Monthly Closing Calendars

The November 2021 period in the general ledger has closed. The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.

Name Changes to Activity Numbers

In the past, name changes to activity numbers were rarely approved, however, the Controller’s Office has re-evaluated our position on name changes for activity numbers and will now approve name changes for many requests.  The process remains the same, enter the desired change on an electronic Activity Number & Department Maintenance Request eForm which will be sent for approval electronically.  Changes in Universal Speedtypes can only be processed the Friday through Wednesday of a payroll week to avoid issues with payroll processing.

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.

UPS Contract for Courier Services

State of Florida Contract 78102200-17-ACS for UPS Courier Services expired on November 27, 2021. The State is in the process of renegotiating the contract. FIU has to pay the published rates until the contract is renewed with the new negotiated rates. As a result, FIU switched to E&I Contract CNR01461 for Express Package & Delivery Related Service. The new rates will be effective on or before December 6, 2021. Once the State has finalized negotiations with UPS, we will determine if FIU switches back to the State of Florida Contract or remains piggybacking off of the E&I contract based on what is in FIU’s best interest.

To get access to the FIU-UPS CampusShip web site to begin shipping with UPS, please contact your local UPS Account Manager, Judith Gonzalez, at judithgonzalez@ups.com or (800.550.4184 x114-2134).

If you already have your UPS CampusShip login ID, you go directly to the following web link to ship, track your shipments, and order shipping supplies.

Journal Workflow Project

The Controller’s Office has been working on a journal workflow project to replace the manual process associated with ID Transfers and ORED’s Cost Transfer – Transfer of Non-Payroll Charges form.  You can view the following webinar for additional information on this initiative as well as to understand the required trainings to be able to participate in this new process Introductory Webinar

Login to FIU Develop https://develop.fiu.edu to register for the next ID Transfer Journals session if you have not already attended this training.

For additional information you can review the training manual located at ID Transfer Journal Guide  If you have any questions please email idtransfers@fiu.edu

Please note that this functionality went live on December 1^st so if you have completed the required trainings and have received the requisite access, you should begin using this process instead of the paper forms.

Airfare Comparison

Airfare comparisons are needed for the following:

• If the traveler chooses to drive long distance rather than fly for personal reasons, comparable airfare quotes must be obtained before the travel occurs and provided as part of the receipt package. The lesser of the two amounts will be reimbursed.
• If flying a different route for personal reasons, advance airfare quotes showing round-trip to and from the business event must be included in the receipt package for comparison purposes. The lesser of the two amounts will be reimbursed to the traveler.

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 when completing the during reconciliation:

1. Click on the white comment bubble icon, located on the Reconcile Statement Transaction Tab.
2. Click the Attach button located directly under the comments box under Associated Document.
3. Click on the Browse button to select the scanned file for attachment.
4. When the document is selected, click open and attach, to complete the load process.
5. When successfully attached, the scanned file name will appear under Attachment in the Associated Document box. Click the View button to review.
6. 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).

Credit Cancellation Process

Departments have a responsibility for timely card cancellation. When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver or Department MUST notify the 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.

Mileage

The traveler must substantiate the mileage reimbursement using a mapping website such as MAPQUEST or the State of Florida Department of Transportation (DOT). The mapping website must include the beginning and ending addresses of the trip. Reimbursement for mileage must be submitted at least quarterly. Vicinity mileage, parking, and tolls will not be reimbursed if the date(s) claimed are over ninety (90) days per occurrence.

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.