Monthly Closing Deadlines

The July 2026 period in the general ledger has closed.  The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.

FY 26-27 University Travel Restrictions

Effective immediately, all University travel—regardless of funding source—must be limited to mission-critical activities due to current budget constraints. These requirements apply to E&G, auxiliary, Foundation, and sponsored funds. Travel required by the terms of a sponsored award remains permitted.

Mission-critical travel is travel requiring physical presence that directly supports instruction, research, public service, or a legal, contractual, accreditation, sponsor, or governance obligation. Examples include:

• Required research, fieldwork, and peer-reviewed presentations
• Grant- or contract-required travel
• Study-abroad programs and required academic placements
• Accreditation, legal, and contractual obligations
• Student academic competitions and NCAA team travel
• Donor cultivation and revenue-generating activities
• Required government and governance meetings

Virtual participation is the default for meetings, conferences, training, and professional development whenever it can reasonably accomplish the purpose. Travel generally should not be approved for administrative meetings, conferences without a presenting or leadership role, or training available online.

Supervisors must apply these requirements to all travel not yet booked and reassess previously planned travel that has not been arranged. Existing University travel policies and per-diem limits remain in effect. Please reference the full memorandum for additional guidance and details from David Snider, Senior Vice President and Chief Financial Officer.

Requirements for International Transaction Fee

• Effective August 10, 2026, all international transaction fees must be recorded using GL Account 772141 and the new Foreign Transaction Fee expense type, regardless of whether the related expense was prepaid or paid out of pocket. The underlying prepaid PCard expense will continue to use GL Account 311098.

International transaction fees may be reported using either of the following methods:

• Combine all fees into a single expense line as a lump-sum amount; or
• Allocate each fee to its related expense and specify the fee amount in the expense description.

Either method is acceptable, provided the fees are clearly documented and supported by an attached bank statement. Please ensure that each international transaction fee is clearly identified and properly documented for review by the Controller’s Travel Office.

Domestic Travel Authorization Requirements

Effective September 1, 2026, all DOMESTIC travel on behalf of Florida International University must have a fully approved Travel Authorization (TA) before the traveler incurs any expenses or begins the trip.

A fully approved TA serves as the traveler’s official authorization to travel and incur expenses on behalf of FIU. Travel expenses may not be paid using personal funds, a University Procurement Card, or any other University payment method before the TA receives all required approvals.

If a traveler begins a trip without a fully approved TA, the trip will be considered unauthorized, and the traveler will be responsible for all expenses incurred. This may result in:

• Non-reimbursement of expenses paid with personal funds
• Repayment of expenses paid using University funds

The pre-departure approval requirement also applies to international travel, including grant-funded international travel. Grant funds will not be disbursed for travel that was not fully approved before departure.

Please plan accordingly and allow sufficient time for the TA to complete the required approval process before making travel arrangements or incurring expenses.

Travel Authorization Compliance Requirements

An approved Travel Authorization (TA) is required before a traveler may incur expenses or travel on behalf of Florida International University. Without prior approval, travel expenses may not be paid by the University, charged to a University PCard, or paid by the traveler for reimbursement. This requirement applies to FIU employees, students, and all others traveling on the University’s behalf.

To ensure compliance, the TA must include:

• All known or reasonably estimated travel expenses
• A clear and detailed business purpose
• Accurate trip start and end dates
• All business destination(s)
• The estimated total cost of the trip

A separate TA is required for each travel period. The only general exception is vicinity travel. However, an approved TA is required for attendance at a conference or convention within the vicinity, in accordance with Florida Statutes.

All required approvals must be obtained before travel occurs or expenses are incurred.

Virtual, Webinars, and Online Events

• A Travel Authorization will not be required for attending virtual or online events, including webinars, since no actual travel is expected to occur. In rare instances where mileage may be claimed by the employee for attending a virtual event, i.e., the event is set up as a group participation in a specified location that the employee will be driving to, then a TA will be required.
• Pro-Card payments: When reconciling the Pro-Card expense for the registration fees for a virtual/on-line event, use GL Account 711205 – Registration Fees–Virtual. An Expense Report is not required.
• Employee reimbursements: All registrations for Virtual conferences/seminars/webinars must be approved by Supervisors and any additional department administrators as applicable. Once approval is obtained, if an employee pays the registration fee with personal funds and requests reimbursement, create an Expense Report without a Travel Authorization. Select “Virtual/Webinar” as the business purpose and charge the expense to GL Account 711205 – Registration Fees–Virtual.

