Coronavirus Updates

Asset Management COVID-19 FAQs

How do I pick up property related items (scanner files, decals, vehicle paperwork, etc.)?

You can request an appointment with a property representative via the PAS-PropertyForms or CTL-AssetManagement inboxes if you need to deliver or pickup property related items (scanner files, decals, vehicle paperwork, etc.).

Are assets still being tagged?

Yes. We will continue to schedule asset tagging operations if any departments acquire equipment that needs to be tagged during this period. We understand that many departments will not have representatives available for these appointments and we fully understand if you are unable to complete this task. We will monitor this list throughout the remote working period and will follow up with those departments that are unable to complete tagging operations when we return to normal working conditions.

Is inventory still taking place?

Yes. We will continue to schedule asset inventory/inventory review. We understand that many departments will not have representatives available for these appointments and we fully understand if you are unable to complete this task. We will monitor this list throughout the remote working period and will follow up with those departments that are unable to complete inventory operations when we return to normal working conditions.

What do I do if I need to take university-owned equipment off-site?

Before employees bring university-owned technology off-site with them, they should complete the Off-Site Technology Equipment Use Form. Employees need to fill in the form, obtain the signature of their supervisor and turn in the form to their dean, director or department head for final approval. Each department is responsible for keeping an inventory of the location of all equipment that is being used off-site for remote work.

Disbursement Services COVID-19 FAQs

Can I still request Special Handling?

Yes, please be aware checks are no longer available for pick up. Check(s) can be mailed to your department representative. Please add the mailing address to the message field within the Payment Request. Accounts Payable will print the check and send the it to the location noted in the message field. Please note: Accounts Payable will not update the Vendor Address. If you need to make a correction to the Vendor Address or add a new remit address, please email CTL-APVendors@fsu.edu.

In lieu of coming to campus, can I request to have the check mailed to my residence?

Yes. When requesting special handing, Please add the mailing address to the message field within the Payment Request. Accounts Payable will process the check and send the it to the location noted in the message field. Please note: Accounts Payable will not update the Vendor Address. If you need to make a correction to the Vendor Address or add a new remit address, please email CTL-APVendors@fsu.edu.
Checks will be printed on Wednesdays.

Can I receive my cash advance (for Participant Incentives, etc) via Direct Deposit vs. receiving a check?

Yes. You can download the Vendor Direct Deposit Authorization at the FSU Controller’s site. Submit the completed application through FSU’s Drop Box to ctl-epayments@fsu.edu to ensure security and privacy.

My Travel Card had a fraudulent charge. When will I receive my replacement?

The replacement will be available when campus is fully operational. Approved flights can be booked in Concur using the Lodge Card for payment. If you urgently need the card, please contact T-Card administrator: Derrick Myrick: (850) 644-3943 / dmyrick@fsu.edu

I was informed that I have a T-Card ready for pickup. Can I come get it?

The replacement will be available when campus is fully operational. Approved flights can be booked in Concur using the Lodge Card for payment. Shipping may be an option if you can’t pick up. Contact travel@fsu.edu for more information.

I’m a P-Card holder with a receipt, but I can’t give it to my Proxy in person.

Use your cell phone to take and email a photograph of the receipt.

Can I still email or call P-Card staff?

Yes you can, P-Card staff can be reached by phone or email.
Derrick Myrick: (850)644-3943/ dmyrick@fsu.edu
Joy Henderson: (850)644-5481/ jhenderson3@fsu.edu
Blaine Fasone: (850)644-5294/ bsineath@fsu.edu

How do I setup direct deposit?

You can download the Vendor Direct Deposit Authorization at the FSU Controller’s site. Please include a copy of a voided check to insure accuracy of the account and routing number. Submit the completed application through FSU’s Drop Box to ctl-epayments@fsu.edu to ensure security and privacy.

I cancelled a Purchase Order in Spearmart and the order arrived to the department with the Invoice, what should we do?

If the department chooses to keep the goods, please create a confirming order referencing the cancelled PO. Write the new PO number on the invoice and scan it to CTL-Invoices@fsu.edu.
If the department chooses to return the good, please create a confirming order referencing the cancelled PO. Request a credit memo from the supplier. Please send the invoice and the credit memo with the new PO number and scan it to CTL-Invoices@fsu.edu.

Can you help me obtain electronic signatures on the monthly P-Card Reconciliations?

