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PHASE ONE OF THE STATE'S ANNUAL SUPPLIER INACTIVATION PROCESS


With completion of the SHARE Upgrade and issuance of the 2017 IRS 1099 Miscellaneous Income Statements to effected suppliers, DFA and DoIT proceeded with phase one of the annual supplier inactivation process this evening. As you may know, the state follows an industry best practice of inactivating suppliers that have not been used during past 24 months. This is an important control as it removes suppliers no longer engaged in state business from the active database, preventing potential misuse. It also recognizes that physical addresses, banking information and tax data can change over time. Inactivation prevents errors related to outdated information. Since this process was not performed in 2017, we needed to address two years of inactivity; suppliers not used since 2014 and those not used since 2015.


We expected to inactivate 7,298 suppliers not used since December 31, 2014, however there were a number of old open documents tied to some of these supplied that prevent the process from running to completion. As a result, 156 suppliers that should have been inactivated during the process remain open. These will be addressed using an alternate approach. However, this does highlight the need for agencies to remain vigilant in closing requisitions, purchase orders and other procurement related documents when activity is complete to prevent this from happening in the future and more importantly to keep SHARE in tip top shape.

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The second phase of the inactivation process, which addresses suppliers last used in 2015, will be performed during the third quarter when we expect to inactivate 7,600 suppliers. A worksheet listing those suppliers addressed during the process is linked below.


NMS Automated Inactive Vendors Spreadsheet






MARCH CFO BULLETIN RELEASED


Read our CFO Bulletins to have the latest SHARE FIN 9.2 updates. Find a copy of the latest version here: CFO Bulletin – March 26, 2018.


To read previous CFO Bulletins, access the SHARE Collaboration Center’s Latest Publications.






OPT-OUT OF RECEIVING A PRINTED W-2


Go Green!


SHARE HCM now offers a feature to opt-out of receiving a printed W-2. If you opt-out, you can access your W-2 through Employee Self Service. A Job Aid for opting-out of statewide W-2 printing can be accessed here:


Opt-out Printed W-2






HOW TO GET SHARE 9.2 SUPPORT


Having issues in SHARE 9.2? First review the Troubleshooting Guide. Then visit the FSCM Help Desk page, and follow the instructions to submit a support ticket.






DID YOU KNOW?



DID YOU KNOW YOU CAN RESET YOUR OWN PASSWORD IN SHARE?


First, you need to setup your System Profile by logging into SHARE HCM and clicking on Change or Set Up Forgotten Password Help in the My System Profile section of your account. Then just answer one of the 15 possible system questions. Please note You’ll be asked to change your password the next time you login to HCM.


Once you’ve done that, you can click the Forgot Your Password? link on the login screen and you’ll be able to update your password without additional help.


Important Note: You must have a valid State of New Mexico email address in your HCM profile for this to work. For more detailed information on resetting your password in HCM, click HERE.