Transcript Slide 1

Financial Services
By: Deidra & Christina
I want to buy something…can I
just go to Wal-Mart?

Decide exactly what you need.
◦ Is it available through internal resources?
◦ Is it on available on State Wide Contract?
◦ Do you need bids?
Get the proper approval
 Make sure you purchase from a registered
vendor
 Time for Payment? - Have all of your
documentation ready

Do you have proper approval?
Be sure to
include your
name and
section, so
we know
who to come
to with
questions.
Finance cannot approve
your request if you do
not include coding
information.
You must give us an
estimated cost.
Must have Supervisor’s
Approval
Must have the
Commissioner’s Approval
Heather
or Deidra
Is this person/company a Vendor?

Contact Christina, Deidra, Tiny or Sheila
to find out.
◦ Provide Us with Information
 Name and Current Address
 If you have a large list of people please provide an Excel Spreadsheet.

We will check WVFIMS
◦ Will need a W-9 form – Request for Taxpayer Identification
Number and Certification

We will also check TEAM
◦ Will need a WV-1 or a WV-1A – Vendor Registration and
Disclosure Statement
Okay, I got what I needed.
Now how do I pay for it?
•The preferred method of payment for purchases under $1,000.00 is the
purchasing card.
•There is one person in each section that has a purchasing card and that
person is responsible for making purchases for his or her section.
•Before asking your designated purchasing card holder to pay for you
purchase you are responsible for having all the proper documentation
together.
•The only other option is to pay by check.
•You will need to bring your original invoice and all back-up
documentation to Christina or Deidra.
•The sooner you provide us with all the back-up, the sooner we will be
able to get the invoice paid.
•Help us, help you
What sort of documentation do I
need?
There are two factors:
How much
did it cost?
What did
you buy?
For every purchase you must provide:
-Original Invoice
Stamped, Coded, Signed
-Purchase Request
For purchases between $1,000 & $2,500:
-Print off from WVFIMS and TEAM showing
vendor status at time of purchase
-Purchasing Affidavit
-Fixed Asset Form (single items over $1,000)
-Also needed for computers with an original
cost of $500 or more
Statement Example:
Invoice Example:
Statement
Invoice
The Company Store
123 Sesame Street
Kalamazoo, WV 12354
Date
8/23/2011
Invoice #
000006662
1
1
1
1
1
12
2
1
1
1
1
1
5
1
1
5
10
1
1
1
1
Description
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Shipping
Date
10/31/2011
This is a statement, we can
not make payments from a
statement. You must provide
us with an invoice.
To:
WV Division of Culture & History
1900 Kanawha Blvd E
Charleston, WV 25305
USA
To:
WV Division of Culture & History
1900 Kanawha Blvd E
Charleston, WV 25305
USA
Quantity
The Company Store
123 Sesame Street
Kalamazoo, WV 12354
Amount Due
$
399.70
Rate
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
11.09
10.00
13.71
11.09
10.00
0.42
13.71
11.09
13.71
11.09
13.71
11.09
13.71
11.09
13.71
11.09
5.75
11.09
11.09
11.09
11.09
Total
Amount Enc.
Date
Amount
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
11.09
10.00
13.71
11.09
10.00
5.04
27.42
11.09
13.71
11.09
13.71
11.09
68.55
11.09
13.71
55.45
57.50
11.09
11.09
11.09
11.09
$399.70
Transaction
9/30/2011 Balance Forward
CURRENT
$
-
Amount Due Amount Enc.
$
1,515.14
Amount
Balance
$
1,515.14
1-30 DAYS PAST 31-60 DAYS PAST 61-90 DAYS PAST OVER 90 DAYS
AMOUNT DUE
DUE
DUE
DUE
PAST DUE
$
$
$
399.70 $
1,115.44 $ 1,515.14
Print out from
WVFIMS and TEAM
Purchasing
Affidavit
Fixed Asset Form
*This form must be attached
to your invoice if a single item
purchased is over $1,000.00.
*Please see Shelia Allen for
assistance with completing this
form.
*Shelia will give you a fixed
asset tag/sticker to be placed
on the asset that you
purchased.
This section will be filled out
by Deidra or Christina when
the invoice is paid.
If between $2,500.01 and $5,000.00:
-Original Invoice
Stamped, Coded, Signed
-Purchase Request
-Verbal Bid Quotation Summary
(WV-49)
Verbal Bid Quotation Summary
This form must be
attached to invoices
between $2,500.01
and $5,000.00. If you
have question on how
to fill this form out
please contact Gloria
Anderson. This should
be done BEFORE the
purchase is made.
Purchase between $5,000.01 - $25,000.00
-Original Invoice
Stamped, Coded, Signed
-Purchase Request
-Three Written Bids -Request for
Quotations (WV-43)
-Purchasing Affidavit
-Certification of Non-Conflict of Interest
* Any purchases in this range should have
an agency PO number (See Gloria)
WV-43 Request for Quotations
This form must be
attached to invoices
between $5,000.01
and $25,000.00. If you
have question on how
to fill this form out
please contact Gloria
Anderson. This should
be done BEFORE the
purchase is made.
Any purchases over $25,000.00
must go through the purchasing
division.
-You will work with your
section’s purchasing liaison, who
in turn with work with Gloria
Anderson to arrange large
purchases.
Some purchases, whatever the
dollar amount, require additional
paperwork.
-Receiving Report
-Hospitality Form
-Agreement
-Tear Sheet
-Release Order (WV-39)
-Employee Reimbursement Form
Receiving Report
This form is required any time that goods are received
by the agency.
The Company Store
123 Sesame Street
Kalamazoo, WV 12345
12
Display Cases
Deidra Silva
WVDCH
I-123456789
Deidra Silva
R789
08/31/11
This will be filled
out by finance
when the invoice
is paid.
This is the
received date,
not the date you
signed the form.
Must be signed
by a registered
receiver. (See
Christina or
Deidra for a list
of receivers. )
Hospitality Form
TMO 3 Form – Rev. 01/2008
Agency Ref. # ____________________
STATE OF WEST VIRGINIA
DEPARTMENT OF ADMINISTRATION
TRAVEL MANAGEMENT OFFICE
REQUEST FOR HOSPITALITY SERVICE
WVDCH / 0432
SPENDING UNIT NAME/ORG # ________________________________________________________________________________________
Deidra Silva
CONTACT PERSON _________________________________________________________________________________________________
304-558-0220 ext 735
TELEPHONE NUMBER _______________________________________________________________________________________________
Events - NASAA
FUNCTION SPONSOR _______________________________________________________________________________________________
Great Hall – Cultural Center
LOCATION OF FUNCTION ____________________________________________________________________________________________
10/19-20/2011
DATE(S) OF FUNCTION ______________________________________________________________________________________________
ESTIMATED EXPENSES
$800.00
FOOD AND BEVERAGE
MEETING ROOM
EQUIPMENT RENTAL
$ ____________________
$ ____________________
$ ____________________
LODGING
OTHER/
OTHER/
$ ____________________
$ ____________________
$ ____________________
TOTAL
This form is required
any time food or
beverages are
purchased for a state
meeting/event.
Hospitality expenses
can include food,
nonalcoholic beverages,
facility rental,
entertainment, etc.
$800.00
$ ____________________
PURPOSE/JUSTIFICATION OF FUNCTION:
To provide lunch and dinner to staff and attendees of the NASAA
conference.
FUNCTION ATTENDEES (Must list individual names unless for a group of 20 or more. A list of attendees for groups of 20 or
more must accompany the form):
See Attached List
If 20 people or less you can list them
on this form. If it’s a group of more
than 20 you must attach a list of
attendees. This is MANDATORY
AGENCY AUTHORIZATION FOR THE ABOVE FUNCTION
By: __________________________________________________
FUNCTION REPRESENTATIVE’S SIGNATURE
By: __________________________________________________
AGENCY HEAD SIGNATURE
_____________________________
Your Signature
DATE
_____________________________
DATE
Commissioner’s Signature
WV-48 Agreement


