Maryland Courts

Messages from Tammy Sitar

February 8, 2015

System Outage
The GEARS system is now available. Thank you for your patience during this planned outage. Please be sure to let the GEARS team know via the Help Desk if you experience any issues.
 

February 4, 2015

PROCURE TO PAY:

Credit Invoice Processing – Credit invoices from vendors that you routinely order from should be entered in the system as vouchers just like other invoices, but as a negative.  The credit will be applied to your total account expenditures in your trial balance.  However, if you have requested a REFUND from the vendor for a credit invoice, then this invoice should NOT be entered into the system.  You should hold the credit invoice at your location until you receive the check and then mail the invoice and the check to DBF Revenue for processing.  Once the refund is received, a credit will be applied to your trial balance expenditures.

Submit for Approval Button – Upon a recent review of pending vouchers by DBF staff, over 30 plus vouchers were identified that were never “Submitted for Approval’ by the voucher originator.  Please ensure that you do this last step by clicking the submit for approval button when your voucher is complete.  If this is not done, the voucher is not routed to the approver, nor does it move further along to DBF for payment processing.

Travel Expense Reimbursement Forms – When a staff person attends a training, meeting or conference that is sponsored by another department in which they will cover the associated travel expenses, the expense reimbursement form needs to be mailed directly to that sponsoring department for processing in GEARS.  These departments should be distributing an expense form upon the conclusion of their event with coding cited and the mailing address.  At this time, a user can only create vouchers in GEARS that are being charged to the PCA (ex. 30001, B0200) in which they have security access.  Below are some of the most common departments offering this and corresponding names and addresses for mailing:

Department of Budget and Finance (for GEARS/MDEC training)
Administrative Office of the Courts
580 Taylor Ave., A-4
Annapolis, MD  21401

Michael Dunston (for Family Administration events)
Administrative Office of the Courts
Department of Family Administration
2009 –A Commerce Park Dr.
Annapolis, MD 21401

Sonia Holland (for FCCIP events)
Administrative Office of the Courts
Foster Care Court Improvement Program
2009 A Commerce Park Drive
Annapolis, MD 21401

Carol Braswell (for Professional Development/Judicial Institute education)
Judicial Institute
Education Division
2001 C Commerce Park Drive
Annapolis, MD 21401

Tamiko Neal (for Law Clerk orientation)
Administrative Office of the Courts
580 Taylor Ave., A-2
Annapolis, MD  21401

Eileen Bannach (for MACRO events)
MACRO
2001-C Commerce Park Drive
Annapolis, MD  21401

Jennifer Moore, Deputy Director (for OPSC events)
Office Of Problem-Solving Courts
Judiciary Annex
2001 Suite E-F Commerce Park Drive
Annapolis, Maryland 21401

Vendor Payments – We encourage all vendors to register for the State’s Online Service Center.  Once registered, they will be able to view the status of their payments and view any additional details as well.  At times, the state will withhold money from Judiciary payments to vendors based on other obligations due to the state.  This is called Liability Offset and when the state does withhold payments, the vendor(s) is notified via a letter.  Often times though this letter may go to a different person or address, than who you may communicate and work with.  Unfortunately, the Judiciary is just an intermediary in this process and we cannot do anything to assist the vendor.  They need to directly contact the state in reference to their offset/payment.  As far as the Judiciary’s records are concerned, the vendor has been paid.  The link to the Online Service Center is:  https://interactive.marylandtaxes.com/extranet/gad/GADLogin/login.asp

Viewing/Reopening an Interpreter Invoice - The Tip Sheet for this process has been modified slightly to provide more detail on reopening an interpreter invoice and the steps to make required corrections.  Please review the GEARS site for updated Tip Sheets on a regular basis.

Voucher Activity Inquiry – The ability to search for vouchers by “account” has been added to the parameters of this page.  Using this feature, vouchers can be reviewed specific to one account, i.e. 0902 or a range of accounts, i.e. 0301 to 0304.  However, please keep in mind that the system performance in timing and quantity of results are directly linked to the parameters entered.  The more specific you can be in your parameters, the more concise your search results will be and the process will run quicker.  Please remember that we have a tip sheet for this process, along with a document which provides recommended searches and suggested frequency for using this inquiry tool. 
Main Menu Screen

Voucher Search – A new search parameter has been added to the Regular Entry Find An Existing Value menu.  The new parameter is titled “Ref Doc”.  This number relates directly to the ref doc number assigned by the state during the payment processing, i.e. VYT10419, VZA10505, VRY23309, etc.  While it is a state system (FMIS) number, it can be found on the AOC MD Payment Tab of vouchers as it is imported from electronic files.  In most instances, the end user will not know this number, and more than likely will not need to use this search.  However, for those in AOC offices that work directly with the state or those in the field that are working off of state reports or notices, this search parameter will be helpful.
Voucher Search screen

As always, if you have any specific requests or issues that you would like to see addressed in these emails or with Tip Sheets, please let me know.

 

Thank you,
Tammy

Tammy Sitar, CPA
Maryland Judiciary
Deputy Director Budget and Finance
GEARS, Project Director
580 Taylor Avenue, Bldg A-4
Annapolis, MD  21401
410-260-1419
410-260-1290 Fax
tammy.sitar@mdcourts.gov