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? Finance cannot approve your request if you do not include coding information. Must have Supervisor’s Approval Must have the Commissioner’s Approval Heather or Deidra You must give us an estimated cost. Be sure to include your name and section, so we know who to come to with questions.

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, 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? How much did it cost? There are two factors: 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

This is a statement, we can not make payments from a statement. You must provide us with an invoice. Invoice Example: Statement Example:

Print out from WVFIMS and TEAM Purchasing Affidavit

Fixed Asset Form This section will be filled out by Deidra or Christina when the invoice is paid. *This form must be attached to your invoice if a single item purchased is over $1, *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.

-Original Invoice Stamped, Coded, Signed -Purchase Request -Verbal Bid Quotation Summary (WV-49) If between $2, and $5,000.00:

Verbal Bid Quotation Summary This form must be attached to invoices between $2, and $5, 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, $25, 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, and $25, 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, 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. WVDCH I The Company Store 123 Sesame Street Kalamazoo, WV Display Cases Deidra Silva 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 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. WVDCH / /19-20/2011 To provide lunch and dinner to staff and attendees of the NASAA conference. Deidra Silva Your Signature Commissioner’s Signature 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 ext 735 Events - NASAA Great Hall – Cultural Center See Attached List $800.00

WV-48 Agreement Be sure to include both the name and address here. Must be signed by the Commissioner and the Vendor before the services are performed. The dates and rate on the agreement must agree with your invoice. 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

Release Order - Required when items are ordered off SWC. Tear Sheet – Required when paying for advertisements.

Employee Reimbursement Request WVDCH John Doe 123 Sesame Street Kalamazoo, WV I Ladder Tong tax 3.70 total 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 should always be accompanied by all original receipts. No exceptions. *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.

Questions