Newsletter 2022-2023 Volume 11
In this edition…
- Monthly Closing Deadlines
- Fiscal Year End 2022-2023 Memorandum is available
- Year-End Memo Contact Information Updates and Open Encumbrance Report
- Shopper Role
- myFIUmarket Amazon Business Catalog and Q&A
- Contract Templates System Upgrade – Coming June 12th
- Graybar is coming to myFIUmarket – Coming June 9th
- Purchase of Controlled Substances and Hazardous Chemicals
- Payment Services
- Travel News
- Online Banking – JPM Access and BOA CashPro
- Florida Sales Tax Holidays
- Reminders and Deadlines
Monthly Closing Deadlines
The June 2023 period in the general ledger has closed. The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.
Fiscal Year End 2022-2023 Memorandum is available
The fiscal year end closing process is quickly approaching. In preparation for the fiscal year end close, please refer to the 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.
Year-End Memo Contact Information Updates and Open Encumbrance Report
Please note Kelly Mayorga, Executive Director of Procurement Services, has retired and her last day at FIU was June 2nd. Any purchase requests during the system shutdown period must be emailed to Crystal Herrera, Interim Director of Procurement Services (firstname.lastname@example.org) for review and approval.
The Open Encumbrance report can be found here. Please direct your requests to close out purchase orders to Herve-Serge Menyonga, Assistant Director of Procurement Services, via email to email@example.com no later than June 23, 2023, to allow sufficient time for processing. As a reminder, all invoices should be matched and approved prior to requesting that the PO(s) be closed out.
The Shopper Role went live on March 13th, and 3 training webinars were organized for the user community. This role is a solution to access and very easily search contracted items on myFIUmarket in PantherSoft (PS) Financials via the new Shopper Role created in our PS system. As we continue to expand the number of suppliers enabled in myFIUmarket, which currently include ODP (Office Depot), Fisher Scientific, CDW, Grainger and Amazon Business, the new Shopper Role, also serves to expand the number of users that can be assigned shopping access in myFIUmarket.
Users assigned the new Shopper Role will have access to a repository of online catalogs in myFIUmarket of competitively solicited contract items from many suppliers. Like your own personal online shopping experience, the Shopper Role enables users to browse any catalog, add selected items into a cart then once done with shopping, assign that cart to a staff in his/her department with a Requester Role to complete the requisitioning process in the PantherSoft Financials eProcurement module.
What are the benefits of obtaining the Shopper Role?
- State of the art, very user-friendly search capabilities and price comparisons. Time and money savings by purchasing items from competitively solicited contracts that are readily available at deeply discounted prices rather than issuing a quote for items.
- Expanded number of users within a department that can search for items needed in the various catalogs and place them in carts.
- Easily saves your order while your cart can be assigned to the appropriate person within your department that has the Requester Role who can then create a requisition in PeopleSoft to purchase the items in your cart.
- Fast PO processing. All purchases made through myFIUmarket have their POs automatically approved and dispatched.
- Reduces PCard transactions and all the documentation needed for reconciliation.
- Obtains upfront approval of all purchases through workflow in PeopleSoft.
Updated training materials and a new quick guide for shoppers will be available under Training Resources on the Office of the Controller website.
Who can obtain the Shopper Role?
The Shopper Role (Access Role 005) is designed for FIU faculty and staff, especially those with a Pcard, who do not have the Requester Role (Access Role 002 or 002A) but need access to myFIUmarket to view the various catalogs and shop without involvement in the requisition creation process. We recommend including staff who are currently purchasing items from Amazon Business with a PCard or anyone who needs to shop on myFIUmarket. Individuals requesting the role will need to complete the Access Request form in PantherSoft Financials.
myFIUmarket Amazon Business Catalog and Q&A
The Amazon Business catalog was enabled in myFIUmarket on May 15th and in tandem with the Shopper Role, will make it easier for those who are not requesters to shop the catalog. A webinar and a virtual office hour were organized. To view the Questions & Answers (Q&A) sessions please click here
Contract Templates System Upgrade – Coming June 12th
In our best efforts to provide continued improvements and efficiencies, we have upgraded the Total Contract Manager (TCM) system to store two of FIU’s commonly used contract templates. This upgrade includes completing and processing these templates within the system and will be rolled out on Friday, June 9, at 6pm and available to contract managers on Monday, June 12th. The two contract templates are the Independent Contractor Agreement and the Services/Entertainment/Performance Agreement.
Previously, these templates were filled out outside of TCM and uploaded to the system once completed. This enhancement was designed to allow you to completely fill out and process these templates, directly within the system. Instructions on how to complete and process these templates will be found at https://controller.fiu.edu/resources/policies-procedures/ under the “Procurement Contract Guides” section.
