Departmental Card Approval Deadline

August 17, 2026

(click to read more)

Pending Travel Reports

Please approve Travel Authorizations, Cash Advances, and Expense reports in a timely manner. (click to read more)

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 May 2026.

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.

Travel Reminders

•  Employee Signature Requirement

Expense reports must be signed by the employee listed at the top of the report. This can be done via DocuSign or using the Print and Sign option.

•  Receipt & Documentation Requirements

Ensure all receipts and supporting documentation are legible and uploaded prior to submission to avoid reimbursement delays. Departments are strongly encouraged to use the [Travel Reimbursement Checklist] to verify that all required documentation is included. If the required supporting documentation is missing or incomplete, the Expense Report will be returned for correction and resubmission to ensure compliance with FIU Travel Policy.

•  Combine Files into One PDF

All documentation should be scanned and uploaded as a single PDF file rather than as individual pages.

•  Ride Receipt Annotations

For Taxi, Uber, Lyft, or shuttle services, the pickup and drop-off locations must be clearly noted on the receipt (e.g., “home to airport”, “airport to hotel”).

•  P-Card or PO Usage Notations

If expenses were paid using a university credit card or purchase order, this must be clearly annotated on the corresponding receipts prior to submission.

•  Business Purpose Requirement

When creating a Travel Authorization or Expense Report, provide a clear and detailed business purpose. Do not use acronyms. The explanation must satisfy fiscal officers and auditors unfamiliar with your field.

•  Domestic and Foreign Meal Templates

All Expense Reports must include a Meal Reimbursement Breakdown Template to support per diem or actual meal claims. Two templates are available: the Domestic Meal Reimbursement Template and the Foreign Meal Reimbursement Template. This requirement is mandatory to ensure FIU Travel Policy compliance and timely reimbursement.

Requirements for Student Travel

Effective March 2026, all Student Travel Authorizations and Expense Reports must begin with “STU_ [Name of Event]”. This prefix should be used only for student travel and should not be used for full-time employee submissions. Using the correct prefix mentioned above will help ensure proper routing, review prioritization, and compliance classification within the system. Failure to comply may result in delays or return for correction.

Requirements for Non-Employee Travel

Effective November 2025, all Non-Employee travel must include the prefix “On Behalf of [Traveler Name]” at the beginning of the Travel Authorization (TA) and Expense Report (ER) descriptions.

Failure to comply may result in processing delays or a return for correction.

Requirements for Athletics

Effective November 2025, all Athletics-related travel must include the prefix “ATH” at the beginning of the Travel Authorization (TA) and Expense Report (ER) descriptions.

This change is being implemented immediately to ensure consistency and facilitate quick identification of Athletics travel within the Controller’s Office and other auditing units.

Required Format Example:

•  ATH_REC_11/5-11/8/2025
•  ATH_OV_11/5-11/8/2025
•  ATH_CON_11/5-11/8/2025

Approved Abbreviations:

•  REC – Recruting
•  OV – Official Visit
•  CON – Conference/Convention

Important International Travel Compliance Reminder

Effective March 1, 2025, if you depart on an international trip prior to full Travel Authorization (TA) approval, a confirmation of which is emailed to you, there will be no reimbursement of travel expenses paid by you from personal funds, and repayment from the traveler to the University for expenses paid with University funds will be required. Further, an employee may be subject to discipline and/or restrictions on international travel privileges. Regardless of whether a proxy assists in the TA process, the traveler is responsible for verifying that the TA is fully approved before departing on the trip and will be held accountable if it is not.

Please reference the full memorandum, which also includes details from previous notifications.

Travel Authorization

An approved TA is official permission to incur travel expenses on behalf of FIU. Without it, the use of procurement cards and personal reimbursement is prohibited. This applies to employees, students, and non‑employees. A compliant TA must include projected expenses, a detailed business purpose, accurate travel dates, correct destinations, and an estimated trip cost