Monthly Closing Deadlines

The December 2024 period in the general ledger has closed.  The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.

Don’t Miss Our Enhanced Travel and Expense Training!

We’re excited to announce our Enhanced Travel and Expense Training, now in a more hands-on, interactive workshop format!

Training Overview

Our Travel and Expense Training is now divided into two sessions: Before Trip and After Trip. Enrollment is open, with session dates available in January, February, and March. Participants can register for both sessions sequentially or choose to attend just one session—either Before Trip or After Trip. Detailed registration instructions will be available in the FIU Develop course, linked here.

Why It Matters?

This training is a great opportunity for your team to deepen their understanding of the travel system and streamline processes. By attending, your team will:

• Gain hands-on experience to master the travel system
• Stay up to date on state and federal travel regulations
• Save time and reduce errors by improving processes

These sessions offer a valuable resource for making your department’s operations more efficient and helping your team perform their roles smoothly.

Who Should Attend?

This training is designed for travelers and proxies—those entering transactions on behalf of travelers—and for approvers and administrators involved in travel-related activities.

Existing employees can attend either the Before Trip or After Trip session, or both, based on their needs. New employees are strongly encouraged to take both sessions sequentially to gain a comprehensive understanding of the travel process.

Even if your team has attended previous sessions, this revamped program offers a deeper dive into real-world scenarios and more practical, interactive content based on direct feedback from users like you.

Register Now

Encourage eligible participants to register through FIU Develop by clicking here, or (if previously enrolled) find the course on their FIU Develop Student Dashboard. Sessions are now available in January, February, and March, and will be offered in person on a monthly basis.

Don’t miss this opportunity to bring your team up to speed!

For any questions, feel free to contact a Financial System and Support Services Help Desk or Trainer at (305) 348-7200 or email controller@fiu.edu.

Credit Card Reconciliation: Supporting Documentation

As a reminder, when reconciling Pcard transactions, scanning and attaching receipts and supporting documentation is mandatory. While all charges must still be approved within 10 business days, Approvers will have thru the end of the calendar month to complete attaching all documentation.

Examples of supporting documentation include:

• Flyers
• Print samples
• Agendas
• Quotes
• Attendance Sheets

If you have any questions, please reach out to the Credit Card Solutions Team.

Looking for the Payor Name on a check?

In PantherSoft Financials, we’ve created a view that captures key details for Departmental & Non-Sponsored Deposits, including:

• Payor Name
• Check Number
• Check Date
• Check Amount

The view helps you quickly identify check payments from specific payors. 

The data is available to all users who have access to the Production or Reporting environments via the FIU_FSSS_CHECK_DEPOSIT_DETAIL query.

For assistance with running queries, please refer to the query training manual linked here or call the Financial Systems and Support Services Help Desk at (305) 348-7200.

Rail Transportation

Travel by rail is allowed and will be reimbursed when traveling in Coach Class on Amtrak and Smart Saver or Smart Class on Brightline trains. Employees must use their FIU Credentials(email) when booking to receive exclusive discounts. For instructions on how to set up an account with Brightline, click here.

Foreign Auto Rental

When traveling to a foreign country, car rental is restricted to a compact vehicle, and Collision Damage Waiver (CDW) is the only insurance allowed. If the car rental company has mandatory fees, documentation of fees or written justification must be provided with the expense report. The traveler must provide written justification for renting a larger vehicle. If traveling with others, include a list of the passengers with their respective Travel Authorization and Expense Report numbers. If traveling with equipment or extra baggage, provide a detailed list and explanation.

Avis/Budget Car Rental

• It is crucial for university employees requiring a rental car for official business to adhere to the university’s policies and procedures. This includes using the specified website for making reservations: STATE OF FLORIDA RESERVATION PORTAL: https://www.carrental.com/abgPartners/sof/
• Effective July 2024, the daily rate for car rentals using the State Contract has increased. Please click here to view the In-State and Out-State Rental Pricing.