Graybar is Coming to myFIUmarket – Coming June 9th
FIU had entered into an agreement with Graybar Electric Company based on the OMNIA Partners Public Sector program and is excited to announce that Graybar will be live on myFIUmarket on June 9th. Ordering instructions will be found on the landing page of the Graybar catalog.
Purchase of Controlled Substances and Hazardous Chemicals
The purchase of controlled substances is strictly prohibited with the Pcard; all controlled substance purchases must be procured via a purchase order.
The purchase of hazardous chemicals/materials with the university card is limited exclusively to Fisher Scientific on an emergency/expedited basis only. We have partnered with Fisher to ensure that the purchase complies with all EH&S safety regulations. The purchase of hazardous chemicals/materials from any other merchant is not allowed with the Departmental Card. Dry Ice will be allowed, under 25 pounds from the vendor of choice.
Please note the year-end deadlines below for AP:
All invoices should be submitted to AP by Friday, June 16th.
Fiscal Year End
Please complete the receiving in PantherSoft as soon as services are rendered or ordered items are received. In most circumstances, you should not need to review the invoice in order to complete the receiving in PantherSoft. An invoice will only be approved for payment when all the below criteria are met:
- The price of an item(s) equals the price on the PO
- The items being billed are ‘received’ in PantherSoft
In other words, the ordering department controls when payments are made by controlling the receiving of the merchandise or service in PantherSoft.
The receiving date in PeopleSoft should always be the date the product was received – not the date that the receiving entry is made.
The job aid for receiving can be found under the Procure to Pay header at the link below:
Please review transaction reports to make sure that items that have been received have also been invoiced. If the invoice has not been processed, the expense will not be recorded.
Avoid Duplicate Entry – During your year-end review, if you notice that an invoice that you previously sent to firstname.lastname@example.org has not been entered, please do not resubmit. E-mail Beatriz Blanco-Hernandez (email@example.com) or Liza Del Campo (firstname.lastname@example.org) for an update on the status of the invoice.
Receiving Transaction E-mail Notifications
During the month of June, the receiving notifications will be sent out daily. If you are receiving this notice, Accounts Payable has already received and entered the invoice in PeopleSoft. Please DO NOT send the invoice to AP when you have entered the receipt. PeopleSoft will automatically match the invoice to the receipt. If you continue to receive the notification that a receipt is pending after the receipt has been entered, please notify Beatriz Blanco-Hernandez (email@example.com) or Liza Del Campo (firstname.lastname@example.org). Do not send the invoice to email@example.com. This will cause a duplicate entry of the invoice.
Delivery of Invoices
Please remember that invoices attached to requisitions are not forwarded to Accounts Payable. If the vendor does not send the invoice directly to Accounts Payable, the department must do so.
Invoices Pending Receipt
Attached is a list of vouchers in PeopleSoft that are pending a receipt in order to be paid. This report is as of June 5th. Please review and create a receipt if the item has been received or the services have been rendered. Please disregard if a receipt was created on or after June 5th.
Any voucher not approved and posted by June 29th will be deleted. Each unit will be responsible for resubmitting the invoices.
- June 2, 2023 – Last day for expense reports in the Prepay Auditor (Travel) queue to be processed against FY23. All required documentation must be included to meet this commitment.
- 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.
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:
- Send a notification when you separate from FIU, your department, or you longer need access due to changing responsibilities.
- 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.
- 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.
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
Reminders & Deadlines
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 5/31/2023) loaded into PantherSoft on June 2nd and must be completely processed by the end of business on June 15, 2023.
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 expense transfer.
Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits suspended until they complete a retraining session.
Pending Travel Reports
Please approve Travel Authorizations, Cash Advances, and Expense reports in a timely manner. Documents that have not been completely finalized and are older than 90 days will be canceled or deleted by the Travel Department. For a list of pending documents, please click here. For information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports, please click here.
Surplus Form Submission Requirements
Effective immediately, the University has implemented changes to the Surplus Form submission requirements. The most significant change is that pictures must be attached to the email sent to firstname.lastname@example.org of the equipment that is listed on the Surplus Form.
The Surplus Form has been updated with specific instructions on page 2 of the form.
Please take a few minutes to review the form located at: https://controller.fiu.edu/wp-content/uploads/sites/24/2020/08/SurplusForm.pdf
Should you need additional information or have any questions, please contact Property Control at: email@example.com or (305) 348-2167.
For additional information, please visit Asset Management’s website: https://controller.fiu.edu/departments/accounting-reporting/asset-management/