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Controller's Office > News > Panther Post Newsletter

Newsletter 2017-2018 Volume 1

In this Edition...

  • Fiscal Year End 2016-2017
  • DSO Reimbursements GL Account Change
  • Blanket Purchases Orders
  • Unencumbered Voucher Dashboard
  • myFIUmarket New Catalogs
  • Card Cancellation Process
  • Reminders and Deadlines
  • Fiscal Year End 2016-2017

    The initial close of the general ledger for the month of June 2017 was completed on July 17th, 2017. This date was the deadline to record all journal entries from university departments, process allocation journals for the shared services fee and record accruals for major expenses like payroll and initial accounts payable in the system. From July 18th to August 1st, the Controller's office will continue to record additional accruals and other closing entries for financial statement purposes. On August 2nd, university departments will be able to run reports for FY2016-17. Refer to the FY2016-17 Year End Memorandum for further information. Our team counts on you to meet crucial year-end and monthly closing deadlines. We thank you for your effort and cooperation throughout the year.


    DSO Reimbursements GL Account Change

    To the University Community, effective as of July 1, 2017, the use of GL Account 689090 DSO Non-Operating Revenue will be discontinued due to a change needed for Financial Statement presentation purposes. This account will be inactivated to prevent future use. The new replacement G/L revenue account to use going forward for the DSO reimbursements that meet the respective criteria noted below is as follows:

    DSO Non-operating Donations - G/L code #683990

    Non-operating donations normally result from non-exchange transactions, defined as value received with no good or service exchanged.

    Examples of DSO Support that quialifies as Non-operating Donations:

    • Salary supplements and/or subsidies for university faculty and staff

    • Student scholarships (primarily for Funds 471 and 472)

    • Subsidies to cover university operating expenses

    • Noncapital gifts

    Please note that this change does not affect the use of the other existing G/L revenue account 659090 – DSO Operating Revenue for revenue from reimbursements that meet the criteria for use of that G/L revenue code.


    Blanket Purchase Orders

    Procurement Services will be reviewing blanket purchase order requests to ensure they are in compliance with the quote thresholds listed below. If an order is not backed-up by a contract or an exemption, and if multiple quotes cannot be provided for orders under $75,000, the department will be required to provide justification.

    • One quote for purchases under $14,999.

    • Two or more quotes for purchases from $15,000 - $29,999.

    • Three or more quotes for purchases from $30,000 - $74,000.

    • Purchases valued at $75,000 or more need to go through a formal competitive solicitation process.

    For more information on our Informal and Formal Competitive Process, please refer to our Procurement Manual


    Unencumbered Voucher Dashboard

    The Unencumbered Voucher Dashboard is now available for all users. The Dashboard makes searching for submitted unencumbered forms easier. You can search by employee ID, vendor ID and submitted dates and will be able to see what step in the process the form is in. You can still use WebNow for approving forms if that method is preferred. Please click here for log in instructions to the Dashboard.


    myFIUmarket New Catalogs

    Procurement Services has added the following catalogs to myFIUmarket: Henry Schein Medical and Bio-Rad. We are currently working on setting up the Qiagen catalog, which will become available by the end of July. As a reminder, blanket purchase orders issued to these new myFIUmarket suppliers will no longer be valid. We will be sending out more information to the requestors affected by these new catalogs.


    Card Cancellation Process

    When a card needs to be cancelled due to a cardholder transferring to another department, change in job duties or termination of employment, the approver or department MUST notify the Credit Card Solutions (CCS) team in an email immediately, prior to any Card Cancellation form being sent. Departments that fail to follow the correct and timely card cancellation protocols risk losing the card privileges for their entire unit.

    Travel

    Let’s expedite approving Travel Authorizations, Cash Advances and Expense reports. Documents that have not been completely finalized and are older than 90 days will be cancelled or deleted by the Travel Department. For a list of pending documents, please click here. For information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports, please click here.


    Entering Receipts in PeopleSoft

    Please complete the receiving in PantherSoft as soon as services are rendered or goods are received. In most circumstances, you should not need to review the invoice in order to complete the receiving in PantherSoft. An invoice will only be approved for payment when all of the below criteria are met:

    • The price of an item(s) equals the price on the PO

    • The items being billed are ‘received’ in PantherSoft

    Note: The ordering department controls when payments are made by managing the receiving of the goods or service in PantherSoft.

    The receiving date in PeopleSoft should always be the date the goods were received – not the date that the receiving entry is made (default date).

    Please follow these instructions for changing the receipt date in PeopleSoft. If you need assistance, contact the PantherSoft Help Desk at 7-7200 with any questions.

    This process should be followed throughout the year, not just at year-end.

    How to sign up for the Panther Post Newsletter

    If you wish to be added to the ListServ for the Panther Post, please email controller@fiu.edu.

     
    Office of the Controller