This form is
required for all
invoices paid for
services
rendered.
This can
include, but is
not limited to:
◦ Technical
Assistance
◦ Performances at
Events
◦ Judges for shows
Be sure to
include both the
name and
address here.
The dates and
rate on the
agreement must
agree with your
invoice.
Must be signed
by the
Commissioner
and the Vendor
before the
services are
performed.
Tear Sheet – Required when
paying for advertisements.
Release Order - Required when
.
items are ordered off SWC
Employee Reimbursement Request
WVDCH
0432
I- 123789456
1
2
Ladder
Tong
*Reimbursement
requests should always
be accompanied by all
original receipts. No
exceptions.
John Doe
123 Sesame Street
Kalamazoo, WV 12345
50.00 50.00
2.00 4.00
tax
total
3.70
57.70
Purchased ladder for technical services to replace broken ladder. Tongs
for event catering. (Emergency purchase, no p-card holder available.
John Doe
04/01/09
John’s Supervisor
04/05/09
*Reimbursement
requests will also
require a
receiving report
signed by
someone other
than the
employee
seeking
reimbursement.
Okay, I gave you all my paperwork. How
long before the vendor gets paid?
•If you are paying the invoice with a purchasing card then the
vendor is paid right away.
•If the vendor is to be paid by check, once you turn in all
paperwork, there is a process:
1. Christina reviews the invoice and processes it for payment.
2. The processed invoice is then audited by Deidra.
3. Then the audited invoice it sent to Heather and the
Commissioner for review and approval.
4. Once the Commissioner approves the invoice it is returned
to Christina, who then makes a copy for our files and sends
the original to the Cabinet Secretary’s Office.
5. The invoice is approved by Martha or Brett in the Cabinet
Secretary’s Office.
6. The invoice is sent to the Auditor’s Office to be audited and
paid.
http://www.wvsao.gov/auditing/dailystatusexternal.aspx
Questions