Monthly Closing Deadlines

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

Travel Updates

• Travel & Other Expenses Manual

We have updated our Travel Manual and encourage you to review the entire document, as there have been many changes. We have also updated our Travel Website and created various new forms to help you with the reconciliation of travel expenses.

•  Foreign Destination Expense / Post Travel Compliance Report Requirement:

When creating an Expense/Post Travel Compliance Report (ER) for a trip with one or multiple foreign destinations, additional questions must be answered on the ER prior to submission. These are accessible on the Review and Submit page via the International Travel link. As required by Florida statute, international travelers must report the source of any travel expenses paid for a business trip, as well as any honorariums or payments made to the traveler. The source/payor always has to be clearly listed (either FIU, the traveler out of his/her pocket, or a third party). Any payments made by a third party where the traveler doesn’t know the exact amount (i.e. a meal or accommodations), the traveler should give a good faith estimate in US dollars. No receipts/invoices are required as documentation. All travelers must complete an Expense Post Travel Compliance Report (ER), that must be submitted within fifteen (15) business days after the completion of the trip, even if no expenses are incurred.

Complete information may be found on the FIU Export Controls website (“Guidance for International Travel”), or you can contact our Office of Export Controls at export@fiu.edu. Our Export Controls team will promptly partner with you to answer questions and provide support.

Accounts Payable Updates

• Travel Reimbursements

All travel reimbursements require an approved TA (Travel Authorization). This includes any travel reimbursements that are included on a vendor invoice submitted to Accounts Payable.

•  ODP and Amazon

When an item ordered and invoiced is not received or is returned, a credit memo from the vendor is required to delete the invoice from PeopleSoft.  Please make sure to contact the vendor and request a credit memo.  The vendor will then forward it to Accounts Payable.

•  Amazon

Receipts should be created by shipment received and not by the total ordered amount.  Most vendors issue invoices by shipment.  Creating one receipt per order will delay the payment of the invoice.

•  Receiving Notifications

 If you receive an e-mail from fin-panthersoft@fiu.edu requesting a receiving transaction, Accounts Payable has already received and entered the invoice.  Do not resubmit the invoice.  The e-mail is a notification that an invoice has been received and that there is no receipt in the system to match it.  Once you create a receipt, PeopleSoft will automatically match the invoice to the receipt. 

If you create a receipt and continue to receive the notifications, please send Beatriz Blanco-Hernandez (bblancog@fiu.edu) an e-mail and she will review the voucher and correct any matching errors or let you know if anything additional is needed.

Unidentified Wire Transfers and ACH Payments

The Controller’s Office occasionally receives payments that cannot be applied to the appropriate department due to inadequate information. Click here for the list of unidentified wire transfers and ACH payments as of February 2024.

 To claim a payment, please contact Cash Management and provide the following information:

• Payment details
• Activity/Speedtype to which the payment should be recorded
• Revenue Account to which the payment should be recorded

 Payments that are not identified within 45 days of the wire/ACH date will be returned to sender.

Coming Soon to Contracts in TCM (now called Contract+)

A revamp to the IT Questionnaire is being worked on to strengthen and streamline IT related compliance questions. More details will be sent out to Contract Managers prior to the new Questionnaire going live.

Shopping Guide

The Shopping Guide is a great tool for the University Community to leverage when making purchases. It organizes Goods and Services into categories, each providing essential details like supplier names, contact information for account representatives, and ordering and contract information. Additionally, it includes a dedicated section for myFIUmarket, and we encourage you to explore it for updated ordering and other instructions.

Make Yourself Heard! : myFIUmarket

As the University continues to add suppliers in myFIUmarket, we encourage you to reach out to Procurement Services at suppliers@fiu.edu and suggest suppliers that you will like included in the marketplace. Please note that for a supplier to be added, the following conditions must be met:

• The supplier must already be a supplier in the Jaggaer network
• The supplier must have a publicly solicitated contract that FIU can piggyback
• The FIU spend for the supplier must be substantial