June 2023 Period has Closed; General Ledger for FYE to close on August 1

The June 2023 period in the general ledger has closed, but please keep in mind that Controller’s office staff will continue to record additional entries necessary for FYE until August 1^st and the general ledger will open for the new FY2023-24 on August 2nd.  The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.

Searching for a Purchase Order when Receiving

The first step when creating a receipt is to search for the Purchase Order (PO).  Like all PantherSoft Search pages, there are some fields where the values are defaulting as you see below.

Review the default values to determine if they are applicable to your search. If you know the Purchase Order number remove all default values and enter the PO number in the ID field highlighted, then click the Search button.  If you do not know the PO number, enter the information available to you (i.e., Supplier Name, Start/End Date of the PO), clear out all other fields and click on Search. Note that PantherSoft searches only return the first 300 rows of the results so maximize your searches by entering the correct criteria.

If you have any questions, please contact the Financial Systems team by calling (305)348-7200 or emailing us at controller@fiu.edu.

If you are new to FIU or would like a refresher on the eProcurement process, please register for one of our Procure to Pay training sessions via FIU Develop.

Payment Services

Year-End AP Accrual 

Below is a reminder of the criteria for the remaining accrual:

2nd Accounts Payable Accrual (will be recorded in Financial Statement Activity ID only)

• Invoice amounts must be $5,000 or greater.
• Invoices must be entered, matched, and approved by July 20^th, 2023.

Receipt date in PeopleSoft must be prior to July 1, 2023.

Travel News

• The Expense Report must be signed by the employee whose name appears at the top of the document via DocuSign or the “Print and Sign” option.
• Ensure all receipts and supporting documentation are legible and uploaded prior to submitting an expense report to avoid delay in reimbursements.
• All documents should be scanned into a single PDF file rather than individually.
• Vicinity travel will not be reimbursed if the dates claimed are over ninety (90) days old.

Travel Alphabet Assignments:

* Represents the First letter of the Employee’s Last Name

Car Rental Reservation Portal

Florida International University uses the State of Florida contract with Avis and Budget for renting vehicles. University employees in need of a rental car for official business will need to use the following website to make their reservations: STATE OF FLORIDA RESERVATION PORTAL: https://www.carrental.com/abgPartners/sof/

Online Banking – JPM Access and BOA CashPro

The Controller’s office has reviewed the online banking credentials for JPM Access and BOA CashPro to ensure that online banking access is current. We want to remind users of the following:

1. Send a notification when you separate from FIU, your department, or you longer need access due to changing responsibilities.
2. Login at least monthly to keep your account active in JPM Access. Accounts become inactive after 6 months of no activity and are automatically purged from the JPM system after 12 months of no activity.
3. If you still need access to BOA CashPro and are locked out send a request for login assistance.

Please send notifications and requests to BankRequests@fiu.edu to ensure they are received and addressed by a Security Administrator in a timely manner.

Florida Sales Tax Holidays

The State of Florida recently passed several Sales Tax Holidays which includes two back-to-school sales tax holidays lasting 14 days each, two disaster preparedness sales tax holidays lasting 14 days each, and a freedom summer sales tax holiday on recreational items and children’s toys that will last from Memorial Day to Labor Day.

Back-to-schools

Consumers can purchase qualifying back-to-school supplies exempt from tax during the 2023-2024 Back-to-School Sales Tax Holiday. The sales tax holiday begins Thursday, July 24 and extends through Sunday, August 6. A second exemption period will begin Monday, January 1, 2024 and extend through Sunday, January 14, 2024.

Disaster preparedness supplies

Consumers can purchase qualifying disaster preparedness supplies exempt from tax during the 2023 Disaster Preparedness Sales Tax Holiday. The sales tax holiday begins Saturday, May 27 and extends through Friday, June 9. A second exemption period will begin Saturday, August 26 and extend through Friday, September 8. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_23A01-02.pdf

Freedom Summer Sales Tax Holiday on Specific Admissions and Outdoor Activity Supplies

Consumers can purchase qualifying recreation and outdoor items and admissions to entertainment and cultural events exempt from tax during the 2023 Freedom Summer Sales Tax Holiday. The sales tax holiday begins Monday, May 29 and extends through Monday, September 4. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_23A01-03.pdf