Newsletter 2021-2022 Volume 10
- Monthly Closing Deadlines
- Year End Close Process Workshop
- Deactivation and Chart Field Change Requests
- Higher Education Emergency Relief Fund (HEERF) Processes
- Closing Bank of America Concentration Account
- Invoice Verification
- IT Software
- Procurement Training Materials
- Travel Training
- Important Reminder: Name Changes to Activity Numbers
- Credit Card Reconciliation: Supporting Documentation
- Card Security: Card Sharing
- Reminders and Deadlines
Monthly Closing Deadlines
Year End Close Process Workshop
Deactivation and Chart Field Change Requests
Higher Education Emergency Relief Fund (HEERF) Processes
Closing Bank of America Concentration Account
Please keep in mind that an invoice is paid only if the details on the invoice match the supporting documents. Periodic invoice reviews are strongly encouraged based at the level and breadth determined to be appropriate by the Contract Manager. Invoice reviews provide assurance that paid invoices include adequate rationale and support documentation for proper payment to occur.
Prior to making payments to suppliers, the items below should be in alignment with the Contract/Purchase Order:
- Products or services to be performed
- Cost/Price of applicable work requirements and deliverables
- Payment provisions/terms (in-full, partial, performance, or progress)
- Dates should be cross referenced
Please contact Procurement Services if you have any questions.
The Office of General Counsel (OGC) states that OGC is to review, revise, and approve all purchasing contracts, as to form and legal sufficiency, if valued at an amount greater than $75,000 or for IT software. Procurement Services and OGC manages the contract process utilizing Total Contract Manager (TCM). OGC will review the contract regardless of the dollar amount for IT Software licenses and the contract should include the supplemental addenda for software license which is located at https://generalcounsel.fiu.edu/wp-content/uploads/sites/26/2021/01/Software-License.pdf.
When encountering new computer applications, software, or other services (even “free” ones) available online, you may be required to click a button that says “yes” or “I agree” as to certain terms and conditions in order to use the application. These are “click-through” agreements. One may even receive this request to click-through when upgrading to the latest version of an existing application.
Click-through agreements have become so common it’s easy to forget that they are legal contracts. Since FIU is a public entity of the State of Florida, the University is precluded from agreeing to certain terms and conditions. Unfortunately, it’s common that standard click through agreements contain language and terms that are not allowed by state law. This document provides guidance on questions about how and when it is acceptable to agree to click-through terms. If the purchase has a “click-through” mechanism for terms and conditions, please follow the instructions located at https://controller.fiu.edu/wp-content/uploads/sites/24/2021/05/Click-ThroughSOP.pdf.
As required by OGC, as Procurement staff is processing all PO’s related to IT agreements, (including annual maintenance, renewals etc.) if an issue is noted with the initial contract, i.e. it is expired or is missing documents, the PO will not be processed and the department will receive an email advising that new contract/documents will be needed in TCM so the PO can be processed. Procurement Services is also meeting with OGC, Division of IT (DoIT) and the Office of Research and Economic Development (ORED) to discuss the best way to handle software renewals and enterprise-wide software agreements. DOIT has policies on Application Software Resources located at https://policies.fiu.edu/files/556.pdf and has a list of software for FIU owned computers
Procurement Training Manuals
We are constantly working on updating and upgrading our training materials and will keep you informed.
Included below are the links to the Procurement training platform and can be found on the Office of the Controller website by clicking on Resources -> Policies and Procedures -> Procurement Contract Guides:
The below items can be found on the Office of the General Counsel website.
FIU Travel training can be found on the FIU Develop website at https://develop.fiu.edu/?query=travel. We encourage you to register for any training and obtain the benefits.
Important Reminder: Name Changes to Activity Numbers
Please be aware that you will lose the ability to lookup the activity number by name when a name is changed, and any issues caused by changing names will need to be resolved by the Finance Manager in an area. In addition, if names are changed several times, it may be difficult to track the transactions unless the Speedtype is used. Keep in mind it is possible to effective date activity numbers, so when viewing the activity number in PantherSoft online you can include history to see previous names. However, it is not possible to put this on most reports and queries, therefore, it may be difficult to track the changes.
Name changes that will not be approved include:
- A name change when two or more activity numbers are combining. For example, if an activity named “Controller Business” and another activity number named “Controller Finance” wanted to combine to “Controller Business and Finance”.
- A name change when one activity number is being split into two or more activity numbers. For example, if an activity number was previously named “Controller Business and Finance” and the desire is to separate to an activity number for “Controller Business” and another activity number for “Controller Finance”.
- In both of the examples above, new activity requests should be submitted and when the new activity number is established, the old activity number should be deactivated.
HR currently allows name changes for departments. The change in policy for activity numbers is an exception to the normal procedures in the Controller’s Office. Name changes will not be permitted on any Chartfields other than department and activity number.
Credit Card Reconciliation: Supporting Documentation
- Print samples
- Attendance Sheets
Card Security: Card Sharing
Any Cardholder sharing their Card information or allowing another individual to use their Card for purchases may have their card privileges revoked.
Reminders & Deadlines
Departmental Card Deadline
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 expense transfer. Additionally, cardholders with three unjustified non-approvals in the same fiscal year may have their card limits temporarily suspended until they complete a retraining session.