Newsletter 2020-2021 Volume 10
Monthly Closing Calendars
The March 2021 period in the general ledger has closed. When running your reports, please keep in mind that the reporting environment has a 24-hour delay in displaying data. The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.
Change in Banking Partner
If your department currently receives any electronic payments from individuals or external entities in the form of ACH/EFT or Wires, please contact our Cash Management Department for the updated ACH/EFT and/or Wire instructions with the new JPM Chase banking information. This information must be provided to those individuals or external entities, so these payments are properly routed to the appropriate JP Morgan Chase bank account.
Any questions or concerns related to this transition please contact Jose Zubimendi, Assistant Controller Accounting and Reporting Services.
Supplier Change Request
Florida International University (FIU) has now deployed the Peoplesoft Financial Supplier Change Request (SCR) solution, which will allow suppliers to update their own information such as banking, email, mailing addresses, and contact persons. Additionally, FIU will stop mailing payment advices on March 31, 2021. Payment advices will be emailed to the email on file starting April 1, 2021. Suppliers who have access to SCR should verify and/or update the email address we have on file. Suppliers who do not have a username will need to contact firstname.lastname@example.org so we can provide them with next steps.
New International Travel Requirements
As of April 10, 2021, FIU requires that all international travelers complete a 5-question pre-departure Export Controls questionnaire, which can be accessed from the “Summary and Submit” page and must be completed by the traveler prior to supervisor approval. For questions, please contact Gitta Montoto.
Creating Travel/Expense Documents for FIU Students
A new process has been implemented in the Peoplesoft Financial System to create travel/expense documents for FIU students. This process replaces the Student Travel form and expedites the ability to become a proxy for FIU students. Click here to view the instructions. Questions should be directed to the Financial System & Support Group (FSSS) at (305) 348-7200.
Reminders & Deadlines
Help us to expedite approving Travel Authorizations, Cash Advances, and Expense Reports. Documents that have not been completely finalized and are older than 90 days will be cancelled or deleted by the Travel Department. A list of pending documents is located here. Information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports can be found here.
Departmental Card Deadline
As a reminder, departmental card billing transactions regularly load the first business day of the month; program participants will have 10 days to process this activity in its entirety. This month’s billing statement (dated March 31, 2021) loaded into PantherSoft on April 1, 2021 and must be completely processed by the end of the business day on April 12, 2021.
Any charges not processed by the closing deadline will be automatically charged to the cardholder’s default accounting on file and will not be eligible for a transfer. Cardholders with three unjustified non-approvals in the same fiscal year will have their card suspended until they complete a retraining session.
Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits suspended until they complete a retraining session.
Avis Budget Group Auto Rental
The State of Florida Department of Management Services has executed a new contract with Avis Budget Group, Inc. for rental vehicles. This contract is effective as of September 30, 2020. FIU will use this contract for all individuals that travel on behalf of the University. The rental class is restricted to a compact (Class B) vehicle unless traveling with multiple FIU travelers. Please review the Florida Department of Management Services Rental Vehicle Pricing.
To make reservations for Avis or Budget visit The Department of Management Services web page. Click on “Business Travel” and then below Florida Entity, select “Colleges and Universities” and, under Division; select “Florida International University”. The corporate discount numbers will automatically populate. Travelers are strongly encouraged to use only airport locations for trips involving air travel.
If you choose not to use the Reservation Portal and instead access the Avis website or Budget website, the toll free line, or apps, please make sure to add FIU’s Business use AWD # B133407 or Budget’s Business use code T417711. For all leisure travel, FIU Departments must use Avis AWD# S954700 and Budget BCD# T118900.
To make 3rd party arrangements on behalf of an individual traveling with a PCard for the University, the Cardholder will be required to establish a “Billing ID,” to do so, Cardholders will:
- Obtain a wizard number, complete the Avis billing agreement form and the Budget billing agreement form.
- Submit form(s) via email to email@example.com.
- Be contacted by an Avis/Budget representative will contact you to complete the process and establish an individual billing account. NOTE: This Billing ID must be kept secure and not shared with others.