Newsletter 2020-2021 Volume 9
Monthly Closing Calendars
The February 2021 period in the general ledger has closed. When running your reports, please keep in mind that the reporting environment has a 24-hour delay in displaying data. The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.
Change in Banking Partner
The university is changing banking partners from Bank of America to JPMorgan Chase for banking services and as we are working to implement this transition there are several importing things we’d like to highlight, as follows:
- This change will not affect your daily, departmental business processes.
- This change will not have an effect on departments that currently process credit card payments.
- The change will affect those departments that receive electronic payments from external parties. If your department currently receives any electronic payments from individuals or external entities in the form of ACH/EFT or Wires then please contact our Cash Management Department for the updated ACH/EFT and/or Wire instructions that have the new JPM Chase banking information that must be provided to those individuals or external parties so these payments are properly routed to the new, appropriate JP Morgan bank account.
For any questions or concerns related to this transition please contact Jose Zubimendi, Assistant Controller Accounting and Reporting Services.
New MyFIUmarket Catalogs
myFIUmarket has added two new lab supplies catalogs to its list. They are:
Please note that as a LivePrice catalog, shopping with Sigma-Aldrich is different than what you are used to with the other myFIUmarket catalogs. To assist with shopping in the Sigma-Aldrich catalog, please consult the user guide found here.
Supplier Change Request
We want to remind the University Community that Supplier Change Request (SCR) has been live for a few weeks now. Suppliers can now update their information (banking, mailing address, etc.) by logging into their supplier account. Suppliers that do not have a username or do not remember if they have one are encouraged to contact email@example.com so we can provide them with next steps.
Avis Budget Group Auto Rental
The State of Florida Department of Management Services has executed a new contract with Avis Budget Group, Inc. for rental vehicles. This contract is effective as of September 30, 2020. FIU will use this contract for all individuals that travel on behalf of the University. The rental class is restricted to a compact (Class B) vehicle unless traveling with multiple FIU travelers. Please review the Florida Department of Management Services Rental Vehicle Pricing.
To make reservations for Avis or Budget visit The Department of Management Services web page. Click on “Business Travel” and then below Florida Entity, select “Colleges and Universities” and, under Division; select “Florida International University”. The corporate discount numbers will automatically populate. Travelers are strongly encouraged to use only airport locations for trips involving air travel.
If you choose not to use the Reservation Portal and instead access the Avis website or Budget website, the toll free line, or apps, please make sure to add FIU’s Business use AWD # B133407 or Budget’s Business use code T417711. For all leisure travel, FIU Departments must use Avis AWD# S954700 and Budget BCD# T118900.
To make 3rd party arrangements on behalf of an individual traveling with a PCard for the University, the Cardholder will be required to establish a “Billing ID,” to do so, Cardholders will:
- Obtain a wizard number, complete the Avis billing agreement form and the Budget billing agreement form.
- Submit form(s) via email to firstname.lastname@example.org.
- Be contacted by an Avis/Budget representative will contact you to complete the process and establish an individual billing account. NOTE: This Billing ID must be kept secure and not shared with others.
Creating Travel Authorizations
When creating Travel Authorizations in the Financial System, list all anticipated expenses by the expense type. This includes the expenses that are out-of-pocket and paid with the University Credit Card. Do Not list prepaid expenses in the “Benefit to FIU or Project” area of Travel Authorizations or Expense Reports. The funding for prepaid expenses does not encumber.
Materials and Supplies
Materials and/or supplies needed for office spaces/classrooms/labs and other business purposes must be obtained using the PCard, FIU requisition, or an unencumbered vendor form. Supplies are not individually reimbursed. Items must be purchased by the department. Permanent employees that need to obtain commodities or commodities and food privileges on behalf of the university must get a PCard.
Reminders & Deadlines
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.
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 February 26, 2021) loaded into PantherSoft on March 1, 2021 and must be completely processed by the end of the business day on March 12, 2021.
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 a transfer. Cardholders with three unjustified non-approvals in the same fiscal year will have their card suspended until they complete a retraining session.
Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits suspended until they complete a retraining session.