David Thomas, Inspector General

Cyndi Carrasco, Ethics Director

Financial Disclosure Forms for 2010

February 1, 2011 – date that forms will be due to the Inspector General

September 30, 2010 – the last date to review and make changes to your agency buyers. Financials query: SOI_Active_Agency_Buyers. A new report will be run on October 1, 2010 and will be submitted to the Inspector General’s office for the emails to be sent. If you find that you have people listed that should not be there, then submit a GMIS issue with the Business unit, the person’s name and userid to have his/her access removed.

The Inspector General’s office has developed an on-line training tool “Your Complete Guide to Financial Disclosure Forms” which will be posted on their website soon.

A couple of highlights:

The requirement to file the forms is driven by IC 4-2-6-8 (a)(6)

You have final purchasing authority if you

 Hold a Procurement (P) Card

 Hold a Travel (T) Card

 Are a head procurement agent and/or have PeopleSoft access as a buyer. Can sign or issue purchase orders even if they don’t.

 If you are a Special Disbursing Officer (SDO)

Your financial disclosure forms are NOT posted on a website; although, they are public records. Only State Officers (elected officials) are posted on the Inspector General’s website.

You have 60 days to file a Financial Disclosure form when entering a covered position.

When leaving a covered position you have 30 days to file a form covering the period since the last form was filed. The agency should have the person’s PeopleSoft access removed as well.

Questions & Answers:

1) Will a courtesy email still be sent out to those who need to submit forms? Yes.

2) Why do T card holders have to submit them when people who pay with personal cards and seek reimbursement do not? The T card holder has final purchasing authority. The legislature would have to make a change to allow the exemption for T card holders not to file. 3) If an employee leaves, then how can the agency be sure the employee filed? The IG’s office can see if they filed.

4) If someone’s card is in a suspended state, do they have to file a form? Yes.

Fred VanDorp, Auditor of State

Assets

Every single line on every single requisition/purchase order can be staged as an asset. Your agency requisitioners and buyers must be diligent in checking for and removing or adding the Business Unit and Asset Profile on each line.

A partial list of the SOIPO_Asset_Flagged_Pos will be ran and emailed to the head procurement agents through the month of August. After August 31, Fred will meet with the State Budget Agency about those agencies who are not getting the clean-up work done. You can make corrections to those that say “PO Not Received and PO Partially Received” and they will fall off the report. The most recent purchase orders should be at the top of the report.

Questions & Answers

1) When we remove the asset information from the lines, do they really drop off the report? Yes, they absolutely should.

2) We have multiple line assets (like vehicles with options) should all the lines have asset information? Yes, have the receiver enter tag information on all lines (add sequential letters to the end of the same tag number) and it can be merged into one asset on the AM side.

3) If the PO line says fully received, does it do any good to make the correction on the purchase order? No, it will have to be corrected through AM.

The asset information on a requisition can be adjusted until a purchase order is created.

The asset information on a po that has been dispatched can be adjusted until a receipt is created.

The receiver is the last line of defense in getting assets corrected, so work closely with your Receivers.

Questions & Answers

4) Can a requisition query be created that works the same as the PO query? Yes, but most requisitions don’t last long after they are approved and valid.

5) Can a modification be done so that the requisition approver sees the asset information? A request has been submitted to that effect, but it probably won’t happen any time soon. 6) Can UNSPSC codes in PeopleSoft be matched up to UNSPSC.org? They are updated monthly and there is no way for us to keep current. We can add them individually as requested – send an email to Myra Wilson including the account number you believe it should be mapped to.

7) What about computers that we are getting through the IOT refresh? If they have 067 asset tags, then they belong to IOT and are tracked through them.

Leases

Route all packets to Fred in AOS.

If you answer “Yes” to is this a lease on the purchase order, then you need to submit the paperwork to Fred.

What is the packet? The Lease Guide for ePro Users (Effective 7/1/10) is posted on the IDOA website at http://www.in.gov/idoa/2342.htm. If you don’t have an EDS, then send a copy of the purchase order.