Transaction Fee Reporting System User Guide for State Term Contract and State Purchasing

1. Transaction Fee Reporting System User Guide for State Term Contract and State Purchasing Agreement Vendors

2. This User Guide is designed to assist State Term Contract and State Purchasing Agreement vendors in using the MyFloridaMarketPlace online Transaction Fee Reporting System. • Transaction Fee Overview • Accessing Transaction Fee Reporting System • Viewing Your Consolidated Billing Invoice (CBI) • Submitting Your Transaction Fee Report • Submitting Your Transaction Fee Payment • Reviewing Submitted Transaction Fee Reports • Reviewing Transaction Fee Payments • Reviewing CBI History • Additional Information Contents

3. Transaction Fee Overview • The State of Florida, through the Department of Management Services, has instituted MyFloridaMarketPlace, a statewide eProcurement system. Pursuant to section 287.057(23), Florida Statutes (2002), all payments shall be assessed a Transaction Fee of one percent (1.0%), which the vendor shall pay to the State. Unless exempt by Rule 60A-1.032, vendors shall report Transaction Fee-eligible business activity on a monthly basis using Form PUR 3776. • Previously, vendors completed a paper version of Form PUR 3776 and submitted the report and payment to the State via mail. With the implementation of the Transaction Fee Reporting System, you will now complete the Transaction Fee Report Form PUR 3776 online. • If you have any questions regarding the Transaction Fee, please contact the MyFloridaMarketPlace Customer Service Desk at 1-866-FLA-ePRO (1-866-352-3776) or feeprocessing@myfloridamarketplace.com.

4. Accessing Transaction Fee Reporting System

5. Login to Vendor Registration Systemhttps://vendor.myfloridamarketplace.com/ ILLUSTRATIVE You will access the online Transaction Fee Reporting System through the Vendor Registration System. Enter your username and password that you created during registration.

6. Select What You Would Like To Do ILLUSTRATIVE You may either update your vendor registration such as contact or location information, or review and submit your Transaction Fee Report online.

7. Select Your Billing Contact ILLUSTRATIVE Select the appropriate Billing Contact from the drop-down list. During vendor registration, you identified a Billing Contact for each registered location. The Billing Contact may be the same person or unique for each location. You must submit a Transaction Fee Report (Form 3776) for each Billing Contact that received payments from the State during the prior month.

8. Viewing Your Consolidated Billing Invoice (CBI)

9. View Your Consolidated Billing Invoice ILLUSTRATIVE Per Rule 60A-1.031(2), each vendor is required to report on a monthly basis all payments received relating to State agreements for the prior month. To support the Rule, a Consolidated Billing Invoice (CBI) will be created for State Term Contract and State Purchasing Agreement vendors on a monthly basis. You may view your Consolidate Billing Invoice (CBI) by clicking on the link ‘View My Consolidated Billing Invoice (CBI)’.

10. View Your Consolidated Billing Invoice (continued) ILLUSTRATIVE The Summary level summarizes the Prior Balance, Payments/Credits, Charges, and Balance Due across all CBIs for the Billing Contact. The Balance Due currently reflects ’$0.00’ because the vendor has not self-reported the payments received yet. The CBI Specific Charges section only applies to Non-State Term Contract and non-State Purchasing Agreement vendors at this time. The CBI Specific Debits summarizes any additional debits or charges that are assessed such as an insufficient funds charge on a previous payment. The CBI Specific Payments summarizes the payment and credit history for the CBI.

11. Submitting Your Transaction Fee Report

12. Prepare Your Transaction Fee Report ILLUSTRATIVE After reviewing your consolidated billing invoice (CBI), you may submit your Transaction Fee Report by clicking on either the ‘No Report Submitted’ link on the CBI or the ‘Submit Transaction Report’ link in the navigational toolbar on the left.

13. Select the Month for the Report ILLUSTRATIVE Select the appropriate month and year for the Transaction Fee Report you would like to submit Click the ‘Continue’ button.

14. Complete Your Transaction Fee Report ILLUSTRATIVE ILLUSTRATIVE The Transaction Fee Report is an electronic replica of the paper Transaction Fee Report Form PUR 3776 that you completed prior to October 2004. In lieu of submitting a paper form via U.S. mail, you will now complete and submit your report online. Please note the ‘Tips for completing your PUR 3776 form’ section which provides details regarding the formatting of the amounts entered.

15. Record Contract Details in Detailed Section ILLUSTRATIVE ILLUSTRATIVE Enter the Transaction Fee information in the fields. For Transaction Fee-eligible payments received during prior month against non-State Term Contract or non-State Purchasing Agreements, roll all amounts into one row and enter ‘Other Transaction Fee-Eligible Spend’ in the DMS State Term Contract Number field. The system will validate that the amounts entered are calculated correctly once you click on the ‘Add Report Detail’ button.

16. Add and Remove a Line to the Form ILLUSTRATIVE To add additional contract payments, click on the ‘Add line to this form’ button. To remove a line that was added in error, enter in the line number in the box next to the Delete Line button. Click on the ‘Delete Line’ button after the line number is entered.

17. Complete Detailed Section of the Transaction Fee Report ILLUSTRATIVE To complete the report, you will need to enter the Transaction Fee information in the fields including totaling each row and column. The system will validate that the amounts entered are calculated correctly once you click on the ‘Add Report Detail’ button. Once all required rows have been added to the Detail Section the vendor will then click on the Continue button to proceed to the Report Submission page.

