IDOA Procurement Reminders:
· The PEN Products billing process will be changing as of 2/1/2011. PEN payments will now go through the same process as every other vendor: requisition>purchase order>receipt>payment. You can find a link to the updated instructions (posted on the ENCOMPASS website) on our website under PEN Products Ordering & Interagency Billing Process. You will still need to follow these instructions:
o Prior to approving and budget checking the PO the Buyer must change the “account” on the purchase order to the appropriate Internal Service Expense Account “65xxxx” number (which indicates interagency billing). Once the Account has been changed accordingly the PO can be approved, finalized, budget checked & dispatched.
· Financial Disclosure Statements for 2010 are due to the Inspector General’s office on 2/1/2011. The short version is – if you received the email trigger from the Inspector General’s office, then you need to complete the form for 2010. If you or any of your agency personnel are mistakenly listed as buyers, then a GMIS issue should be submitted to remove the buyer access.
You may submit a GMIS issue via:
1) IOT Customer Service @ 317-234-HELP
2) The Helpdesk Assistant (Icon on your desktop)
3) GMIS web-based submission page:
https://financial.gmis.in.gov/psc/guest/EMPLOYEE/ERP/c/SOI_CUSTOM_APPS.SOI_GMIS_ISSUE.GBL
4) The GMIS Report Issue menu link if you are already logged into PeopleSoft.
http://www.in.gov/ig/ Inspector General’s website
http://www.in.gov/ig/2331.htm file your disclosure
http://www.in.gov/ig/2333.htm The Complete Guide to Financial Disclosure Statements
· The Fastenal auto dispatch is up and running. Keep in mind that it works very much like the Staples process.
· The Procurement Training & Resources page has been remodeled since our last meeting. www.in.gov/idoa/2342.htm
You will see the newly edited Commodities Streamlining manual and information at the top of the page with the solicitation packages with contracts.
You will see the new Procurement Contracts manual and information directly below it with the contract templates.
The following links have been added
· KMS
· National (Federal) Suspended Vendor List
· Secretary of State Business Entity Search
· State Suspended Vendor List
· This may be a good time for you or your purchasing staff to come or come back to training. Several of you head procurement agents are a little overdue on the requirement to attend Commodities Streamlining class every two years and some of you haven’t attended the Procurement Contracts class yet.
Requisitioner, Requistioner/Buyer, Commodities Streamlining, Procurement Contracts, EDS workshop and Receiver classes are offered twice monthly. We do periodically have to cancel due to inclement weather or when classes have less than 5 people enrolled.