June 2024 Soft Close

The June 2024 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 FY2024-25 on August 2nd. The future month-end processing deadlines are located at Monthly Closing Deadlines.

Fiscal Year End 2023-2024 Memorandum

Please refer to the FY24 Year End Memo for important information including all year end closing deadlines and a listing of departmental contacts. Our team counts on you to meet crucial year end and monthly closing deadlines, so we thank you for your efforts and cooperation throughout the year.

Prohibited Expenses

A new regulation regarding Prohibited Expenditures 9.016 relating to DEI (Diversity, Equity and Inclusion) became effective in January 2024, and university-wide compliance with this new regulation is required by July 1, 2024.

A university committee has been working on guidance (i.e. FAQs, decision tree, checklists, etc) to assist departments with understanding and identifying contracts/agreements for services and expenses that are unallowable per the new regulation. All guidance developed to assist departments in compliance efforts will be posted on a new link titled “Regulation 9.016 – Prohibited Expenditures” in the Office of the Controller website.

In addition, the Controller’s Office has been updating our AP, Travel, P-card and Procurement manuals with information on DEI prohibited expenditures guidelines.

Immediate measures and steps that Budget/Finance managers must take include reviewing all existing activities, contracts and agreements for your department to ensure these do not include unallowable services/deliverables. All such contracts, agreements and invoices should be compiled and reported to your business unit head, and no purchases of goods or services related to DEI activities made with E&G funds can be approved as these are prohibited.  If you have any questions on prohibited expenses, please send an email to prohibitexps@fiu.edu.  

Travel News

• We have updated our Travel Website and created various forms to help you reconcile travel expenses.
• Due to year-end closure, some expense reports were sent back for revision and asked to be resubmitted this Fiscal Year. Travel proxies must reattach the travel authorization to the expense reports and resubmit the report. For instructions on how to do this, please click here.
• 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.
• The location of pick-up and drop-off must be annotated on the receipt for Taxi, Uber, Lyft, or shuttle (i.e., home to the airport, airport to the hotel, etc.)
• If a University credit card or purchase order was used to pay for expenses, it must be annotated on the receipts prior to submitting the expense report.
• The University’s procurement system must be utilized to the fullest extent for the operation of FIU. The Purchasing Services and the Credit Card Solutions department serve as the solution for acquiring equipment, furnishings, supplies, food, travel, renting meeting rooms, etc. 

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.
• 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.

Year-End AP Accrual

Below is a reminder of the criteria for the upcoming accruals:

1st Accounts Payable Accrual

• No invoice amount threshold.
• Invoices must be entered, matched, and approved by July 11^th, 2024.
• Receipt date in PeopleSoft must be prior to July 1, 2024.

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 18^th, 2024
• Receipt date in PeopleSoft must be prior to July 1, 2024.

Coming Soon: Toshiba Implementation

We are happy to announce that the Office of the Controller, in partnership with Toshiba, are rolling out our new fleet of printers/copiers to the university community.

Our office will email important information about the equipment that will replace current machines and a campus delivery schedule for when the new equipment will be installed.

Additionally, in the coming weeks, we will update our Toshiba Print & Management webpage. We urge you to visit for more information on pricing and machine specs.

Florida Sales Tax Holidays

The State of Florida recently passed several Sales Tax Holidays which includes back-to-school sales tax holidays, disaster preparedness sales tax holidays, freedom summer sales tax holiday on recreational items, and tool time sales tax holiday.

• Back-to-school

Consumers can purchase qualifying back-to-school supplies exempt from tax during the 2024 Back-to-School Sales Tax Holiday. The sales tax holiday begins Monday, July 29, 2024, and extends through Sunday, August 11, 2024. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_24A01-03.pdf

• Disaster preparedness supplies

Consumers can purchase qualifying disaster preparedness supplies exempt from tax during the 2024 Disaster Preparedness Sales Tax Holiday. The sales tax holiday begins Saturday, August 24, 2024, and extends through Friday, September 6, 2024. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_24A01-04.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 2024 Freedom Summer Sales Tax Holiday. The sales tax holiday begins Monday, July 1, 2024, and extends through Wednesday, July 31,2024. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_24A01-05.pdf

• Tool time

Consumers can purchase qualifying items used by skilled trade workers exempt from tax during the 2024 Tool Time Sales Tax Holiday. The sales tax holiday begins Sunday, September 1, 2024, and extends through Saturday, September 7, 2024. Click on the following link for more information: https://floridarevenue.com/taxes/tips/Documents/TIP_24A01-06.pdf