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Controller's Office > Departments > Purchasing Services > FAQ's

Frequently Asked Questions - Purchasing Services

Competitive Solicitation

Q. What is the purpose of doing a Competitive Solicitation?
A. To obtain the best price and highest quality service for the University.

Q. What is the Competitive Solicitation threshold amount?
A. The Competitive Solicitation threshold amount is $75,000.00.

Q. Who should I contact regarding a Competitive Solicitation?
A. Go to the Procurement Services Website and click on “Competitive Solicitations” and then on “Currently Available.” You may click either “Invitation to Bid” for ITBs, “Invitation to Negotiate ” for ITNs, or “Request for Proposals” for RFPs. You may also contact our Procurement Services Help Desk at 305-348-2161.

Q. Where can I obtain a copy of a Competitive Solicitation?
A. Go to the Procurement Services Website and click on “Competitive Solicitations” and then on “Currently Available.” You may click either “Invitation to Bid” for ITBs, “Invitation to Negotiate ” for ITNs, or “Request for Proposals” for RFPs.

Q. What are the four types of Competitive Solicitations?
A. The four types of Competitive Solicitations are:

Q. Where can I find information on when a Competitive Solicitation opening is taking place?
A. Go to the Procurement Services Website and click on “Competitive Solicitations” and then on “Currently Available.” You may click either “Invitation to Bid” for ITBs, “Invitation to Negotiate ” for ITNs, or “Request for Proposals” for RFPs.

Q. How are consulting service agreements obtained or acquired for the University?
A. Refer above to the appropriate competitive solicitation processes you may utilize to acquire a consulting service agreement. Also, if your service is a "Sole" Source please refer to the icon for institution on how to process the consulting agreement utilizing this procurement process.

Requisitions

Q. I entered a requisition and I would like to know its status.
A. Visit the following navigation. "Purchasing" -> "Requisitions" -> "Review Requisition Information" -> "Document Status". Type in the requisition number and press the "Search" button.
*Please note that the Purchase Order turnaround time is 10 business days from the date the requisition is automatically assigned to the Purchasing Agent by the PantherSoft Financial System.

Q. I am having trouble with a requisition. Who should I contact?
A. Contact the PantherSoft help desk at PH: 305-348-7200. You may also visit the PantherSoft website.

Q. Where can I find the PeopleSoft Financials training guides?
A. Visit the PantherSoft website.

Q. I have attended the Requisition Training and need individual help. Are there any one-on-one training sessions available?
A. The PeopleSoft Financials open labs are available at the PantherSoft Trailers. Please visit the PantherSoft Open Lab Schedule page for more information.

Q. I need assistance with security access on a requisition. Who do I contact?
A. Please contact PantherSoft PH: 305-348-7200.

Q. Who do I contact in case of a requisition budget error?
A. Contact your department's Budget Manager or Executive Area Budget Manager.

Purchase Orders

Q. Who is the Purchasing Agent in charge of my Purchase Order?
A. To find the Purchasing Agent that is handling your Purchase Order follow this navigation: "Purchasing" -> "Purchase Orders" -> "Review PO Information" -> "Purchase Orders." After entering the Purchase Order number and pressing the search button, the name of the Purchasing Agent will appear on the top right section of the screen.

Q. I need to cancel or close a PO. Who do I contact?
A. You must use the "Notify" button found on the requisition or email the purchasing agent directly. Please include the PO number, your contact information and the reason you would like to close or cancel the PO.

Q. What commodities and/or services require a Purchase Order?
A. Purchases from contract and non-contract vendors over $1,000, with the exception of the following:

  • Restricted items that include hazardous materials, safety-critical equipment (e.g., lasers), radioactive materials, vertebrate animals and invertebrates, controlled substances.

  • Items requiring tagging by Asset Management; such as computers that might be under the $1,000 threshold.

Unless specifically identified in this language, any item under $1,000 may be purchased and submitted for payment by un-encumbered payment or with the University ProCard.

Q. How do I create a purchase order receipt?
A. Visit the PeopleSoft training page for instructions.

Q. What are all the FOB terms and what do they mean?
A.
Freight Term Ownership Payment Term
Shipping Point Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit) FIU is billed by and pays vendor for freight charges.
Destination / Add Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit) FIU is billed by and pays vendor for freight charges.
Destination Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit) Freight charges are added to product unit price.
F.O.B. Origin / Freight Prepaid & Allowed Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit) University is not billed. Vendor pays the freight charges.
F.O.B. Origin / Freight Collect Ownership passes to FIU when product is signed for by the carrier at the vendor's shipping point. (FIU owns product in transit) Upon delivery, FIU is billed by or pays the carrier for freight charges.
F.O.B. Destination / Freight Collect Ownership passes to FIU when the carrier delivers the product to the delivery point specified by FIU. (Vendor owns product in transit) Upon delivery, FIU is billed by or pays the carrier for freight charges.

Vendors

Q. Where can I find the vendor application form?
A. Visit the Vendor Information page to find the vendor application form and other instructions.

Q. I need to add a vendor to the system. What steps should I take?
A. Visit the Vendor Information page to find the vendor application form and other instructions.

Q. Are there special instructions for foreign vendors?
A. Besides completing the vendor application, foreign vendors are required to complete the IRS Form W-8BEN

Q. How long does it take to add a vendor into the system?
A. The Procurement Support Specialist reviews the vendor information package that includes the Vendor Application, Substitute W-9 and EFT form (optional). Once it has been reviewed and approved, it will be assigned a vender ID.

Q. How can I update or add information to a vendor that is in the system?
A. If the vendor is an individual they are required to complete a new W-9 form. If the vendor is an LLC, LLP, DBA, INC, LP Company, they are required to fax or email vendors@fiu.edu a written request to update the information.

Q. Do all vendors in the system require a W-9 Form to be submitted when there is a change of address?
A. Yes. If a vendor is an individual they are required to submit a W-9 form electronically with the change of address If the vendor is an LLC, LLP, DBA, INC, LP Company, they are required to fax or email vendors@fiu.edu a written request to update the information.

Q. Are all vendor forms supposed to be submitted electronically?
A. Yes. All vendor forms must be electronically entered using our interactive forms. They may be faxed to 305-348-3600 or emailed to vendors@fiu.edu for processing. Handwritten forms will not be accepted.

General Questions

Q. Who handles ID (Inter-Departmental) Transfers?
A. ID transfers are processed in the Controller's Department. The contact person is: Alicia Sagastume (Accountant) 305-348-2550. For more information visit the University Controller's Website at http://finance.fiu.edu/controller

Q. I received an invoice from a vendor and need to know what to do with it.
A. All invoices must be sent to the Accounts Payable Department.

Q. How can I check the payment status of a purchase order?
A. Payment status can be accessed through the PantherSoft Financials System under the "Document Status" link by the requisition initiator.

Q. How do I gain access to PeopleSoft?
A. In order to start using PantherSoft you must first get access and attend the appropriate training session. A PantherSoft Access Request Form must be filled out. If you have any questions related to this form you may contact PanterSoft at 305-348-6100.

Q. What should I do if I forgot my PeopleSoft Financial ID or Password?
A. On the PantherSoft login screen you will find links to retrieve your Panther ID and/or password. Should you still require more information, contact the UTS main help line at 305-348-2284.

**Should you have any further questions please contact the Controller's Office at 305-348-2161 for assistance.**

Office of the Controller