Yes, follow the direction located here. This website will guide you through the process to:
1. Create your DocuSign signature.
2. Upload the Signature form pdf.
3. Insert email addresses for the two people who need to sign.

Travel COVID-19 FAQs

I just returned from a location where COVID-19 was reported. What now?

Please follow FSU and CDC guidance.

How do I enter a travel request for a trip outside the state of Florida?

Forward permission from your vice president, along with user’s name and EMPLID to travel@fsu.edu. The travel office will add an exception to the user’s profile in Concur allowing that person to submit a request and notify them when it is in place. Once the user has a fully approved request in place, they may purchase flights, reserve a hotel, etc. All airline tickets must be purchased in Concur.

I want to register for an international conference in the summer or fall. What should I do?

At this time FSU has suspended all travel without Vice-President approval.
We recommend waiting until closer to the time of the trip (e.g. 3-6 weeks) and reassessing the situation. The guidance for COVID-19 is changing rapidly. If you wish to travel internationally, you must receive permission from the Vice-President of your division (Provost, Finance & Admin, Research) and forward that permission to travel@fsu.edu in order to submit a request.

Why can’t I submit a request in Concur?

Travel outside the state of Florida will require a Vice President’s approval. Users cannot submit a request or book a flight in Concur without Vice-President approval. If you have approval, please forward it to travel@fsu.edu to receive the ability to submit a request. Effective April 1st, Vice President’s approval will no longer be required for travel within the state of Florida. Concur will allow all in-state travel to be processed without an exception.

Is domestic (U.S.) vehicle travel included in the current university travel restrictions?

Only travel within the state of Florida is allowed. All other travel must be deemed essential, in advance, by the traveler’s vice-president.

I’m not going on my trip anymore, what now?

Individuals are responsible for cancelling their existing reservations for trips starting on Friday, March 13, or later.

Can I travel between FSU Campuses?

Travel between FSU campuses and locations (Main, Panama City, Marine Lab, Ringling, College of Medicine Regional Sites, etc.) is allowed for essential personnel.

Do I have to book personal travel in Concur?

No. Travelers are welcome to use Concur and World Travel to book personal trips, but it is not required. Travelers who do so have the option to mark a trip as personal and not share the itinerary with FSU.

Do I have to submit a travel request for personal travel?

No.

My conference was cancelled. Can I be reimbursed?

When a trip is cancelled due to circumstances beyond the traveler's control, FSU will reimburse the traveler for any expenses already incurred. We do ask that the traveler or travel rep attempt to obtain refunds and note that they did so on the expense report. When a traveler is unable to obtain a refund, they should complete an expense report for the ticket and note that the trip was cancelled.
If the traveler receives a credit, the traveler should still complete an expense report as above and attempt to use that credit for business travel before it expires. If the credit expires, the traveler is not responsible for reimbursing FSU. If the traveler elects to use the credit for personal travel, the traveler will owe the amount of the credit back to FSU.
It is the responsibility of the department and traveler to keep track of any credits. If the traveler booked their flight in Concur, their credit will show up on their profile in the "Unused Tickets" section. The traveler will be prompted to apply the credit when booking a future ticket.

How do I book a Basic Economy ticket?

Once you’ve received Vice-President approval, call World Travel Service at (855) 967-2818 to book a basic economy fare. The fee for booking over the phone is $17, which is a reimbursable expense. Please note that basic economy fares are non-refundable, do not allow seat selection, and travelers will not receive a credit to use on a future flight if they must cancel. FSU recommends booking main cabin/coach/economy fares.

I have a question that isn’t covered in these FAQs. Who should I talk to?

Please contact FSU Travel at travel@fsu.edu.

My conference went virtual. How do I process the charge?

If conference registration is the only expense to be reimbursed, complete the expense report as non-travel. These reports do not require a request. For the Reason for not Using Other Procurement Methods field, please note that the conference changed from in-person to virtual/online. If other expenses are also being reimbursed (flight, hotel prepayment, etc), please process a travel expense report.

Are webinars/virtual conferences allowable out-of-pocket or t-card reimbursements during the COVID-19 pandemic?

While paying with a P-card is preferable, FSU will reimburse out-of-pocket or t-card virtual conference (webinar) registrations. Please note that in-person conferences are not allowed unless deemed essential by the traveler’s vice-president.

Updated - 01/25/2021