For all clubs using their allocation the Advisor's and Campus Life Advisor's authorization are required via Orgsync when initiating the request for the release of their approved funds. The A&S Business Office staff is required to inform and instruct the Committee chairpersons and student leaders on the policies and procedures of the University. This will allow for the appropriate planning of the activities and ensure that the funds are accurately assigned in the individual accounts and categories.If your organization is using Activities and Service Fees (funds from SGA), your event is required to be open and free to ALL FIU students. SGA Finance Code requires that all expenditures be made through an established process. In order to spend your SGA funds you must complete File for Funds and/or Travel Request forms via Orgsync.
Forms are submitted through the Orgsync system for all clubs. The completed forms are forwarded to the Activity & Service Business Office once the Campus Live advisor has approved it. Make sure to submit the forms at least 15 business days prior to the desired event/purchase date. For Councils and Organizations, please check with your advisor.
The proper office will review the File for Funds request form prior to processing. If there are any questions or your request is declined, you will be notified. The File for Funds request will be processed after it has been approved. At no time before the File for Funds form request is approved should your organization commit any funds. Individuals/organizations that make a purchase without prior approval should understand that they will not be reimbursed and should consider the purchase a donation.
The SGA Finance Code prohibits paying expenditures without proper authorization. Overspending is also prohibited. Organizations are responsible for reimbursing Student Government for the amount overspent.
The Commodity Card is designed to improve efficiency in processing; it allows the A&S Business Office to make purchases of materials, supplies, services and non-capital outlay (OCO) equipment (less than $5,000 unit cost) directly from any vendor that accepts VISA. Orders can be placed by phone, by fax, over the Internet or in person.
An official document issued by FIU's Purchasing department that lists all the order details (items, quantities, prices, contacts, authorized users, dates valid, and PO#). This document goes to the vendor and acts as a guarantee of payment for their goods/services.
Used for on-campus vendors such as the Graham University Center, Wolfe University Center, Publications, Parking Service, and other FIU departments. Submit a File for Funds Request along with quote from the department which services are requested.
This is used when you employ someone for a service (such as production, staging, lighting) rather than a commodity. Payment will be issued after services rendered. Please work with the Campus Life Office to make sure all forms are taken care of before the event, due to the different services. Most services require that the vendor has an insurance form filed with the University's Purchasing department.
A contractual service occurs when you hire a person or group to provide you with a service (for example, DJ's, comedians, lectures and bands) instead of a commodity (for example, food, t-shirts or other merchandise). Student organizations ARE NOT authorized to sign ANY contracts (they are not legal entities of Florida International University). All requests for an entertainment performance agreement must be reviewed and signed by the VP for Student Affairs.
The purchasing process for an entertainment performance agreement entails completing the appropriate Contract Information form and attaching all essential documentation. All paperwork must be submitted at least 15 business days prior to the event date. If a check is needed on the day of the event, it must be indicated on your request form and submitted 20 business days prior to the event date.
FIU employees, in any capacity (full-time, part-time, OPS, etc.), cannot be paid via a purchase order since they cannot be classified as an independent contractor. Student organizations, agencies, bureaus, and affiliated projects cannot pay FIU employees or organization members for services rendered or for any goods.
After obtaining the goods/services, your organization needs to submit the receipt/invoice from the vendor to the A&S Business Office within 5 days of the purchase. This is to ensure the vendor receives payment in a timely fashion. Failure to comply with completion of the Purchasing process may result in a "hold" on your student records.
Please note: Items purchased for recurring use must be stored on campus and must be able to present such inventory for audit.
Travel must be authorized in advance. The adviser must approve the detailed travel plans, and funds must be available in the agency/organization budget. The Travel Request form must be submitted to the A&S Business Office at least three (4) weeks prior to the trip. The Travel Request form can be found in the Forms link above.
Remember depending on the nature of the trip, advance registration and flight reservation need to be arranged and paid with ample time - please plan accordingly.
The traveler will be reimbursed for approved expenses after returning from the trip, if they have not been directly charged to the University's group travel card. Make sure that all receipts for expenses are submitted to the A&S Business Office within 10 days of the day of travel. If receipts are not received within 10 days, the travel request may be cancelled revoking your right to any reimbursement. The request for travel is used for one person unless otherwise indicated.
All driving must follow a usually-traveled route. Mileage reimbursement is when your OWN automobile is driven and is reimbursed at $.44 per mile; mileage is based on the university's listing of mileage from Miami to various in-state and out-of-state locations. This information can be obtained from the travel department's website
*Gas is not reimbursed when a private automobile is driven. The $.445 mileage reimbursement covers gas and mileage.
The University currently has a state contract with Enterprise. Reservations will be made directly by the A&S Business Office. Only the student who is listed as the traveler on the form will be allowed to pick up and drive the vehicle. Traveler will need to pay the rental cost and will be reimbursed.
Transportation by common carrier when traveling on official business will be paid directly by the University group travel card. Also, it may be paid directly by the traveler and must be substantiated by a paid receipt. Charges assessed for the replacement of lost tickets are not reimbursable, and will be borne by the traveler.
Hotel charges should be justified if over $150 per night in the State of Florida or if over $150 out of the state. Charges should be comparable to the area (i.e., $250 would not be unusual in New York but would be in Athens, Georgia). Travelers should try to stay 4 to a room if possible.
Request for Reimbursement - ONLY applies to Graduate & Professional Student Committee (GPSC).
Registration fees can be paid prior to the travel through a University group travel card. You will need to submit a completed registration form to the A&S Business Office prior to the registration due date. Please be aware of early bird specials and make an effort to submit the Travel Request Forms to the office in order to meet conference deadlines.
Direct Deposit or Reimbursement checks are mailed directly to the traveler by the University Controller's Office.
Activity and Service Business Office
11200 SW 8th Street
Miami, FL 33199
Monday - Friday 8:30 am to 5:00 pm
Silvana Rogelis, Finance Manager
Maria T. Reyes, Sr. Accounting Clerk
Teresa Amador, Coordinator, Administrative Services