Newsletter 2020-2021 Volume 6

News

Monthly Closing Calendars

The November 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.

ITN-2019-00020 Application Support Specialist III: Instructions for Preparing and Submitting and Addendum to the Master Agreement

FIU has Master Agreements with the suppliers listed below and may utilize these suppliers for services, as outlined in the Master Agreements, by completing an Addendum to that Master Agreement. Below is the step-by-step contracting process, the list of services covered, and the link to the price sheet and addendum template for each contracted supplier.

  1. University department sends a request for quote to include a detailed scope of work, anticipated timelines, and any other relevant information to any or all suppliers via email. Once the quotes are received the university department is responsible for negotiating terms for the project and selecting the supplier to award the assignment.
  2. Once the university department has selected a supplier the following is required:
    • University department must enter a Requisition in PantherSoft Financials to secure funding for the services requested. The requisition must contain a header comment stating an addendum to the master agreement is being processed in TCM. Include the PUR# after completing steps b-e.
    • In parallel, the University department must complete the corresponding Addendum for the supplier that will complete the assignment. The completed addendum draft along with the quote provided by the supplier must be entered into Total Contract Manager (TCM) by the department’s TCM Contract Manager. No changes to the terms and conditions of the Master Agreements can be made in the Addendum.
    • The Contract Manager will follow the instructions contained in the TCM Manual, which includes typing the system-generated PUR# within the top, right-hand corner of the addendum.
    • The Contract Manager will need to link the Addendum to the corresponding Master Agreement using the Parent Contract functionality. The instructions can be found here.
    • The Contract Manager completes the contract setup and submits the addendum into approval workflow.
    • Once the addendum is fully approved, the Contract Manager will need to launch the eSignature application – DocuSign.
  3. Upon receiving the system-generated notification the contract is fully executed and the Contract Manager must notify the buyer for the purchase order to be issued.
  4. Procurement Services will provide the supplier with a Purchase Order referencing the PUR#. A copy of the fully executed addendum is automatically sent to the supplier’s signatory. The Contract Manager will have access to the signed addendum in TCM.
  5. The University department is responsible for the management of pertinent Addendum and the project outlined therein, including but not limited to: ensuring that the deadlines outlined in that certain Addendum are met, the deliverables are received in accordance with the requirements of the Addendum and meet the University department’s needs and standards. Should the scope of the initial project change or expand, or the term for that project needs to be extended, or there is any other material change of the initial terms outlined in the Addendum, the University department shall, in a timely manner, execute an appropriate Amendment to the Addendum and have it processed in TCM, following the instructions contained in the TCM Manual.

Master Agreements

22nd Century Technologies, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

The Business and Technology Resource Group, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Business Information Technology Solutions.com (dba ABT Solutions).

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Ciber Global, LLC.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Cogent Infotech Corporation.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

CherryRoad Technologies, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Computer Aid, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

ERP Analysts, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

GlobalSource, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

GNC Consulting, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Huron Consulting Services, LLC.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Kforce, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Modis, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Revolution Technologies, LLC.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Robert Joseph Consulting Services, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Signature Consultants.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Sierra-Cedar, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Software Resources, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

TransAmerica Training Management, Inc.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

nProdigy, LLC.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Rational7, LLC.

Consulting Service for Specialized Administrative areas; PeopleSoft / Oracle Technology/ PeopleSoft / Oracle Finance, 3rd party Integrations / Learning Management System / Salesforce / Jaggaer / Hyland (ImageNow) / Project Management.

Price Sheet          Addendum

Suppliers will be providing functional and technical, Application Support Specialist Positions in one or more of the following Specialized Administrative Areas:

  • Oracle PeopleSoft Technology
    • Campus Solutions
    • Human Capital Management
    • Enterprise Portal/Interaction Hub
    • Financials and Grants
    • PeopleSoft System Administration
  • Oracle or SQL Server Database Management
  • Oracle Business Intelligence development and administration
  • 3rd party Integration, Web and Application development
  • Learning Management System development and administration
  • Salesforce development and administration
  • Jaggaer integration development
  • Hyland/ImageNow development and administration
  • Project Management

Credit Card Reconciliation: Attaching Documentation

Scanning of receipts and backup supporting documentation is mandatory. A scanned receipt and supporting backup documentation (flyers, attendance sheets, etc.) must be attached to each transaction line. While all charges must still be approved within 10 business days, Approvers will have through the end of the calendar month to complete attaching all documentation. To add supporting documentation while completing the reconciliation process:

  • Click on the white comment bubble icon, located on the Reconcile Statement Transaction Tab.
  • Click the Attach button located directly under the comments box under Associated Document.
  • Click on the Browse button to select the scanned file for attachment.
  • When the document is selected, click open and attach, to complete the load process.
  • When successfully attached, the scanned file name will appear under Attachment in the Associated Document box. Click the View button to review.
  • If you need to attach multiple scanned documents for a single transaction line, click the + button located next to the status field. Proceed with clicking on the Attach button, as notated in step #2 and continue the process (see sample below).

Limiting Allowable Hotel Expenses Continues for FY2021

We have received the following guidance from the Office of the General Counsel:

Section 104. In order to implement appropriations in the 2020-2021 General Appropriations Act for state employee travel and notwithstanding s. 112.061, Florida Statutes, costs for lodging associated with a meeting, conference, or convention organized or sponsored in whole or in part by a state agency or the judicial branch may not exceed $175 per day. An employee may expend his or her own funds for any lodging expenses in excess of $175 per day. This section expires July 1, 2021.

As of August 1, 2020, the cost for lodging for FIU employees associated with a meeting, conference, or convention organized or sponsored in whole or in part by FIU may not exceed $175.00 per day if paid with state funding (E & G). Amounts over $175.00 must be paid with personal funds. It does not apply to lodging for a meeting, conference, or convention organized or sponsored by other entities, including other state agencies.

Departments must ensure the requirements of this law are met when establishing lodging for FIU employees attending FIU sponsored events.

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.

The FIU Avis Worldwide Discount (AWD) number for making reservations is B-133407 and the FIU Budget Corporate Discount (BCD) number is T-417711. Please review the User Reference Guide for rental vehicles by Avis Budget Group.

Note: Budget Corporate Discount (BCD) number changed to T-417711. This number is unique for FIU use only.

Customers may make reservations and rent vehicles from any location for either brand; use the Avis Website and Budget Website to determine the most convenient location for either brand. Customers are strongly encouraged to only use airport locations for trips involving air travel.

Card Cancellation Process

Departments have a responsibility for timely card cancellation. When a card needs to be canceled due to a cardholder transferring to another department or termination of employment, the approver or Department MUST notify the Credit Card Services (CCS) Team in an email immediately, prior to any Card Cancellation Form being sent.

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

Reminders & Deadlines

Travel

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 November 30, 2020) loaded into PantherSoft on December 1, 2021 and must be completely processed by the end of the business day on December 14, 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.