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Controller's Office > News > Panther Post Newsletter

Newsletter 2018-2019 Volume 10

In this Edition...

  • Monthly Closing Calendars
  • 2018-2019 Year End Memorandum
  • FIU Procurement Services launches a pilot program in partnership with GovQuote
  • Allowable Unencumbered Payment List
  • Procurement Services Category Assignment
  • Airbnb Restricted
  • Entering Receipts in PeopleSoft
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The March 2019 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.


    2018-2019 Year End Memorandum

    As we prepare to enter into the upcoming fiscal year end closing process, it is important that all departments review and reconcile their ledgers; verifying that the recording of all purchase orders, invoices, travel expenses, and payroll transactions pertaining to FY 2018-2019 are accurate and all corrections are posted. Before closing, it is also necessary to ensure the accuracy of any outstanding encumbrances (purchase orders and travel authorizations) for the year so budget balances for State fund carry forwards are correct.

    Please review the FIU Controller memorandum for deadlines and information regarding the year end process.


    FIU Procurement Services & StartUP FIU Procurement launches a pilot program in partnership with GovQuote

    StartUP FIU Procurement is a program that was launched several months ago to address the challenges often faced by small businesses or startups when trying to procure with anchor institutions such as FIU. In an effort to improve and elevate the way informal quotes are handled at FIU, Procurement Services and StartUP FIU Procurement evaluated different quoting solutions. We were focused on how to increase competition, track spend more efficiently, and how to communicate business opportunities to our local suppliers. The solution had to be simple, flexible, and user-friendly. We identified GovQuote, an electronic quoting solution, which simplifies how small businesses can procure with government agencies. We are launching a pilot of GovQuote with six departments for informal quotes under $75,000 in April 2019, and aiming to roll it out university-wide by July 2019.

    GovQuote has made government quoting simple. It is a free public procurement marketplace where agencies and vendors connect. Registration is simple, with accessible sign on using Facebook. Suppliers are able to view procurement opportunities at FIU as well as other institutions. GovQuote provides buyers with tools to maximize purchasing efficiency and transparency. Detailed records of each transaction are automatically generated to satisfy auditors and/or public records requests that are viewable and downloadable at any time. Using this technology allows FIU to reach a larger audience of companies actively competing for FIU’s business. GovQuote also allows you to easily notify quote opportunities with your existing and new suppliers. This increases competition and gives you access to more competitive pricing. In addition, GovQuote increases participation of small local and minority owned businesses.

    During the month of March 2019 with the support of StartUP FIU Procurement, we were able to train close to 65 FIU users on GovQuote. Moving forward, StartUP FIU Procurement will have a series of workshops on this new platform to provide training to existing and potential suppliers.

    We invite you to visit GovQuote’s website for more information. You may also contact Kelly Loll, Executive Director of Procurement Services.


    Allowable Unencumbered Payment List

    The Office of the Controller’s Allowable Unencumbered Payment List has been updated to list additional services exempted from competitive solicitation pursuant to Procurement Regulation BOG 18.001, sections (4) and (6)(d). Additionally, we have incorporated guidelines to help you assess whether a person or firm qualifies to be paid as an independent contractor.


    Procurement Services Category Assignment

    Procurement Services is transitioning to category teams in order to better serve the FIU community. Our buyers have been split up into four different teams with a Procurement Agent II reporting to a Procurement Agent III. The Procurement Agent II is primarily responsible for issuing purchase orders and the Procurement Agent III is responsible for competitive solicitation events.

  • Information Technology, Travel & Business Products (Jacob Zade & Richard Del Forn)
  • Scientific & Research Orders (Cheryl Cobb & Donald Corbitt)
  • Construction, Facilities & MRO (Agatha Bober & Tere Portuondo)
  • Professional Services (Elsa Alfonso & Pam Johnson)
  • Please note the professional services team is not issuing purchase orders at this moment. These orders are being split among the other teams. We will be communicating out the final structure for orders by the end of the fiscal year. For contact information, please click here.


    Airbnb Restricted

    Effective January 15, 2019, the use of Airbnb is prohibited when traveling on behalf of FIU in accordance with instruction from the Governor of the State of Florida. This will affect the travel of FIU employees, FIU students, and non-employees whose lodging is paid in part or in whole by FIU, regardless of funding source. These Airbnb travel restrictions apply to travel paid by any means, including PCard and donations from the Foundation DSO. Travelers will be reimbursed for any Airbnb lodging that has been paid for business travel prior to January 15, 2019. Reservations for Airbnb use must be cancelled and will not be reimbursed. There are no exceptions to this policy.


    Entering Receipts in PeopleSoft

    The receiving against the PO should be done as soon as the items are received or services are rendered. Please DO NOT WAIT UNTIL AN INVOICE IS RECEIVED.

    The receiving date in PeopleSoft should always be the date the product was received or service rendered – not the date that the actual receiving entry is made. This is a mandatory field.

    Below is an excerpt from the job aid:

    The job aid can be found under the Procure to Pay header at the Controller's Training website.

    Should you have questions regarding this course, please call the Financial Systems and Support Services Help Desk at 7-7200 or email controller@fiu.edu.

    If you have completed the receiving entry for an order or an invoice and continue to receive an e-mail requesting a receiving transaction, please contact Accounts Payable at 7-2161 to clear the match exception. Please do not resend the invoice to invoices@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 March 29, 2019) loaded into PantherSoft on April 3, 2019 and must be completely processed by the end of the business day on April 16, 2019.

    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


    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 March 31, 2019. Please review and create a receipt if the item has been received or the services have been rendered. Please disregard if a receipt was created on or after March 31st.


    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 2019.

    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.


    Credit Memos

    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.

     
    Office of the Controller