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Controller's Office > News > Panther Post Newsletter

Newsletter 2017-2018 Volume 12

In this Edition...

  • Monthly Closing Calendars
  • Changes to the Quote Threshold
  • Office Depot Purchasing Card Options
  • 2017/2018 Purchase Orders
  • Requisitions Year End Procedures and Deadlines
  • Electronic Sourcing Director
  • Travel Year End Update
  • FIU Airline Corporate Reward Numbers
  • Year-End Close Receiving Steps
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The May 2018 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 can be found at: Monthly Closing Deadlines.


    Changes to the Quote Threshold

    The implementation of the Uniform Guidance Procurement Standards, 2 CFR 200.317-326 which are to be effective July 1, 2018 changes the threshold in which “quotes must be obtained from an adequate number of qualified sources” for purchases greater than 10K. The following changes will be made to the existing University policies/procedures. These changes are similar to other SUS institutions and are made to ensure compliance with Uniform Guidance and provide consistency and certain flexibility, when allowable, across all University funds.

    Modification of FIU's quote thresholds

    Current
    Proposed
    $ Threshold
    # of Quotes
    $ Threshold
    # of Quotes
    Less than $15,000
    1
    Less than $10,000
    1
    Equal to or greater than $15,000 and less than $75,000
    3
    Equal to or greater than $10,000 and less than $75,000
    2
    Equal to or greater than $75,000
    Competitive Solicitation
    Equal to or greater than $75,000
    Competitive Solicitation

    For sponsored funds, the only exceptions to the above will be if an item is a sub-award (as the prime contract’s term and conditions flow through to the subrecipent) or meet the criteria set forth in federal regulations (sole source, emergency, sponsor approved non-competitive proposals, or competition is determined inadequate). For all other University funds, in addition to the sole source, the University will continue to use the exemptions allowable under statute and also through those designated through an annual sole source certification.

    All sole source request over $10,000 will need to utilize the new Sole Source Request Form located on the Controller’s Website.

    If you have any questions please contact Kelly Loll, Procurement Director.


    Office Depot Purchasing Card Options

    Customers have the option to purchase items at local Office Depot retail stores using their identifier Store Purchasing Card (SPC). The SPC card allows you to purchase in-store with the same benefits as the market, such as competitive pricing and tax exemptions. The SPC card is to be used in accordance with the FIU PCard for departmental purchases. However, Office Depot customers have another perk with the Employee Purchasing Program (EPP). With your EPP card, you receive great discounts on retail products and services that are for your personal use, including very aggressively priced copy and print services. Simply present your EPP card to the cashier when checking out to receive your discount. For more information contact your account manager Seth Kaminstein Seth.kaminstein@officedepot.com | tel: 561-245-0297


    2017/2018 Purchase Orders

    Please review the list of open purchase orders for All Funds as of June 5, 2018 in an effort to avoid rolling over open encumbrances for purchase orders that should be closed this fiscal year.

    For ALL FUNDS, communicate to Crystal Herrera, Associate Director of Procurement, those purchase orders that you wish to close no later than June 26, 2018 to allow sufficient time for processing. Send your requests to close purchase orders via email only to Crystal Herrera.

    Please check the PO Activity Summary in PantherSoft for each PO you would like closed to make sure that it is paid before submitting your request to close the PO. Those POs with pending invoices and/or receipts cannot be closed.

    Please do not send requests to leave POs open; only communicate for those you would like to be closed.

    As a reminder, blanket purchase orders not using grant funds will be closed automatically on June 30, 2018. Departments must establish new blanket purchase orders for the new fiscal year.


    Requisitions Year End Procedures and Deadlines

    The deadline to submit requisitions to be processed for FY2017-18 is June 15, 2018. The eProcurement Requisition page will be temporarily shut-down from June 16, 2018 to July 1, 2018. Requisitions for FY2018-19 cannot be entered until July 2, 2018.

    myFIUmarket orders can be placed on the Departmental Card during the system shutdown period by contacting the supplier directly and placing an expedited order. Please CLICK HERE for a list of the myFIUmarket supplier contacts and ordering instructions.

