business Enterprise
Non-Certified MBE
N. African American
O. Hispanic
P. Asian/ Hawaiian
Q. Native American
R. American Woman
Y. Service Disabled Veteran
Business Enterprise
MC: Minority Codes
Non-Profit Organizations
S. Minority Board of Directors
T. Minority Employees
U. Minority Communities
Served
V. Other Non Professionals
Other Classifications:
Z. No Selection
Certified MBE*:
H. African American
I. Hispanic
J. Asian/ Hawaiian
K. Native American
M. American Woman
W. Service Disabled Veteran
Business Enterprise
*The user cannot enter Certified MBE codes of H, I, J, K, M, or W.
Only the office of Supplier Diversity with DMS can certify these
minority types.
 CI: Confidential Indicator
 Valid values are either Y or N
 If this vendor is designated as a Confidential vendor
it would be exempt from the Public Records Law.
 PCI: Purchasing Card Indicator
 Valid Values are Y or N
 If Y is indicated, this vendor may only be used in
conjunction with a Purchasing Card transaction.
*Both CI and PCI values cannot equal Y.
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Users must have either Add or Inquiry access to the VS
function to determine if a vendor record already exists.
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Inquiry can be made by
 Vendor Number and Sequence number
 Vendor Number and Zip code
 Vendor name
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Agencies can view
 All MFMP, Purchasing Card and Non-MFMP Vendors set up in
VS file not marked confidential.
 The requesting OLO can only view confidential vendors they
have established.
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Eight codes in each view:
1.
PIN#: Used to Correlate the Vendor Information with MFMP
and FLAIR.
2.
W9: Will be Y or N. If a successful W9 has been completed,
the field will be marked ‘Y’, and if not received and verified by
DFS, will be marked with an ‘N’.
3.
PC: Purchasing Card Indicator for all purchasing card only
vendors. No other disbursement types can be processed using
this vendor record.
4.
CI: Confidential Indicator- Will display Y or N. Can only be
viewed by the requesting OLO/Agency and will not display on
any DFS reports available to the public.
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Eight codes in each view (continued)
5. VEI: Vendor Enter Indicator - Will display F for
FLAIR input and M for MFMP input vendors.
6. MC: Minority Code
Non- MBE
A. Non-Minority
B. Small Business- State
C. Small Business- Federal
D. Minority Business Enterprise
E. Government Agencies
F. Non- Profit Organizations
G. P.R.I.D.E.
L. Service Disabled Veteran
Business Enterprise
Non-Certified MBE
N. African American
O. Hispanic
P. Asian/ Hawaiian
Q. Native American
R. American Woman
Y. Service Disabled Veteran
Business Enterprise
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Eight codes in each view (continued)
6. MC: Minority Code (continued)
Non-Profit Organizations
S. Minority Board of Directors
T. Minority Employees
U. Minority Communities Served
V. Other Non Professionals
Other Classifications:
Z. No Selection
Certified MBE:
H. African American
I.
Hispanic
J. Asian/ Hawaiian
K. Native American
M. American Woman
W. Service Disabled Veteran
Business Enterprise
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Eight codes in each view (continued)
7.
SC: Status Code. Will display:
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
H - On Hold. Used when a W-9 is required in order for a
vendor to be used in a transaction.
8.
REQ OLO: Requestor OLO or Agency. Agency that has
added or requested for the record to be added to FLAIR. Only
the request OLO or Agency can ask for this file to be
inactivated, deleted, or updated.
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Other fields available on Inquiry view:
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Sequence Number - Assigned per vendor location
Purchasing Address - Physical Vendor Location
Remit Address - Location where vendor payments will be
mailed.
Last Activity Date - Last transaction date. Vendor will be
purged 18 months from this date due to inactivity.
DEMONSTRATION
INQUIRE BY NUMBER
Click on any Link to view a Demonstration
INQUIRE BY NAME
Demonstrations are best viewed with Display Settings set to 1024x768
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FLAIR Vendor Updates
 Non-MFMP updates submitted to DFS
 MFMP vendors required to update in MFMP
 Substitute Form W-9 completed
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FLAIR Vendor Inactivation
 Non- MFMP records marked by DFS only
 Vendor record is incorrect
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Record Purge
 18 months of inactivity
 Can be in A, I, or D status
 MFMP Vendors will not be purged
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DFS Monitoring
 Regularly monitor reports of all vendors added
 Abuse of established polices will be addressed
Non MFMP vendors
Department of Financial Services
Division of Accounting and Auditing
Bureau of Accounting
Statewide Vendor File Section
Phone: (850) 413-5987
Email: [email protected]
MFMP Vendors
MFMP Customer Service Desk
Phone: 1-866-352-3776
Email: [email protected]