Monthly Closing Calendars

The April 2020 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.

Fiscal Year End

As the fiscal year end approaches, we would like to remind you to 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.

Please review the invoices that you have submitted to Invoice Processing Team. If the invoice has not been processed within a week and you have not been contacted by someone in Accounts Payable, please send a copy of the invoice to Liza Del Campo not to our Invoice Processing Email (invoices@fiu.edu).

HR Multi Level Coaching, Training & Consulting Services

We have dedicated a guideline for ITN-2019-00013 HR Multi Level Coaching, Training & Consulting Services to include instructions for preparing and submitting an Addendum against the Master Agreements. Please click here to access the step-by-step contracting process, the list of services covered, and the link to the price sheet and addendum template for each contracted supplier.

myFIUmarket Office Depot Requisitions

To allow Expense/Project Managers a chance to review requisitions, we implemented a 48 hour delay in the auto approval process. This delay does not exclude weekends and holidays (i.e. requisitions submitted after 5p.m. on Friday afternoon will auto-approve after 5p.m. on Sunday). Please keep this in mind if you want to review/approve all Office Depot requisitions for your department.

Delivery and Receiving Update

COVID19 has created challenging times with the move towards telecommuting and remote learning. The Office of the Controller and Facilities are getting many questions about delivered items, including USPS deliveries and how to receive items in PeopleSoft. Below are general guidelines to follow:

Delivery:

• All deliveries to MMC and some deliveries to EC, unless designated to go to CP-193 (Scientific Receiving) or the PantherTech Store, will go to the Surplus Warehouse (W-7) located on the west side of MMC Campus. Packages at EC are also being received by the EC Security and placed in the storage room. An email is sent by EC Security when a package is received.
• All deliveries to BBC will go to FIU Central Receiving, located 3000 NE 151st Street, Building S01 Central Receiving, North Miami, FL 33181.
• The FIU mail room will continue to receive packages from the USPS at CSC 1133 (rear of building).
• Recipients of packages will receive either an email, phone call and/or a Microsoft Teams notification informing them of receipt of the item. In order to receive a Microsoft Teams notification, you need to sign up as a member of Microsoft Teams by following the instruction below. All items will be held until the remote work conditions have ended or the recipient (with a picture id) picks up the item between 8:30 a.m. and 5 p.m. Monday through Friday at the warehouse and EC, and 7:30 – 3:30 at the mail room. We highly recommend you come on campus to pick up items as storage space may be limited.
• If any package is expected and is needed immediately, feel free to reach out to Surplus Property at 7-2799/2173/2179 (Surplus Warehouse), 6-5526 (BBC Receiving), 7-3695 (Scientific Receiving – CP-193) and 7-2644 (Mail Service CSC-1133).
• Under extenuating circumstances and with written justification from your VP/Chair/Dean/Director, Executive Director of Procurement Services will review requests on a case-by-case basis for home deliveries. Send an email with the justification and requested documentation to Kelly Loll, Executive Director Procurement Services at kloll@fiu.edu for consideration.

Receiving in PeopleSoft Finance

If items are delivered at the W-7, CP-143, Mail Room or Central Receiving BBC and you have confirmed receipt through Microsoft Teams (see below to sign up) by searching for the picture of the package label then:

• All purchases made through myFIUmarket can be “Received” in PeopleSoft Finance and payment will be made.
• All purchases under $2,000 that are special request (non-myFIUmarket) can be “Received” in PeopleSoft and payment will be made.
• All purchases over $2,000 that are special request (non-myFIUmarket) must be physically picked up at the warehouse(s) before the items can be “Received” in PeopleSoft and payment can be made.

We highly recommend that you come on campus to pick up your purchases and take it to your office, once you receive an email notification from Teams as noted below.

Teams Installation Instructions

Install Microsoft Teams on your computer or mobile device, click here to download.

Sign in with your FIU credentials

Click on “Join or create a team”

Use the option of “Join a team with a code”:

• For MMC, including Scientific Receiving use “Receiving” team, and use code 4ai53w0.
• For BBC use “BBC Receiving” team and use code zyn5gj0.
• For Mail Room use “Mail Room” team and use code 18zxjtw.

Watch this 7 min video: Microsoft Teams – Best Practices.

Training: Go to LinkedIn Learning take “Microsoft Teams Essential Training”.

Travel Information due to Coronavirus

All Travel related expense reports created to reimburse or account for University Credit Card charges, due to the Coronavirus must have the word “Coronavirus or COVID-19” entered in the “benefit” area of the expense report. The University needs to record this data accurately. Do not account for PCard charges if you have or will receive a refund.

