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Controller's Office > News > Panther Post Newsletter

Newsletter 2017-2018 Volume 5

In this Edition...

  • Monthly Closing Calendars
  • Enterprise Wide Roll Out of Total Contract Manager (TCM)
  • Limiting Allowable Hotel Expenses Continues for FY-2018
  • Third Party Accounts Payable Audit
  • AskIT Toshiba
  • Card Inactivity Reviews
  • Credit Card Reconciliation
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The October 2017 period in the general ledger has closed. When running your reports, please keep in mind that the reporting environment has a 24 hour delay in displaying data. The current and future month-end processing deadline schedules can be found at: Monthly Closing Deadlines.


    Enterprise Wide Roll Out of Total Contract Manager (TCM)

    Total Contract Manager (TCM), FIUís new contracting tool, will be rolled out University wide on December 20, 2018 for Procurement Contracts. TCM eliminates inefficient contract management practices while improving process visibility and contract accessibility across the University. Information about contracts is tracked within TCM and contract documents are managed as attachments.

    Please be aware that we will be removing the ďBusiness Unit ApproverĒ requirement when processing contracts through TCM. The TCM Contract Approver role will only be given to the individuals mapped to the contract approval workflow. We will no longer require any additional internal approvals. We will rely upon each Contract Manager to only process those contracts which are appropriate and have received the necessary internal approvals as part of their role and responsibilities. We also encourage each unit/department to develop the process that they expect their TCM Contract Managers to follow when initiating a purchasing contract in TCM.

    FIUís executive administration has appointed approximately 200 TCM Contract Managers to enter FIU Procurement Contracts for their individual units/departments. We will be posting the names of the TCM Contract Managers on the Procurement Services website. We are encouraging each unit/department to develop approval processes to identify TCM Contract Managers in the future (e.g., if the Contract Manager leaves the University). Any changes to the posted list should be sent to Procurement Services.

    TCM training will be conducted the week of November 13th and November 20th. Procurement Contract Process training will also be conducted in November and December.

    Financial System and Support Services (FSSS) will send out notifications to these individuals, including Contract Approvers, to invite them to attend the required TCM trainings. These sessions will provide instructions and resources on creating, approving, executing, maintaining and managing these contracts. If you donít get notified and you think you should be a Contract Manager for your department please send an email to controller@fiu.edu.

    In order to obtain access to TCM, Contract Managers must attend both TCM and Procurement Contract Process Training. Additional information will be sent out as we get closer to the training and go live dates. If you have any questions please contact Kelly Loll at 7-1246 or Crystal Herrera at 7-2164.


    Limiting Allowable Hotel Expenses Continues for FY-2018

    We have received the following guidance from the Office of the General Counsel:

    Section 120. In order to implement appropriations in the 2017-2018 General Appropriations Act for state employee travel and notwithstanding s. 112.061, Florida Statutes, costs for lodging associated with a meeting, conference, or convention organized or sponsored in whole or in part by a state agency or the judicial branch may not exceed $150 per day. An employee may expend his or her own funds for any lodging expenses in excess of $150 per day. This section expires July 1, 2018.

    As of July 1, 2017, the cost for lodging for FIU employees associated with a meeting, conference, or convention organized or sponsored in whole or in part by FIU may not exceed $150.00 per day if paid with state funding (E & G). Amounts over $150.00 must be paid with personal funds. Please note that the lodging limitation of $150.00 applies only to lodging for a meeting, conference, or convention organized or sponsored in whole or in part by FIU. It does not apply to lodging for a meeting, conference, or convention organized or sponsored by other entities, including other state agencies.

    Departments must ensure the requirements of this law are met when establishing lodging for FIU employees attending FIU sponsored events.


    Third Party Accounts Payable Audit

    The Office of the Controller has engaged Broniec Associates to perform an audit and review of our disbursement process. The scope of work covers July 1, 2012 thru December 31, 2016. In connection with this review, Broniec Associates will be verifying that our accounts payable records agree with our vendorís receivables records. Therefore, some vendors may be contacted by Broniec Associates to provide a current open item statement or accounts receivable aging of Florida International University or any of the following divisions: FIU Foundation, FIU Research Foundation, FIU Athletics Finance Corp, FIU Health Care Network, FD Enterprise Holdings or Wolfsonian, Inc.

    An example of such communication is below. Please note, communication might come in the form of email, fax, or US regular mail.

    "Dear Accounts Receivable / Credit Manager:

    We are engaged in a review of our disbursement process. In connection with this review, we would like to verify that our records agree with yours. Please send a current open item statement or accounts receivable aging of your account activity with Florida International University or any of the following divisions: FIU Foundation, FIU Research Foundation, FIU Athletics Finance Corp, FIU Health Care Network, FD Enterprise Holdings or Wolfsonian, Inc. Provide commentary on account issues where appropriate.

