Fiscal Year End 2021-2022 Memorandum is now 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.

Monthly Closing Deadlines

The April 2022 period in the general ledger has closed.  The current and future month-end processing deadline schedules are located at Monthly Closing Deadlines.

ID Transfer Workflow Implementation

The University has implemented the ID Transfer Journals workflow to facilitate the processing of ID transfers related to transfers in FIU01 General Ledger transactions not related to Departmental PCards, Expense Reports, Payroll, Student Financials or Accounts Payable subsystems.

With this ID Transfers Journals workflow implementation, departments can efficiently process their own ID transfer journals and route them to the approving department. This functionality went live on December 1^st, 2021.

The last day to submit ID Transfer paper forms is May 27th, 2022. After this date, the Controller’s Office will no longer process paper forms.

We encourage all departments to use the ID Transfer Journals workflow as soon as possible. For training on how to use this tool, please enroll to the training course located at:

https://develop.fiu.edu/browse/controller/courses/id-transfer-journals

For additional information you can review the training manual located at ID Transfer Journal Guide  If you have any questions please email idtransfers@fiu.edu.

Higher Education Emergency Relief Fund (HEERF) Processes

All HEERF (formerly CARES) reimbursement packages must be submitted to the CFO’s office by June 15, 2022 to ensure that they can be processed and posted by July 15, 2022.  Additionally, the FY22 Lost Revenue entries that will be billed to HEERF grants will be posted by July 22, 2022.  The recipients and amount of lost revenues claimed will be subject to eligibility and available HEERF funds.

Closing Bank of America Concentration Account

If your department currently receives any electronic payments from individuals or external entities in the Bank of America Concentration bank account then please contact our Cash Management Department for the updated ACH/EFT and/or Wire instructions with the JPM Chase banking information and provide it to those individuals or external entities so these payments are properly routed to the JPM Chase bank account.  We will be closing the Bank of America Concentration Account in May 2022 so any payments will be rejected.  For any questions or concerns please contact Jose Zubimendi, Interim Deputy Controller.

Accounts Payable Updates in Procure to Pay Resources

You are likely familiar with the eProcurement process, from requisition to receipt, but what happens in Accounts Payable (AP) after you enter a receipt?

Wonder no more. Accounts Payable partnered with Financial Systems and Support Services (FSSS) to enhance our Procure to Pay system manual and instructor-led training. These now include detailed guidance to help better address issues your department faces when researching or troubleshooting common Purchase Order supplier payment scenarios.

For your convenience, we created a PO Receiving and Payments Quick Guide to help you through the process and other common scenarios you may encounter. For on-the-job support, contact the FSSS Help Desk at (305)348-7200 [7-7200].

Attend an enhanced Procure to Pay session with an expert trainer. Registration is open in FIU Develop.

Changes in UPS Contract

Procurement Services has been informed that E&I Contract CNR01461 will expire on June 13, 2022 and will not be renewed. To avoid going on published rates once E&I Contract expires, FIU will switch to a competitively bid Sourcewell Consortium Contract 090121-UPS. Since rates of the Sourcewell contract are higher than current E&I rates, Procurement recommends checking rates of FedEx State of Florida Contract to make sure the most cost advantageous carrier is being utilized.

To set up new FedEx departmental account and to begin shipping with FedEx please call FedEx government customer service at 800-645-9424 or FIU FedEx Representative Bobby Bledsoe at 901-219-6964 or rdbledsoe@fedex.com.

GovSpend

GovSpend has a team dedicated to helping your institution generate a Request for Quote and be matched with vendors. GovSpend offers onboarding, and one-one training, and can assist with any questions.  For assistance, you may email Sarah Smith at sssmith@govspend.com, or Debbie Mamita at dmamita@govspend.com.

To schedule a training, please email us a few days or times that work for you. Here is our calendar link below:
https://calendly.com/gov-support/gov-support-session?month=2022-05&date=2022-05-04

You can contact GovSpend Support by chat, phone, or email Monday through Friday from 9:00am EST to 6:00pm EST.

• Chat with us online
• Email us at Support@govspend.com
• Call us at (954) 240-9900

Please contact Clementina Valladares with StartUp FIU Procurement  at cvallada@fiu.edu to assist with access to GovSpend and to schedule in person training.

Office Depot Name Change

Office Depot Business Solutions Division works closely with their customers to deliver products and services that make an impact on our bottom line. Effective May 1, 2022, they are reemerging as a B2B-dedicated organization with a new name – ODP Business Solutions™ – to better reflect that close collaboration. Office Depot is evolving because they know the landscape of work is evolving – and this evolution will allow them to be faster, more flexible, and more innovative in how they focus on businesses like FIU – all while bringing nearly 30 years of knowledge and experience to the table.