Penalties for cancellation of discounted airline tickets may be paid only if the cause for cancellation is in the best interest of the University. The cost of unused, nonrefundable tickets, or cancellation penalties incurred are allowable for the convenience of the University. If the traveler has to cancel a trip due to illness of the traveler, or death of a member of the traveler’s immediate family, for which an employee is authorized to use sick, bereavement or administrative leave, the cost incurred for the cancellation is reimbursable. Appropriate justification must be submitted in writing. The standard for non-employees is the same as for employees. If a ticket is canceled for the convenience of the traveler, the cancellation penalty may not be reimbursed. Carefully evaluate the circumstances and risk of cancellation prior to purchase of discounted tickets.

Cancellation charges are not reimbursable unless justified in writing. This justification must be included with the supporting documentation of the expense report.

Travel related expenses that are cancelled because of the Corona virus, and were paid out-of-pocket; may be reimbursed if the following criteria is met:

• Airfare – If the traveler had an approved TA and paid for their airline ticket, a receipt is required along with an explanation for the cancellation.
• Registration fee – If the host of the conference, workshop, convention, or seminar cancelled the event and will not grant a refund. A written explanation from the host must be included with the supporting documentation of the expense report along with a receipt from the host.
• Hotel deposit – If the hotel will not grant a refund, a written explanation from the hotel must be included with the supporting documentation of the expense report along with a receipt from the hotel.

Travel related expenses that were prepaid by the University (University Credit Card, Purchase Order) must be accounted for on an expense report. It is highly recommended that departments track any credits/vouchers that travelers receive so that they may possibly be used for future travel. Do not account for PCard charges if you have or will receive a refund.

In response to the Coronavirus (COVID-19) pandemic, the Travel Department will be working remotely to process reimbursements. During this crucial time, we are allowing three (3) options in lieu of an actual signature on expense reports.

• An email from the employee/student explaining that they don’t have the capability to print, sign and scan the expense report. The email would be sent to the preparer of the expense report who would upload the email with the unsigned expense report. The preparer must enter a note in the “benefit to FIU” area of the expense report as well.
• Digital/Electronic signatures will be accepted during this time.
• Applications (apps) such as DocuSign. DocuSign is setup with FIU’s Single Sign On system to allow all university accounts the ability to upload, sign, and send documents in addition to setting up workflows. There is information and training in the FIU DocuSign website under “Getting Started” and “Resources”. We strongly recommend that you go through each of the tabs on the top of this website to learn more about this powerful tool for signing documents and improving business processes. If you have any questions, you may reach out to the FIU DocuSign Team.

For any questions regarding the status of an expense report, please reach out to the Travel staff via phone or email. We appreciate your patience, understanding, and the opportunity to serve you.

GovQuote

FIU Procurement Services has rolled out GovQuote, a web-based quoting tool for all university purchases below $75,000. Buyers across every department have registered for their free account, attended mandatory training, and began posting electronic Requests for Quotes (eRFQs). With the deployment of GovQuote, university purchasing agents or individuals that purchase for their department or college can look forward to an accelerated procurement process, organized records, and an easier way to communicate with suppliers.

You should already have access to GovQuote, if not please contact Barbara Cotto Jimenez. For help with your account, visit GovQuote website. Their specialists are also available via Live Chat, Monday-Friday, during normal business hours. For training or assistance with registration, contact equinn@govquote.net. You can also refer to the following resources:

• GovQuote Training Presentation
• GovQuote Requisition Standard Comment

Changes to AP Journal Vouchers

The Controller’s Office has been working on making changes to the journal voucher process. The process will be decentralized. We are currently reaching out to select departments to slowly roll out the new process. If you would like to be part of the pilot program, please contact Liza Del Campo.

Receiving Transaction Notification

PantherSoft sends automatic notifications when an invoice has been processed but a receipt is pending. If you feel that you received the e-mail in error, perhaps you had already created the receipt, please forward the e-mail to Liza Del Campo for resolution.

Travel

Let’s 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 August 31, 2019) loaded into PantherSoft on September 4, 2019 and must be completely processed by the end of the business day on May 15, 2020.

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 temporarily suspended until they complete a retraining session.

Credit Card Reconciliation Reminder

During the reconciliation process, if a purchase was COVID-19 specific, please remember to enter: COVID-19 specific purchase in the long description field, during the reconciliation process. If you are unsure if the purchase qualifies as COVID-19 specific, please consult with your budget manager.

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 March 2020.

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

• payment details
• activity details
• 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 the sender.

Invoices Pending Receipt

Please review the list of vouchers in PeopleSoft that are pending a receipt in order to be paid. This report is as of April 30, 2020. Please review and create a receipt if the item has been received or the services have been rendered.