    Requests for purchases on ORED project IDs after June 15, 2018 will be approved if sent to Kelly Loll, Director of Procurement. The email must be sent by the requester’s approver and contain the pertinent information found in a requisition. All other requests for exceptions will be considered on a case-by-case basis based on the criterion that there was a reasonably unforeseeable need that will cause a financial loss, a life-threatening condition, or impact to academic instruction.

    For additional instructions and important dates, please refer to the Year End Memorandum


    Electronic Sourcing Director

    The Office of the Controller is in the process of enhancing the current functionality of FIU’s Procure to Pay (P2P) solution which is made up of People Soft and Jaggaer. Procurement Services went live on June 4, 2018 with Jaggaer’s electronic Sourcing Director Solution, which includes an electronic Sourcing Event Request. All Sourcing Event Requests must be submitted through Sourcing Director located at https://solutions.sciquest.com/apps/Router/SAMLAuth/FIU by the Sourcing Requester. This is the same website as TCM, just click on Sourcing and then Requests, then select Request Sourcing Event.

    We have eliminated the Competitive Sourcing Request Form that was located on the Controller’s website. Individuals who have a need for a competitive solicitation over $75,000 will have to contact Procurement Services at bids@fiu.edu to obtain access to the Sourcing Director Solution and obtain instructions on how to complete the Sourcing Event Request. Once the Sourcing Requester obtains access to Sourcing Director they will complete the Sourcing Event Request which includes sourcing related questions, along with uploading a Statement of Objective, a Statement of Work, and a list of potential suppliers. The submitted Sourcing Event Request will be sent to your Budget Approver and then to Procurement Services. This will initiate the competitive solicitation process with Procurement Services. A meeting will be scheduled with the Sourcing Requester to complete the competitive solicitation within Sourcing Director. The competitive solicitation will be sent out electronically to bidders and the solicitation responses will be received electronically by FIU. The solicitation responses will be electronically tabulated making it easier to evaluate based on the answers to the solicitation questions.

    The goal of Sourcing Director is to create an automated and efficient sourcing repository, reduce cycle time through online collaboration and evaluation, improve visibility, alerts and workflow, reduce risk, and increase competition. The data entered in the Sourcing Event Request will be used to help create a Sourcing Event and the awarded supplier’s solicitation response will then be used to help create a Contract in TCM which are all processed through Jaggaer’s solution. We hope everyone will realize the benefits of Jaggaer’s Sourcing Director and will take the necessary action to make it a success.

    For more information on FIU’s Competitive Solicitation Process please see Stage 1 through Stage 5 in the Procurement Manual.


    Travel Year End Update

    June 8, 2018 - Review and cancel all TA’s and Expense Reports that are not needed by this date. This is the last day to submit expense reports and TA’s so that we can approve by June 22, 2018. All Expense Reports that are in the Travel Department approval list by June 8th, will be approved and posted against FY 2017-2018 budget, provided all required documentation is included.

    All TAs that are approved will rollover and post against the FY 2018-19 budget. To expedite the processing of year-end transactions, please review your PantherSoft work list.

    June 22, 2018 - TAs that are in a “submitted for approval” or “approval in process” status will be sent back after June 22, 2018 for resubmission on or after July 2, 2018.

    All Expense Reports that are in a “submitted for approval”, or “approval in process” status will be sent back after June 22, 2018 for resubmission on or after July 2, 2018.

    These transactions will be accrued to the GL activity ID or project ID by The Office of the Controller. A list of these accrued transactions will be sent out to the departments for ease of reference.

    Budget Check will be unavailable after June 22, 2018. TAs and Expense Reports can still be created and submitted, but managers will not be able to budget check until July 2, 2018.

    Any questions should be directed to the Travel department at 7-2543 or the FSSS group at 7-7200.


    FIU Airline Corporate Reward Numbers

    When making flight reservations (domestic and foreign travel) for individuals that are traveling on behalf of FIU for business travel, make sure that you insert the FIU corporate reward number for American, Delta and United Airlines. This number enables FIU to receive points and rewards that benefit the University. In addition to the FIU corporate reward number, you can still use your personal frequent flyer/reward number and receive personal points and rewards.