In addition to their name change, they have a new supplier ID in PeopleSoft, a new logo with an updated myFIUmarket catalog branding, and a new email domain, @odpbusiness.com. Everything else remains the same (e.g. address, account rep, etc.). The new logo and myFIUmarket catalog branding are displayed below:

ODP Business Solutions logo in myFIUmarket (in the red box for emphasis)

ODP Business Solutions myFIUmarket catalog branding (the landing page of the catalog)

Vendor Fair with Grainger – June 8, 2022 at GC Ballroom – MMC Campus

Grainger leads the industry in providing customers with one source for maintenance, repair, and operational (MRO) categories.  On June 8, 2022, from 10AM – 2PM we welcome you to visit FIU’s Graham Center Ballroom and meet the Grainger representatives along with their business partners.  Our university-wide agreement PUR-02866 with Grainger provides FIU community with the vast access to products, services, and solutions. This will be a great opportunity to meet and learn what the contract has to offer.

• 3M – Chemicals – Cleaning and disinfectant products
• 3M – Fall Protection – Safety – Fall Protection Products
• 3M – PPE Safety
• Air Handler – Air Filters and Air Purification Equipment
• Ansell – Hand and Body Protection
• Brady Corp. – Products and equipment for identifying components used in workplaces
• Emerson Electric (Greenlee and Ridgid)
  • Greenlee (pipe and tube bending and threading as well as cable finishing)
  • Ridgid (plumbing diagnostics, inspection and locating tools as well as drain cleaning equipment)
• GE – Lighting Solutions
• Georgia Pacific – Paper Products and Dispensers
• Gojo – Health and Hygiene Products
• Industrial Source Inc. – EZ UP Tents / BreezeEV Chargers / Miller / Klein Tools / Shark Bite / Cushman / Eaton Bussman
• Makita – Power Tools
• New Pig– Leak and Spill Control Products
• Pelican– Portable Lighting systems, temperature-controlled packaging, protective cases, flashlights 
• Rubbermaid Commercial Products – Janitorial and cleaning/trash cans and recycling bins
• Tennant – Flooring Equipment

For more information on this event, please contact Agatha Bober, Procurement Agent at Office of the Controller at 305-348-7373 or via email at abober@fiu.edu.

Airfare Comparison

Airfare comparisons are needed for the following:

• If the traveler chooses to drive long distance rather than fly for personal reasons, comparable airfare quotes must be obtained before the travel occurs and provided as part of the receipt package. The lesser of the two amounts will be reimbursed.
• If flying a different route for personal reasons, advance airfare quotes showing round-trip to and from the business event must be included in the receipt package for comparison purposes. The lesser of the two amounts will be reimbursed to the traveler.

Important Reminder: Name Changes to Activity Numbers

In the past, name changes to activity numbers were rarely approved, however, the Controller’s Office has re-evaluated our position on name changes for activity numbers and will now approve name changes for many requests.  The process remains the same, enter the desired change on an electronic Activity Number & Department Maintenance Request eForm which will be sent for approval electronically.  Changes in Universal Speedtypes can only be processed the Friday through Wednesday of a payroll week to avoid issues with payroll processing.

Please be aware that you will lose the ability to lookup the activity number by name when a name is changed, and any issues caused by changing names will need to be resolved by the Finance Manager in an area.  In addition, if names are changed several times, it may be difficult to track the transactions unless the Speedtype is used.  Keep in mind it is possible to effective date activity numbers, so when viewing the activity number in PantherSoft online you can include history to see previous names. However, it is not possible to put this on most reports and queries, therefore, it may be difficult to track the changes.

Name changes that will not be approved include:

• A name change when two or more activity numbers are combining. For example, if an activity named “Controller Business” and another activity number named “Controller Finance” wanted to combine to “Controller Business and Finance”.
• A name change when one activity number is being split into two or more activity numbers. For example, if an activity number was previously named “Controller Business and Finance” and the desire is to separate to an activity number for “Controller Business” and another activity number for “Controller Finance”.
• In both of the examples above, new activity requests should be submitted and when the new activity number is established, the old activity number should be deactivated.

HR currently allows name changes for departments.  The change in policy for activity numbers is an exception to the normal procedures in the Controller’s Office. Name changes will not be permitted on any Chartfields other than department and activity number.

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.

Pcard Reconciliation Reminder: Travel Purchases

When reconciling travel purchases in the PantherSoft system, it is required that the travel authorization number (TA#) and traveler name be notated in the long description/comment field.

Card Cancellation Process

Departments have a responsibility for timely card cancellation. When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver or Department MUST notify the CCS Team in an email immediately, prior to any Card Cancellation Form being sent.

Departments that fail to follow the correct and timely card cancellation protocols risk losing the card privileges for their entire unit.