Fiscal Year End 2018-2019

The initial close of the general ledger for the month of June 2019 was completed on July 15th, 2019. This date was the deadline for departments to record all journal entries from university departments, process allocation journals for the shared services fee and record accruals for major expenses like payroll and initial accounts payable in the system. From July 16th to August 1st, the Controller’s office will continue to record additional accruals and other closing entries for financial statement purposes. On August 2nd, university departments will be able to run reports for FY2018-2019. Further information is located at FY2018-2019 Year End Memorandum. Our team counts on you to meet crucial year-end and monthly closing deadlines. We thank you for your effort and cooperation throughout the year.

Airbnb No Longer Restricted

At the direction of the Governor for the State of Florida, effective June 11, 2019 state agencies may now reimburse state employees, contract employees, and vendors working on behalf of the state for expenses incurred through the services of Airbnb while on official state business. This directive follows the removal of Airbnb from the Scrutinized Companies List by the State Board of Administration. This includes FIU employees, FIU students, and non-employees whose lodging is paid in part or in whole by FIU, regardless of funding source. This information has been removed from the Travel and Other Expenses Manual

Card Security/Card Sharing

As a reminder, each cardholder is responsible for the security of the card assigned to them. Use of the University issued Credit Card is limited to the Cardholder whose name appears on the face of the card. Under no circumstances should a card/card number be given or loaned out to another person.

Precautions should be used to maintain the confidentiality of all information relating to your card, such as the card number and expiration date. The Card/Card number should never be left in a conspicuous place, emailed or shared with anyone else, even with a trusted colleague. Cardholders identified as card sharing risk losing their card privileges.

PCI (Personal Cardholder Information) Compliance Update

The Office of the Controller would like to thank all of our Merchant Locations for their cooperation with the University’s PCI Compliance efforts. On June 26, 2019 Bank of America Merchant Services approved the University’s SAQ-D (Self-Assessment Questionnaire and Attestation of Compliance for Merchants). This was the initial filing of this annual requirement. We look forward to continue working with you all to maintain our compliance and find opportunities for improvements and efficiencies in our processes.

Timely Card Cancellation

Departments have a responsibility for timely credit card cancellation. When a card needs to be cancelled because a cardholder transferred to another department or terminated employment, the approver or Department MUST notify the Credit Card Solution Team in an email immediately, prior to the Card Cancellation Form being sent.

Departments that fail to follow the correct and timely card cancellation protocol risk losing the card privilege for their entire unit.

Accounts Payable News

Please continue to review expenses for the FY19. If a receipt was created and the expense was not recorded in 2018/2019, please forward the invoice to Liza Del Campo by Friday, July 19th. The expense will be accrued as long as the invoice is entered, and the receipt was recorded for June 30th or before.

Travel Presentation

We created a presentation to familiarize University employees with the travel provisions of Florida Statute 112.061 and the Florida International University Travel Expense Policy 1110.060. Click Here to become more familiar with the policies that govern the use of public funds entrusted to the University.

Entering Receipts in PeopleSoft

The receiving against the PO should be done as soon as the items are received or services are rendered. Please DO NOT WAIT UNTIL AN INVOICE IS RECEIVED.

The receiving date in PeopleSoft should always be the date the product was received or service rendered – not the date that the actual receiving entry is made. This is a mandatory field.

Below is an excerpt from the job aid:

The job aid can be found under the Procure to Pay header at the Controller’s Training webpage.

Should you have questions regarding this course, please call the Financial Systems and Support Services Help Desk at 7-7200 or email controller@fiu.edu.

If you have completed the receiving entry for an order or an invoice and continue to receive an e-mail requesting a receiving transaction, please contact Accounts Payable at 7-2161 to clear the match exception. Please do not resend the invoice to invoices@fiu.edu.