    Using both corporate and personal frequent flyer numbers allows the university to receive airline vouchers for research travel and for distribution to students and employees at various university events, as well as provide the individual traveler with frequent flyer points.

    The Corporate Reward numbers are:

    Air Carrier
    FIU Corporate Reward Number
    American Airlines
    534609
    Delta Airlines
    US308325936
    United Airlines
    447JZ

    Year-End Close Receiving Steps

    Goods and services must be received in PantherSoft by June 30, 2018 to be charged in the current fiscal year (FY 2017-18). The eProcurement Requisition page in PantherSoft Financials will be unavailable from June 16 – June 30, 2018. To receive goods and services during this time, please navigate to:

    Main Menu > eProcurement > Receive Items

    Casual receivers will see all purchase order lines available to receive.

    Please contact the Financial System and Support Services Help Desk at 7-7200 or controller@fiu.edu.

    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 May 31, 2018) loaded into PantherSoft on June 1, 2018 and must be completely processed by end of the business day on June 14, 2018.

    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


    ID Transfer Requests Related to Financial Aid

    Friendly reminder the Controller's Office does not process ID Transfer Requests for the Expense Accounts listed in the table below. This is necessary in order to maintain alignment of the General Ledger and Campus Solutions subsystem for our reporting needs.

    Requests for transfers for these accounts need to be sent via email to Jennifer Rivera in the Financial Aid Office.

    We appreciate your cooperation.

    Expense Accounts
    Account
    Description
    768201 Scholarships
    768401 Tuition Payments
    768301 Stipends
    768211 Waivers for Fundable FTEs
    768204 Waivers
    768205 Book Allowance
    768202 NRA Qualified Scholarship
    768212 Auxilary School

    Accounts Payable Year End Deadline

    June 15, 2018 - All invoices must be submitted to Accounts Payable

    May 31, 2018 - Journal Vouchers must be submitted to Accounts Payable

    Please 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. An invoice will only be approved for payment when all of the below criteria are met:

  • The price of an item(s) equals the price on the PO
  • The items being billed are "received" in PantherSoft
  • In other words, the ordering department controls when payments are made by controlling the receiving of the merchandise or service in PantherSoft.

    The receiving date in PeopleSoft should always be the date the product was received or services were completed – not the date that the receiving entry is made (default date).

    The job aid for receiving can be found under the Procure to Pay header at the link below:

    http://finance.fiu.edu/controller/FinSysandSup2.html

    Avoid Duplicate Entry - During your year-end review, if you notice that an invoice that you previously sent to invoices@fiu.edu has not been entered, please do not resubmit. E-mail Liza Del Campo for an update on the status of the invoice.

    Receiving Transaction E-mail Notifications - During the month of June, the receiving notifications will be sent out on a daily basis. If you are receiving this notice, Accounts Payable has already received and entered the invoice in PeopleSoft. Please DO NOT send the invoice to AP when you have entered the receipt. PeopleSoft will automatically match the invoice to the receipt. If you continue to receive the notification that a receipt is pending after the receipt has been entered, please notify Liza Del Campo. Do not send the invoice to invoices@fiu.edu. This will cause a duplicate entry of the invoice.

    Delivery of Invoices - Please remember that invoices attached to requisitions are not forwarded to Accounts Payable. If the vendor does not send the invoice directly to Accounts Payable, the department must do so.


    Credits and Statements

    As a reminder, all credit memos should be processed on a timely basis. They should be sent to invoices@fiu.edu for processing. Please do not wait until you have an invoice pending to offset the credit. PeopleSoft should reflect all invoices owed to vendors and credits owed to FIU.

    All vendor statements should be sent to Maria Castillo at mmcasti@fiu.edu.

    How to sign up for the Panther Post Newsletter

    If you wish to be added to the ListServ for the Panther Post, please email controller@fiu.edu.

     
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