Office of Financial Services

Office of Financial Services

Frequently Asked Questions

Where is the Office of Financial Services located?

We are located on the 2nd floor of the R.A. Work building.

 

BUDGET DEPARTMENT

What is a budget?

An estimate of income and expenditure for a set period of time.

What is the budget cycle?

The budget cycle is the same as the fiscal year, begins on May 1st and ends on April 30.

When are the budgets loaded?

May 1st

Where can I obtain a copy of this year’s budget for my department?

In Banner under FGIBDST or PAWS Budget Query.

Who is responsible in monitoring the organization’s budget, expenditures, encumbrances and available balances?

Both the Financial Manager and the Senior Budget Manager.

Where can I get budget change forms?

Non Labor: PAWS> Budget Transfer or Multi Line Budget Transfer Buttons

OR

Use Excel spreadsheet under BUDGET  Temp Budget Adjustment Form

Labor: Use Excel spreadsheet under BUDGET Position Control Adjustment Form

How do I find out if my budget change form has been processed by the Budget Office?

In Banner under FGIBDST.

 

PROCUREMENT SERVICES

What do we do when the vendor is not in the system?

As soon as you are aware that you will be dealing with a new vendor, forward a completed/signed VENDOR PACKAGE to Procurement Services. Procurement Services is unable to setup the new vendor without this information prior to creating the requisition. The new vendor package is available in the FORMS section.

What has to go out for bid/quote, and what doesn't?

Formal quotes are required for all items $1,000 or more. Please forward any quotes you have received to Procurement Services. It is the responsibility of Procurement Services to ensure the best pricing has been received. Competitive bids are not required if pricing is under current contract or a sole-source purchase. Even though a department may already have a quote, Procurement Services may choose to obtain additional formal bids for comparison purposes.

If I order something and it is not what was really wanted, can it be returned?

If it was an error on the vendor's part, the answer is "yes". If the department orders something incorrectly or decides a change is required, the answer can be yes but there could be a restocking fee and return shipping charges. Custom/Special orders generally are not returnable.

My department is considering leasing equipment. How do we begin?

Contact Procurement Services for guidance.

When do you need a purchase order verses other payment options?

A purchase order is required for $1500 or more and computers. You should use your Pcard for purchases up to $1499. Exceptions are listed in the Payment Request Procedure. (Please go to home page, Procedures)

What is the status of my purchase order or requisition?

Look into FOIDOCH or FOAAINP/FOAUAPP.  Go into FOIDOCH and enter your requisition or purchase order number. A "C" means complete. "A" means approved. If no letter is in there, your requisition is not complete. If the requisition or purchase order are completed go into FOAUAPP. This form will indicate the queue it is in for approval. Backspace out your name and next block. FOAUAPP has all forms needing approvals.

How can I create a purchase order for something already received?

The "Confirming Purchase Order" procedure states that confirming orders can only be used in emergency situations. You cannot create a PO for a delivery date that has passed.  Please call Purchasing to discuss your particular situation.

How do I know if a purchase order has been assigned?

Look in FOIDOCH in Banner. Enter your requisition number. An "A means the requisition number is approved. If a "C" - look in approval queue. (FOAAINP).

How do I increase the amount of a purchase order?

Please email a request from the department Head to Procurement Services stating the changes required.

Do I put shipping in as a separate line item?

Yes. If the shipping and handling cost is known show it as a line item for freight. Prepay and shipping cost that exceeds 10% of the total order must also show a line item for freight. This will avoid the necessity of a change order.

How do I suspend or cancel a PO or requisition?

Please send an email to Procurement Services with the reason for the request from the Department Head. Only Procurement Services can cancel a purchase order and only if there is no activity. If a purchase order has activity, the memo would be directed to purchasing@fit.edu

When do I put in a Receiver?

As soon as your PO items have been delivered or the service requested has been completed please enter the receiver in the system.