Travel to Multiple Locations

Users may create Travel Authorizations (TAs) that include multiple domestic destinations when a trip involves multiple stops within the United States. Additionally, if a traveler includes both domestic and international destinations within the same TA, the system will automatically classify the entire trip as international travel. This enhancement supports travelers with multi-location itineraries while ensuring proper classification for any travel that includes international segments.

Important: All Travel Authorizations must accurately list every destination, including all cities and countries associated with the trip, to ensure compliance and proper routing.

Timely PCard Cancellations Are Critical

Per the Departmental Card Guidelines & Procedures Manual, departments must follow the proper card cancellation process. Departments must promptly notify the Credit Card Solutions Team (CCST) whenever a cardholder’s employment status changes.

To prevent audit findings, the Office of the Controller requires the following:

Key Steps:

1. Notify CCST immediately when a cardholder resigns, transfers, separates, retires, or changes duties.
2. Notify CCST before submitting the CSS08 Card Cancellation form.
3. Wait for CCST confirmation that the card is cancelled.
4. Submit the completed CSS08 form only after confirmation.

Why It Matters

1. Timely notification reduces liability and prevents unauthorized purchases.
2. Failure to follow proper and timely card cancellation steps can result in loss of PCard privileges for your entire department.

Action Required

Review Section 2.10 of the Manual and verify your team follows these steps every time.

Your efforts help safeguard University assets and ensure compliance. For questions, email ccsteam@fiu.edu.

Participant Payments

The Office of the Controller implemented an electronic process for requesting participant payments. The new participant payment forms (application, replenishment, closure, and transfer of custodianship) will route to the appropriate approval groups in PeopleSoft Financials. This applies to all new research-related participant payment requests (cash and cash equivalents-gift cards) for both sponsored and non-sponsored research with an approved IRB.

Please find the links below to the Standard Operating Procedure (SOP) and User Manual for your review and reference.

• Participant Payment Fund SOP
• Participant Payment Fund User Manual

If you have any questions or would like to schedule a departmental training for your faculty and staff, please contact the team via email at cashrequests@fiu.edu.

Annual Back-to-School Sales Tax Holiday

Consumers can purchase qualifying back-to-school supplies exempt from tax during the 2026 Back-to-School Sales Tax Holiday. The sales tax holiday begins on July 20, 2026, and extends through August 20, 2026. Click on the following link for more information.

Payments to Foreign Publishers

Payments to foreign publishers for publication and advertising fees no longer need a signed agreement for payment as long as the services are being provided outside the United States. These services are now included as allowable unencumbered payments and only require the following for payment processing:

• Vendor’s invoice
• Completed Non-U.S. Supplier Statement Form (box 6 selected)
• Completed Foreign Service Performance Certification form

Additionally, the electronic unencumbered form in PeopleSoft Financials is available for these payments as long as the vendor is categorized as a Foreign Company. If you have any questions about the new process, please contact FIU’s Tax Compliance Department via email at tax@fiu.du.

Sales Tax exemption on dues, membership fees, and admission charges collected by FIU

The Florida Department of Revenue has confirmed that under the provisions of §212.04(2)(a)2., F.S., and Rule 12A-1.005(2)(f), F.A.C., all dues, membership fees and admission ticket charges collected by FIU are exempt from Florida sales and use tax. Going forward, Florida International University (FIU) will no longer need to collect and remit sales tax from external customers for dues, membership fees, and admission ticket charges.

If you have any questions about this item, please contact FIU’s Tax Compliance Department via email at Tax@fiu.edu

Cash Controls Policy Compliance

The Cash Controls Policy 1110.010 establishes requirements for departments handling cash outside designated University Cashiering locations.

Key Points

• Required Authorization: Departments collecting more than $1,000 per fiscal year must apply to become an authorized Cash Collection Point (CCP).
• Expanded Background Check: Mandatory for all employees in the process.
• Three-way Segregation of Duties: Required for all departments – no exceptions.

Action Required

Please review the following for guidance:

• Cash Controls Policy 1110.010
• CCP Standard Operating Procedures
• CCP Training in FIU Develop

The Quality Assurance Services (QAS) team will contact departments as needed to initiate the CCP application process.

Your efforts help safeguard University assets and ensure compliance. For questions, email QAS@fiu.edu.

Safeguarding Attractive Property

Departments are responsible for protecting Attractive Property—items under $5,000 that are portable, unsecured, and often contain new technology or can be adapted for personal use.

To prevent audit findings, the Office of the Controller requires departments to:

• Identify and assess risk for Attractive Property
• Record and track these items

We also recommend an annual inventory to maintain accountability.

Please review the resources below as you implement or update your tracking process:

• Property Control #1130.010
• Property Control Manual
• Attractive Property Tracking Template

Your efforts help safeguard University assets and ensure compliance. For questions, email property@fiu.edu.