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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 9

In this Edition...

  • Monthly Closing Calendar
  • Total Contract Manager
  • Attention: JP Morgan System Down Time
  • Revised Ordering Instructions for Office Depot Furniture Orders
  • Do Not Copy Sourced Shopping Carts or MyFIUMarket Requisitions
  • Timely Card Cancellation
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The February 2017 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.


    Total Contract Manager

    Purchasing Services in conjunction with the Office of the General Counsel (OGC) is in the process of implementing SciQuest's Total Contract Manager (TCM) solution. TCM will allow FIU to better manage the complete lifecycle of our contracts. TCM will be a central contract repository of procurement contracts and will help reduce cycle time using templates and online collaboration, increase contract compliance by tracking contract expiration and outstanding obligations with alerts based on due dates. TCM will be utilized university-wide for processing most types of contracts (e.g., academic, procurement, etc.). However, the first type of contracts to be implemented in TCM are for the purchase of goods and/or services.

    Departments will be able to do the following in TCM:

  • Complete a contract request, which will replace the manual contract intake form used today;
  • Submit the request, with the contract documents attached, for approval electronically;
  • Track the progress of the approvals on each contract request;
  • Track the progress of the contract once Purchasing is processing it;
  • Manage the contract once it is fully executed; this includes uploading relevant documents to the contract file, creating obligations, notifications and reminders, tracking expiration dates, and a variety of other tasks;
  • View dashboards with all your contract requests as well as your contracts in order to better manage contracts and have complete visibility at all times to all purchasing contract and contract request data.
  • TCM has workflow built-in that will route the contract request through the appropriate approval process electronically based on what is being purchased. Contracts will be fully executed via electronic signatures from the appropriate signature authority via DocuSign. What was a very manual and cumbersome process will now be completed electronically in TCM.

    TCM is currently in use by Purchasing for all contracts received via a manual contract intake form. We have only implemented TCM for the Division of IT for the electronic submission of contract requests to Purchasing Services. We hope to have TCM for procurement contracts rolled out university-wide by the end of the calendar year.


    Attention: JP Morgan System Down Time

    In preparation for an internal bank conversion from the Hewlett Packard (HP) card transaction processor to the Total Systems (TSYS) processor, JP Morgan key program management functions will be temporarily paused between Tuesday, 3/14/2017 at 2 pm and resume on Monday, 3/20/2017 at 8:30 am.

    During this time, we will be unable to issue/replace cards and process Temporary Maintenance Requests for card unblocks and limit changes.

    Please note, while your cards will still continue to function during this time period, we request that all Temporary Maintenance Request Forms be submitted prior to the cut off on 3/14/2017 or held and submitted after 3/19/2017 for processing.


    Revised Ordering Instructions for Office Depot Furniture Orders

    Question 1: Do you just need a simple chair or one item on our web site? If so, go to Step 1 below and follow the steps.

    Question 2: Looking to redo an office, conference or other large area? Do you need help with planning and measuring out the area and deciding what to purchase? We offer space planning and design services and carry furniture from over 300 manufacturers not represented on our web site. If this is your situation, please call Sonia Johnson at 813-263-5667.

    Step 1: Identify what furniture items you would like to purchase from Office Depot.

    Step 2: Send an e-mail to the FIU / Office Depot Team with item numbers.

    Office Depot Team:

    Daniel Ruiz - druiz058@fiu.edu

    Maria Fiallo - maria.fiallo@officedepot.com

    Paola Parreno-Merino - pparr016@fiu.edu

    Racquel Coley - racquel.coley@officedepot.com

    Step 3: The Office Depot Team will obtain installation quotes and send an email to the customer within 24 to 48 hours.

    Step 4: Customer needs to confirm that they will accept the quote with installation charges and send back to the Office Depot Team via e-mail.

    Step 5: Office Depot Team will place order and contact the customer with an order number.

    Step 6: Customer will call customer service with the order number and give customer service their credit card information to release the order.

    Step 7: Customer will be contacted by installer to schedule delivery of assembled furniture.

    Step 8: Installers will come out to install.

    Office Depot Interns Spring Semester Schedule

    Day
    Daniel Ruiz
    Maria Fiallo
    Paola Parreno-Merino
    Monday
    OFF
    1:30 pm - 5 pm
    9 am - 5 pm
    Tuesday
    9 am - 5 pm
    OFF
    11 am - 3 pm
    Wednesday
    OFF
    10 am - 12 pm, 1:30 pm - 5 pm
    9 am - 5 pm
    Thursday
    9 am - 5 pm
    1:30 pm - 5 pm
    OFF
    Friday
    1 pm - 5 pm
    10 am - 5 pm
    9 am - 5 pm

    Do Not Copy Sourced Shopping Carts or MyFIUMarket Requisitions

    Purchase Orders are not generated for myFIUmarket orders if they are copied from a previous requisition. Users will receive an error message.

    A myFIUmarket shopping cart has a unique identifier in the system. A shopping cart pulls information from the supplier, exact prices, quantities, specific metadata about items being bought. The cart acts as a snapshot of information. After the cart is sourced to a purchase order (PO), it cannot be used again to create another requisition.


    Timely Card Cancellation

    Departments have a responsibility for timely card cancellation. When a card needs to be cancelled because a cardholder transferred to another department or terminated 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.

    Travel Reminder

    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. Call 7-2543 for inquiries.

    For a list of pending documents, please click here. For information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports, please click here.


    Monthly Departmental Card Deadline

    As a reminder, this month's billing statement (dated 02/28/2017) loaded into PantherSoft on 03/01/2017 and must be completely processed by the end of business on 03/15/2017.

    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 expense transfer.

    Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits temporarily suspended until they complete a retraining session.

    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