MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
DATE February 28, 2014
TIME 8:30 – 9:30
LOCATION Highway Safety & Motor Vehicles, Auditorium
Opening Remarks - Christina Smith, Chair
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Meeting began with introductions of attendees on phone and present at HSMV
Presentation - Steve Horn, DFS Office of Fiscal Integrity
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See Separate Presentation Materials
Questions From Audience
o What is Current Caseload? – Currently 30+ cases, very steady
o Does OFI ever have a Case backlog – Occasionally there is backlog but OFI is able to join
with other units (agency IG staff, FDLE, etc.) to complete cases
o What is procedure/protocol for agencies to contact OFI? – If an agency suspects fraud,
they can contact OFI. OFI can determine whether agency IG will be involved. Agencies
can also contact their agency IG with information and ask that OFI be included
Christina encouraged Directors to look for key indicators of fraud:
o Underlying theft and abuse of state funds
o Monitoring financial distress within a vendor or provider
o Monitoring invoices, looking for supporting documentation
o Doing site visits to confirm expenditures (i.e. facility, staff, etc.)
Update: Financial Services – Christina Smith (See attached handouts for additional information)
• FACTS –
o Christina provided future key status dates and February statistics
o In regards to loading all contract and procurement documents for existing contracts
and grant disbursement agreements, smaller agencies are entering manually. If
interested in training classes, an email can be sent to the FACTS Inbox.
• Bureau of Financial Reporting –
o The 2012/2013 CAFR and SEFA were published on February 21, 2014.
o Agencies hitting 98% on their report card, Bureau may look to strengthen
requirements
o Year end training will be scheduled for May.
• Bureau of State Payrolls –
o Agency Addressed Memo #31 regarding Salary Warrants was issued on February 20,
2014. Salary warrants will now allow a third address line; this should not effect
distribution (displaying information through window envelope).
• Bureau of Vendor Relations –
o IRS TIN Match - Bureau has revalidated approximately 85,000 W9 records; only had
20 rejects. Once analysis is complete, Rachael Lieblick will reach out to impacted
agencies
o EFT Remittance Advice – Bureau is beginning its research into the discontinuation of
the printing of vendor EFT remittance advice document. Agencies will receive a
MEETING MINUTES
FLORIDA ASSOCIATION OF
STATE AGENCY ADMINISTRATIVE SERVICES DIRECTORS
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FLAIR report in with their warrants that lists any vendor payment that was
generated to a vendor who has elected not to receive their remittance advice
Early Release of Warrants - Christina reminded agencies to pay close attention to
the date issued on the warrant; warrants are not valid until the date printed on the
warrant.
Presentation - FLAIR Study
• Christina Smith gave a presentation on the ongoing FLAIR Study
• Highlighted Makeup of Study, Deliverable Timelines
• Provided a breakdown of chapters and Implementation Timeline and Activities; all together a 15
year window.
• Staffing requests will be included in FY14/15 Budget Request. Hope to receive 22 FTE
Questions- What affect will FLAIR Project have on PeopleFirst and MFMP?
 People First contractual dates have been acknowledged in the study; have not
reached a decision on replacement for payroll system; currently on the timeline for
a detailed review and decision in conjunction with contractual dates.
 MFMP has more flexibility and will probably happen in the first phase.
Open Floor Discussion
P-Card ITN Evaluation – Public meeting was held February 25, another one on February 28. Current
timeline has negotiations beginning March/April
Adjourn – 9:30 a.m.