Monthly Closing Calendars

The July 2020 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.

COVID-19 Updates

Communication for Suppliers

At FIU, we value the health and safety of our students, faculty, staff, visitors, and campus partners. Most of the FIU faculty and staff are working remotely so if you must visit the campus, please be sure you have an appointment.

If there is a specific need that requires you to come to campus, please contact Procurement Services prior to any visit. We are encouraging “virtual” meetings (Zoom, GoToMeeting, etc.) or teleconferences in the coming weeks. We appreciate your continued support of the University.

If suppliers are required to work on campus, the following guidelines must be followed:

All suppliers that are providing services considered critical or essential, must fully comply with the State of Florida Office of the Governor Executive Order 20-91. In addition, contracted resources are required to follow CDC COVID-19 screening guidance as defined on the CDC website.

COVID-19 Supplies and Shopping Guide

The Facilities Management Department (FMD) will be providing each employee with two (2) reusable masks,a bottle of hand sanitizer, a spray bottle with disinfectant, and disposable towels. The distribution of these supplies is currently underway. Please coordinate with FMD. If you need to purchase additional Personal Protective Equipment (PPE) or cleaning supplies, please review the Shopping Guide located on the Office of the Controller website.

Shopper Role for myFIUmarket

Do you want to shop myFIUmarket catalogs but let someone else finish the requisition process? It has always been possible to shop for items and add them to your shopping cart. Once you have finished shopping, you can assign your myFIUmarket carts to a requester for further processing via a requisition. Please refer to our instructional guide.

Communication Methods for Total Contract Manager (TCM)

TCM has several communication methods that are tailored for specific situations. Contract Managers are encouraged to review and use the various communication methods as they will add value and increase the efficiency of their contracting process. The various step-by-step user guide, as well as the document comparing each method, can be found here under the “Manuals” section. We will also be sending out an email communication to all Contract Managers via our newly created listserv about these tools.

Coming Up: Mandatory Retraining of All Card Program Participants

As part of our program’s audit corrective actions, all card program participants (Cardholders, Approvers, and Reconcilers) are required to complete a periodic retraining of program processes and procedures. For your convenience, we have developed an online Canvas “self-training” experience to meet this essential audit requirement. All participants must also pass a brief assessment with a minimum of 80% accuracy. For those participants that have both a Departmental Card and a T&E Card, you must complete both courses. In the coming weeks, you should receive an email containing additional information on how to access and complete your refresher training, including important deadlines.

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 July 31, 2020) loaded into PantherSoft on August 3, 2020 and must be completely processed by the end of the business day on August 14, 2020.

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 temporarily suspended until they complete a retraining session.

Credit Card Reconciliation Reminder

During the reconciliation process, if a purchase was COVID-19 specific, please remember to enter: “COVID-19 specific purchase” in the long description field. If you are unsure if the purchase qualifies as COVID-19 specific, please consult your budget manager.