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Controller's Office > News > Panther Post Newsletter

Newsletter 2015-2016 Volume 5

In this Edition...

  • Monthly Closing Calendars
  • New Pricing with Office Max/Depot
  • myFIUmarket - Fisher Scientific Catalog
  • Update on Payment Method for Suppliers
  • Hazardous Chemicals Update
  • Query 101
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The October 2015 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.

    New Pricing with Office Max/Depot

    Purchasing Services has successfully completed negotiations with Office Max/Depot that will amend FIU's existing office supply contract pricing with an average reduction of 27.9% or approximately $558,000 annual savings. These savings are based on a negotiated price reduction of 18.4% and a 9.5% rebate incentives that was used to reduce pricing even more for the FIU community.

    FIU's catalog with Office Max/Depot located at http://www.officemaxworkplace.com/index.shtml will have the newly negotiated pricing once the contract is executed later this month. The additional discount for FIU's core items will range from 20% to 40.5%. Non-Core Office Supply and Business Machines/Technology/Furniture pricing is based on the lower of discount from list or Office Depot.com pricing with discounts ranging from 14.5% - 84.5% off list or web. This means you should never be able to find special pricing on Office Max/Depot website cheaper than what we have under the new contract. FIU negotiated this contract as part of the SUS Shared Initiative in which all Florida SUS and state colleges can take advantage of the great pricing and incentives under this contract. We have the potential to reduce pricing by an additional 5% - 7% if the total annual spend by all of the Florida SUS and colleges under this Office Max/Depot contract is between $10m - $15+m. The current spend with Office Max/Depot by the SUS is already at $11m. This would be an additional $100,000 - $140,000 savings to FIU.

    Purchasing Services has taken over the management of the OfficeMax/Depot's contract. If you have any questions concerning the contract or pricing please contact Jacob Zade.

    myFIUmarket - Fisher Scientific Catalog

    The Fisher Scientific catalog will be available in myFIUmarket this month. Please discontinue using fishersci.com. Purchasing Services is currently working with Office Max/Depot and B&H Photo Video Pro Audio to enable their catalogs in myFIUmarket by early 2016. We will continue to negotiate best contracted prices for all suppliers in myFIUmarket. We want to make myFIUmarket your one stop shopping location. Please make sure you have a Panthersoft requestor role in order to shop in myFIUmarket. Visit the FSSS training website to register for available training and to obtain resources, including the Procure to Pay manual that provides step by step instructions on how to shop in myFIUmarket and how to navigate in Panthersoft, plus short video snippets that outline some of the new functionality including "Assign a Cart".

    Update on Payment Method for Suppliers

    In order to reduce the number of checks printed and mailed, electronic funds transfer is now the required payment method for all U.S. Suppliers applying to become an FIU supplier. This is the only payment option that a U.S. supplier will be able to select in the Supplier Application. If an exception is needed, an email may be sent to vendors@fiu.edu and the Director of Purchasing will consider such requests on a case by case basis.

    For more information on this please visit the Supplier Registration webpage.

    Hazardous Chemicals Update

    To deliver hazardous chemicals to the labs without any delays, it is imperative that all orders have a PI Name, Building and Room number. For most vendors, you can add this information in the attention line of the Ship To address. For any Fisher orders, you will be prompted to provide this information. Please fill it out. The information is needed so the hazardous chemicals can be entered into the EHS Assist system prior to delivery. Without this information, it could delay the delivery of your hazardous chemicals.

    Entering hazardous chemicals into the EHS Assist program is no longer completed by the labs, provided you send your hazardous chemical orders to the designated chemical receiving areas. If you do not want to enter hazardous chemicals into EHS Assist program, you must make sure that all chemicals are sent to one of the following designated ship to locations to ensure the hazardous chemicals are barcoded and entered into the EHS Assist program:

  • Modesto Maidique Campus (MMC) - CP 193 Scientific Receiving Dock
  • EC Bio Medical - EC2600
  • EC Civil & Environmental Engineering - EC3678
  • EC Applied Research Center - EC2180
  • Biscayne Bay Campus (BBC) - S01-101 Central Receiving Dock
  • 190 and 200 Proof Tax Free Ethanol

    FIU has negotiated with Decon through Fisher Scientific's contract significantly discounted pricing for 1 Gal and 5 Gal bottles of 190 and 200 Proof Ethanol. This will make it affordable for labs to order smaller quantities at a competitive price normally received for 55 gallon drums. This will help labs to comply with FIU safety requirements. Please refer to the information below when placing orders. Further descriptions can be found on fishersci.com and entering Fisher's catalog number in the search field. The pricing below has already been applied for all FIU accounts:

    Fisher Catalog # Vendor Catalog # Product Description Unit of Measure Qty per UOM FIU Price
    0435526 2801 190 PR TF Ethanol Gal 4 $41.22/CS of 4
    0435523 2701 200 PR TF Ethanol Gal 4 $41.22/CS of 4
    04355221 2805 190 PR TF Ethanol 5 Gal Each $58.89
    0435224 2705 200 PR TF Ethanol 5 Gal Each $58.89

    Query 101

    Query 101 is here! The FSSS team has designed a Query 101 training for our user community. This training will provide beginners with knowledge about how queries are built and how to customize queries for specified results. The next available class is December 3rd at 9:30 am. Please visit the Professional Development Website to register for Query and our other Spring classes.

    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. 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, 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 10/30/15) loaded into PantherSoft on November 2nd and must be completely processed by the end of business on November 13, 2015.

    Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not 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