The university is pleased to announce that the final phase of the new solution for Auxiliary Accounts Receivable and Billing is rolling out for multiple auxiliaries on October 1st, 2020.
Financial Representatives were notified via a FinRep listserv in September 2020.
How does this impact me?
If your department utilizes services from the following departments, fully approved internal, auxiliary Purchase Orders must be in place before services can be provided beginning October 1st, 2020.
- Facilities (Selling Departments beginning with 041 and 042)
- Facilities Services, including maintenance, fuel, building services, and grounds charges
- Facilities Utilities, including all monthly utilities charges for electric, water, chilled water, etc; pull fees; and confidential shredding
- Note: Facilities Design & Construction processes are not changing.
- Northwest Regional Data Center (NWRDC) (Selling Department 112000)
- Information Technology Services, Storage, and Membership fees
- Challenger Learning Center (Selling Department 213002)
- All services provided by the Challenger Learning Center, including space rental, food & beverage, tickets, educational services, and gift shop goods.
When do I need to take action?
- Requisition entry for current, ongoing, and anticipated expenditures from the above auxiliaries should take place as early as today, and before October 1st, 2020.
- The Controller’s Office and the selling auxiliary will monitor departmental requisition activity and will contact departments to ensure POs are in place.
How do I comply with this new requirement?
- Enter requisitions/create POs for the applicable auxiliaries in accordance with the internal purchase order process. Detailed training documents have been created for each auxiliary; please review as you enter your requisitions to avoid having to re-enter or correct errors. If this applies to you, please enter requisitions as soon as possible - as early as today, and before October 1st, 2020.
- Manage encumbrances (through change orders) and/or create new POs as appropriate on an ongoing basis throughout the year.
What resources are available to support me during this process?
- Frequently Asked Questions
- Tutorials
- Internal Requisition Entry for each line of business
- Understanding Auxiliary AR/Billing Charges (includes how to view invoice PDF)
- Understanding Internal Billing Training (BTUIB1)
- Throughout the year, Auxiliary Accounting hosts training to assist departments in understanding how to create and manage internal, auxiliary POs and learn more about internal billing at FSU.
- If you are interested in signing up for a future session of this course, please navigate to http://my.fsu.edu > HR > Learning & Development > Request Training Enrollment and search by course name “Understanding Internal Billing” or course ID BTUIB1 to see available sessions.
- Estimating Encumbrance Amounts
- For guidance when estimating encumbrance amounts, review the Determining Requisition Amount training guide. Due to the 10/1 go-live date, encumbrance estimates using the entire last fiscal years’ historical data should be reduced by a factor of 25% (multiply annual totals by 0.75) for a more accurate encumbrance estimate. Other factors may play into your encumbrance estimates, such as reduced or increased demand for services, projects, etc. The queries provided below have been created to assist with this calculation and only include data for periods 4-12.
- For Facilities encumbrances estimates, use query FSU_CTRL_AUX_FAC_JRNLS.
- For NWRDC encumbrances, use query FSU_CTRL_AUX_NWRDC_JRNLS.
- For Challenger Learning Center encumbrances, use query FSU_CTRL_AUX_CLC_JRNLS.
- For guidance when estimating encumbrance amounts, review the Determining Requisition Amount training guide. Due to the 10/1 go-live date, encumbrance estimates using the entire last fiscal years’ historical data should be reduced by a factor of 25% (multiply annual totals by 0.75) for a more accurate encumbrance estimate. Other factors may play into your encumbrance estimates, such as reduced or increased demand for services, projects, etc. The queries provided below have been created to assist with this calculation and only include data for periods 4-12.
What are the benefits to university departments?
There are many benefits to departments, including:
- Enabling encumbrances for internal purchases
- Improved reporting
- Reduced budget errors and time spent researching errors
- Permitting Sponsored Research pre-approval for CAS exemptions by project
- Eliminating IDR processing
Additional Information
If you should have any questions, please email CTL-AuxiliaryAccounting@fsu.edu, or contact the auxiliary’s billing representative.
Internal Auxiliary Change Order Form
