Disbursement Services Town Hall
Thank you to all who attended the Disbursement Services town hall in February. We were excited to share updates related to accounts payable, travel, and Pcards and are looking forward to the next event.
If you were not able to join us during the live session, a copy of the town hall can be found here: https://fla.st/3qGsMWW (Meeting begins at 16:25:00)
A copy of the slides presented at the town hall can be found here: Presentation Slides
Please take a moment to help us improve future trainings and offerings by completing our anonymous post-meeting survey here: https://fla.st/2NLSWKd
The February Disbursement Services town hall meeting provided attendees with the opportunity to ask questions during registration and in the chat during the Zoom meeting. Our team has curated these questions and answers below.
Accounts Payable
How many times can a change order be done on an open Purchase Order?
Per the Procurement Website: Blanket PO changes should be limited to one necessary change only, including extending the due date. Please contact Procurement Services if you require changes to blanket orders.
If a vendor is set up for an honorarium and now appears as a vendor in the system, how can we tell if anything needs to be done in the future for vendor setup if a purchase order needs to be completed?
When reviewing the summary page of the supplier in OMNI, look at the "Open for Ordering" line. If that line contains a "No", then you would need to work with Procurement Services to finalize the supplier setup.
After an employee record becomes inactive, how long do we have to wait before they can be set up as a supplier?
An employee's record must be inactive for twelve months before the employee can be set up as a supplier.
Are EFT payments Net 1?
Payment terms are defined on the purchase order and are calculated by the invoice date. The EFT pay cycles are processed every day based on the payment terms on the voucher. Check pay cycles are only processed on Wednesdays.
Will a Post-Doctoral person on a training grant paid by an ePRF receive a 1099 if they are paid a non-duty stipend.
The Controller's Office discourages the phrase "non-duty stipend" as it has the same meaning as the generic "payment". In general, these forms of payments are considered scholarships and would not be issued a 1099. Recipients should consult with their tax professional to confirm the status of the payments.
Can departments receive a notice from the system as soon as an invoice comes in?
Notifications are sent out 7 days after the invoice is imported through the imaging software. Requests for invoice status before 7 days can be made to ctl-accountspayable@fsu.edu. Please include the Purchase Order number and the Invoice Number.
Can automatic notices be emailed to the owner/requester of the requisition/PO as well as the submitter?
Notifications are sent to the Purchase Order requestor and the budget manager of the department and may be forwarded, at the department's discretion, to all other individuals involved.
Can the Compliance Report metric on receipts account for invoices that are intentionally held due to discrepancies?
This cannot be done at this time. We are researching and testing a concept in OMNI that we hope will take care of this issue. We will keep you posted.
Procurement / PCard
Is a non-University address waiver required for each purchase that a person makes, or is the waiver a blanket for the person?
Per Procurement Services, a waiver is required for every purchase to the same person when the product is shipped to a non-University address.
Should the project number for Contract and Grant, Foundation, and Research Foundation funds be added to the funding source on the ITS/Procurement Software form?
Procurement will work with ITS to have the Project ID added to the form.
If a cardholder failed to submit the Software/Service Checklist for approval before purchase, can they request approval later?
If a cardholder failed to submit the form prior to the transaction the form is still required. It will not be an approval as Procurement cannot provide after-the-fact approval. The form is required for tracking all software.
Travel
When will "normal" travel resume?
The Travel Office has not been made aware of any plans to change the current travel restrictions and policy. If changes are made by University Administration, notifications will be sent to departments.
Is Vice President approval required for travel regardless of the funding source of the trip?
Yes, if it is travel to places other than FSU facilities (Panama City Campus, Ringling, COM regional campuses, local offices) regardless of funding.
Are the foreign study centers considered FSU campuses/locations?
For the purposes of travel, no. Travel to foreign study centers requires Vice President approval.
Do approvals need to be requested for guests coming on to campus if not funded by FSU?
Yes, all FSU-related business travel that is not to or from FSU facilities requires Vice President approval.
If the hotel where a conference is being held is more than $175 per night, must we look for another hotel?
No, that the hotel is the location of the conference is sufficient justification (note that in the comments in Concur). However, departments are encouraged to check Concur for a lower rate because government rates are loaded in Concur which are often lower than conference rates. See https://fla.st/3uwSHDm for information on a rare exception.