    Account activity should reflect the following types of transactions:

  • Open invoices/credit memos
  • Deposits & prepayments
  • Uncashed Refund Checks
  • Customer owned inventory, equipment or other property
  • Unapplied cash/cash on account/overpayments
  • Rent or CAM adjustments
  • We have established a separate PO Box, fax number and email address for responses. Please return the requested information using one of the methods listed below.

    Mail: Auditor Fax: (800) 915-7761
    PO Box 1388 Email: Mailbox@StatementRequest.com
    Norcross, GA 30091-9986 Phone: (800) 557-7888

    If you have any questions, please contact our office at (800) 557-7888 for further clarification. Your prompt response to our request will be noted and appreciated. Thank you for your cooperation.

    Sincerely,

    Dawn Gubanich
    Accounts Payable Auditor"

    If you should have any questions, please contact: Liza Del Campo, Accounts Payable Manager at 305-348-3889 or ldelcam@fiu.edu.


    AskIT Toshiba

    Procurement Services continues to assist Toshiba Business Solutions in improving Printing Services, and to ensure that it meets the needs of the University Community. We have partnered with DOIT to provide Toshiba support through AskIT.

    Effective immediately, please log into the AskIT Toshiba site through the following link: toshibaprinthelp.fiu.edu

    • Click on Toshiba Billing Incident to report an issue with your Toshiba billing
    • Click on Toshiba Billing Service to submit a Toshiba billing related request
    • Click on Toshiba Printing Incident to report issues printing to your Toshiba multifunction printer/copier

    Should you have any questions or comments, please contact Procurement Services by e-mailing copiers@fiu.edu or by calling at 305-348-2172.


    Card Inactivity Reviews

    Bi-annually, a Card Inactivity Review is conducted by the Credit Card Solutions Team. Cardholders who have not had card activity during the consecutive three month period prior to the review will be sent an Inactivity Notification via email.

    • We require that a Cardholder reply with a justification as to why the card account must remain open.
    • Cardholders may also reply to the notification indicating that the card is no longer needed and request account closure.
    • If no response is received within three weeks of the notification, the card account will be automatically cancelled and the Cardholder will receive notification of closure.

    We have recently completed this analysis and notified Cardholders that were identified with inactivity via email during the week of October 30th. We kindly ask that all responses be provided no later than November 17, 2017.


    Credit Card Reconciliation

    As a reminder, scanning of receipts/backup documentation is mandatory.

    A scanned receipt and supporting backup documentation (flyers, attendance sheets, etc.) must be attached to each transaction line. While all charges must still be approved within 10 business days, Approvers will have thru the end of the calendar month to complete attaching all documentation.

    Travel

    Letís 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. A list of pending documents is located here. Information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports can be found here.


    Entering Receipts in PeopleSoft

    When entering receipts, the receipt date defaults to the current date. However, the receiving date in PeopleSoft should always be the date the product was received/services rendered. Please make sure to always edit the date when creating a new receipt.

    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.


    Invoices Pending Receipt

    Please review the list of vouchers in PeopleSoft that are pending a receipt in order to be paid. This report is as of October 31st. Please review and create a receipt if the item has been received or the services have been rendered. Please disregard if a receipt was created on or after November 1st.


    Credits and Statements

    As a reminder, all credit memos should be processed on a timely basis. They should be sent to invoices@fiu.edu for processing. Please do not wait until you have an invoice pending to offset the credit. PeopleSoft should reflect all invoices owed to vendors and credits owed to FIU.

    All vendor statements should be sent to Maria Castillo.


    Departmental Card Deadline

    As a reminder, Departmental Card billing transactions regularly load the first business day of the month; program participants will have 10 days to process this activity in its entirety. This month's billing statement (dated October 31, 2017) loaded into PantherSoft on November 1, 2017 and must be completely processed by end of the business day on November 14, 2017.

    Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not be eligible for a transfer. Cardholders with three unjustified non-approvals in the same fiscal year will have their card temporarily suspended until they complete a retraining session


    Unidentified Wire Transfers and ACH Payments

    The Controller's Office occasionally receives payments that cannot be applied to the appropriate department due to inadequate information. Click here for the list of unidentified wire transfers and ACH payments as of September 2017.

    To claim a payment, please contact Cash Management and provide the following information:

  • Payment details

  • Activity details

  • Account to which the payment should be recorded
  • Payments that are not identified within 45 days of the wire/ACH date will be returned to the sender.

    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.

     
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