18. Complete the Summary Section of the Transaction Fee Report ILLUSTRATIVE The Summary Section of the Transaction Fee Report will default with the Bill To Contact information that was selected previously. Please note the ‘Tips for completing your PUR 3776 form’ section which provides details regarding the formatting of the amounts to be entered.

19. Complete Summary Section of the Transaction Fee Report (continued) ILLUSTRATIVE To complete the form, you will need to enter the Transaction Fee information in the fields for Rows A, B and C. All other values will be defaulted based upon the values entered in Detailed Section of the Transaction Fee Report. You may click the ‘Back’ button on the Navigation Toolbar of your browser window if additional updates need to be made to Detailed Section of the Transaction Fee Report. If you do not agree that a payment received is Transaction Fee eligible, you may dispute the Transaction Fee by submitting the Dispute Form located at http://marketplace.myflorida.com/vendor/transaction.htmto the MyFloridaMarketPlace Customer Service Desk at feeprocessing@myfloridamarketplace.com. After review of the dispute, you may be credited the disputed amount.

20. Example of Completed Transaction Fee Report ILLUSTRATIVE When completing the Transaction Fee Report, please verify the format of each entry. The amount entered should contain commas when appropriate. For example, enter in ‘4,000.00’, not ‘$4000.00’. (See row A in example above.) If the amount is zero, enter in ‘0.00’ in the field, not ‘0’. (See row B in example above.) Upon submission, the system will verify the format of each field and a message will be displayed for incorrect formats.

21. Submit Your Transaction Fee Report ILLUSTRATIVE Once you have completed the Transaction Fee Report, you may submit the report by clicking on the ‘I Agree’ button. By clicking this button, you are declaring that this is a true and accurate report of all payments received and Transaction Fees due. If you do not wish to submit the report, click on the ‘Cancel’ button.

22. View Your Transaction Fee Report Confirmation ILLUSTRATIVE Once you have submitted the Transaction Fee Report, you will receive a report confirmation number indicating that the report has been successfully submitted to the State. You may wish to write down the confirmation number for future reference.

23. Submitting Your Transaction Fee Payment

24. Submit Your Transaction Fee Payment Payments will continue to be submitted via US Mail. Make checks payable to MyFloridaMarketPlace, note the CBI number(s) in the memo field you wish to apply the payment to and indicate your Federal Employer Identification Number (FEIN) on the check. The Transaction Fee payment must be submitted 15 days after the reporting period. Vendors delinquent in paying Transaction Fees shall be excluded from conducting future business with the State. Please remit check to: MyFloridaMarketPlace PO Box 5497 Tallahassee, FL 32314-5497

25. Reviewing Submitted Transaction Fee Reports

26. Select Your Billing Contact ILLUSTRATIVE Select the appropriate Billing Contact from the drop-down list.

27. View Your CBI ILLUSTRATIVE State Term Contract and State Purchasing Agreement vendors will have a “zero” Consolidated Billing Invoice (CBI) created for them on a monthly basis. Once the vendor has submitted a Transaction Fee Report, it will then be tied to a corresponding CBI. From this page the vendor can choose to either view a CBI or submit a Transaction Fee Report.

28. Review Your Submitted Transaction Fee Report ILLUSTRATIVE You may review your previously submitted Transaction Fee Report by clicking on the ‘Report Submitted’ link from the CBI screen.

29. Review Your Submitted Transaction Fee Report (continued) ILLUSTRATIVE You may review your previously submitted Transaction Fee Report. You may not make any updates to a submitted report. If you have made an error in your submitted report, please contact the MyFloridaMarketPlace Customer Service desk at feeprocessing@myfloridamarketplace.com or by calling (866) FLA-EPRO (866-352-3776)

30. Review Your Submitted Transaction Fee Report (continued) ILLUSTRATIVE

31. Reviewing Transaction Fee Payments

32. Review Your Transaction Fee Payments ILLUSTRATIVE To confirm that your Transaction Fee payment has been received by the State, you may review the ‘Payments Received and Credits Issued’ section on the CBI. The details of the payment received or credit issued include the date received or processed, a description of the activity, and the amount of the payment or credit. As payments are received, credits applied, or debits assessed, the CBI will be updated and the status of the CBI will change from ‘OPEN’ to ‘CLOSED’ or vice versa.

33. Reviewing CBI History

34. View Your CBI History ILLUSTRATIVE You may review the history of previously submitted CBIs by clicking on the ‘View CBI History’ link from any CBI screen.

35. View Your CBI Snapshot History ILLUSTRATIVE You may review the history of previously submitted CBIs in CBI History. The summary will include the CBI number, CBI date, Transaction Fee-eligible spend, amount due, amount paid, payment received date, and status of CBI. You may review the details of each CBI by clicking on the CBI Number.

36. Additional Information

37. There are additional sources of information to help vendors use the online Transaction Fee Reporting System. • For more details and FAQs on the Transaction Fee Reporting System, vendors can access http://marketplace.myflorida.com/vendor/transaction.htm. • Vendors may also contact the MyFloridaMarketPlace Customer Service Desk with questions at (866) FLA-EPRO (866-352-3776), or via email at feeprocessing@myfloridamarketplace.com.