MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
DATE
TIME
LOCATION
Agencies
Represented
October 30, 2015
8:30 – 10:15 a.m.
Highway Safety & Motor Vehicles, Auditorium
DOAH, DACS, DCF, Citrus, COR, DOC, DEP, DFS, Florida PALM, DOH, AHCA,
DHSMV, Lottery, DMS, MFMP, DMA, DOR, SBA, DOT, Treasury, DVA
Opening Remarks – Christina Smith, Chair
• The meeting began with the introduction of attendees both on the phone and present at the
Department of Highway Safety and Motor Vehicles (HSMV).
• Christina introduced Tammy Williams who is joining the Department of Financial Services (DFS)
as the new Assistant Bureau Chief in Auditing.
Rental Vehicle Contract Update (Department of Management Services [DMS]) – Trey Collins
• DMS is aware of some issues and concerns arising from agencies regarding the new
Enterprise/National contract. DMS is documenting all reported issues and working with
Enterprise/National to iron out the kinks.
o Vehicle Availability: Enterprise/National is currently experiencing heavier rental volume
than anticipated and it is leading to a shortage of available vehicles. Agencies are
encouraged to make any vehicle reservations as early as possible, preferably using the
web portal https://partner.rentalcar.com/StateofFlorida.
o Billing Issues: Customers have reported being incorrectly charged taxes and fees by
Enterprise/National. If this has occurred at your agency, please send a copy of the
receipt/invoice to the Enterprise account representatives at stateoffloridabrse@ehi.com
(please copy Trey Collins - Trey.Collins@dms.myflorida.com).
 Please note:
• PCard and Direct Billing payments are exempt from Florida sales tax and
the $2 per day surcharge.
• If a Vehicle Licensing Fee or Tire and Battery Fee are included on your
receipt/invoice, the amounts should be deducted from the base rental
rate of the vehicle.
• Customers are subject to any fees and charges mandated by airports.
• Customers traveling outside Florida are subject to any state and local
taxes and fees required in those locations.
• An industry-standard hold of $150-$200 may be placed on PCards at the
time reservations are made. DMS is working with Enterprise/National to
see about a possible reduction of this fee.
o Customer Service: DMS is monitoring and tracking Enterprise/National’s customer
service performance. If travelers experience any issues, please let Trey know.
o When reporting incidents of any kind to DMS, please provide as much detail about the
incident as possible, including:
 Renter’s name
 Reservation or rental agreement number
 Date and time of incident
 Enterprise/National staff member’s name
 Location of incident
 Specific details about the incident
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
o
o
DMS is currently working on compiling a list of fees and charges mandated by airports as
well as updating their vehicle rental FAQs to include allowed/disallowed charges and
fees, after hour return procedures, and toll service.
Two new Enterprise/National rental locations now open: Southwood and the FSU
campus.
Internal Revenue Service (IRS) Reporting (DMS) – Suzetta Furlong
• A memo was sent to agencies on October 26 requesting contact information for 1095 reporting
from each agency, preferably not a specific person, but instead an office or area should staffing
change. This contact information goes directly to the IRS and will be included on the forms
received by state employees. It is important for agencies to educate their employees on the
new, mandatory 1095 reporting. Employee information, either a social security number or tax
identification number, is required and must be correct in the PeopleFirst system. DMS will be
sending a media kit to each agency to assist in the educational outreach, as well as developing
an FAQ document to help agencies answer employee questions.
Florida Certified Contract Manager (FCCM) Training – Daniel May (DMS) and Jean Jeune (DFS)
• DMS and DFS have begun FCCM field training. In 2016, the team anticipates to hold 17 classes in
the field to accommodate roughly 900 employees, as well as 31 classes in Tallahassee to
accommodate roughly 1,200 employees.
• A 2014 needs assessment showed over 2,300 employees in need of FCCM certification. A 2015
needs assessment update showed a significant increase of employees in need of certification –
over 3,500. The training team suspects that not all of the 3,500 employees indicating a need for
FCCM training are actually statutorily required to hold this certification (those who manage
contracts over $100,000). DMS and DFS are asking each agency’s Purchasing Director and/or
Grant Manager to ensure that only those employees statutorily required to obtain FCCM
certification are currently attending training. Separate classes will be offered for those who
manage contracts between $35,000 and $100,000.
• If employees are no-shows for registered training, they will be bumped to the back of the
waiting list. Also, if agencies repeatedly do not use their allocated seats, the seats will be given
to another agency.
• The 2016 training schedule will be released as soon as it is solidified.
• Due to the overwhelming demand for training, DMS is currently working on rule revisions which
would allow new grant managers 24 months to get their certification. Updates on any rule
changes will be disseminated as they become available.
MFMP Fee Change (DMS) – Judson Freeman (see handout for more information)
• As of November 1, the transaction fee imposed for use of Florida’s eProcurement systems will
be reduced from 1% to 0.7%, in accordance with Senate Bill 2502-A.
Update: Department of Financial Services (DFS)
• Florida PALM – Angie Robertson (see handout for more information)
o The Business Process Standardization Team is currently focused reviewing
requirements. 4 out of 11 Requirement Workflow Workgroup meetings have been
completed. The requirements reviews are due back from agencies on November 23.
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MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
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Requirements Workgroup Meetings have already begun. If your agency is sending
people to the workshops, please provide them with the background information that
they need and remember that these workshops are not held for the purpose of training.
•
Treasury – Bert Wilkerson
o Treasury would like to welcome Tanner Collins as the new Chief over the Bureau of
Funds Management.
o The current Bank of America concentration account contract expires in March. Bid
responses are due early November. If a new vendor is selected, the contract will include
a six month transition plan to convert new accounts, deposit tickets, an automated
clearing house, etc. DFS is working on preparing a checklist and necessary information
for agencies should the Bank of America not be re-awarded the contract.
•
Special Projects – Brendan Jones (see handout and presentation for more information)
o The results from the Expenditure Object Code Survey have been compiled and analyzed.
Overall, the results were positive. DFS is taking into consideration all answers and
comments going forward.
o A tentative timeline for the Revenue Object Code Project is now available, beginning
with thorough data analysis of all revenue codes over the next few months.
•
Auditing – Christina Smith (see handout for additional details)
o The new Enterprise/National rental car contract offers a direct billing account option
requiring a PCard. However, at this time DFS is asking agencies to use only the MFMP or
FLAIR voucher payment process, not the direct billing option.
•
Payroll – Christina Smith (see handout for additional details)
o The Bureau of State Payrolls has developed a new compliance checklist (Form # DFS-A32166) for agencies. The checklist will serve as a self-policing tool for the agencies and is
to be submitted to DFS by the Agency Director of Administration (or designee) on an
annual basis.
Open Forum
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•
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Question: What is the PCard contract status?
o Answer: We are currently working through contract issues with the Bank of America.
Question: Will the new PCard system have audit capabilities?
o Answer: The intent is for the new system to have workflow and attachment features,
but we are not yet sure about an audit feature.
Question: Do we have any new news on the Single Audit Act legislative package?
o Answer: We are trying to change to the threshold to single audits. As we know more,
we will update you.
Adjourn – 10:50 a.m.
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