Florida International University - Office of the Controller Main Web Page
Florida International University Main Web PageOffice of the Controller Main Web Page
Office of Finance & Administration Home PageOffice of the Controller Home PageAbout UsController's Office Organizational ChartDepartmentsNewsFormsIndex
  Home
  About Us
  Organizational Chart
  Departments
News
 
 
  Forms
  Index
  Contact Us

Controller's Office > News > Panther Post Newsletter

Newsletter 2017-2018 Volume 6

In this Edition...

  • Monthly Closing Calendars
  • Total Contract Manager (TCM) Project
  • Procure to Pay (P2P) Project
  • Florida Sales Tax Rate Change for Rental, Lease, or License to Use Real Property
  • Third Party Accounts Payable Audit
  • Invoice Images
  • Electronic Unencumbered Forms
  • Invoices Pending Receipt
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The November 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.


    Total Contract Manager (TCM) Project

    In preparation of FIU’s new contracting tool called Total Contract Manager (TCM), which rolls out on December 20, 2017 for procurement contracts, a cutoff date of December 1, 2017 has been established for submitting your contract requests via contracts@fiu.edu. Please hold all contracts for submission between December 1, 2017 and December 19, 2017 so you can enter them in TCM by your designated contract manager. If your contract is time sensative you can submit it through contracts@fiu.edu. Beginning December 20th, all new procurement contract requests must be submitted through TCM by the Contract Manager. Contracts will no longer be processed through contracts@fiu.edu. Therefore, Colleges/Departments must have a designated Contract Manager who is trained on TCM and has access to TCM.

    TCM Contract Managers and Contract Approvers are required to attend TCM system training and Procurement Contract training as previously communicated by the Office of the Controller. We have already conducted several training classes and additional training classes will be scheduled to help ensure everyone has attended the required training. Please register for any of the upcoming training sessions via the FIU Professional Development site. These courses can be found under The Office of the Controller.

    Please be aware that we will be removing the “Business Unit Approver” requirement when processing contracts through TCM. The TCM Contract Approver role will only be given to the individuals mapped to the contract compliance approval workflow. We will no longer require business unit approvals and instead will rely upon each individual that has been given the Contract Manager role to only process those contracts which are appropriate and have received the necessary internal approvals which is part of the Contract Manager’s responsibility.

    We ask that Colleges/Departments participate in TCM’s User Acceptance Testing (UAT) on December 18th and 19th, 2017. Please email Office of the Controller if you would like to participate in UAT and a separate e-mail communication will be sent to you with more details.


    Procure to Pay (P2P) Project

    The Office of the Controller has been working on a P2P project to establish a roadmap to implement the “best in class” solution looking at people, process and technology. The Office of the Controller’s vision is to establish a holistic, enterprise wide P2P solution that integrates the right technology efficiently while providing better visibility, collaboration and meets FIU’s key requirements. The Office of the Controller hired a consultant to conduct Needs Assessment meetings with 12 key Colleges/Departments, nine Campus Support Teams and four Strategic Suppliers to establish FIU’s key P2P requirements. Some of the key requirements already identified include:

  • Improve the end user experience
  • Integrate with PeopleSoft Financials and Jaggaer’s TCM and myFIUmarket
  • Support an efficient Center-Lead Procurement Operations
  • Online supplier self-service
  • Reduction in operating costs
  • Improve strategic decision making and reporting
  • Support efficient disbursements
  • Support efficient invoice processing
  • The project deliverables for the P2P Needs Assessment includes:

  • Document FIU’s needs and which technology best meets them
  • Document Jaggaer and People Soft technology options and data flows
  • Document advantages and disadvantages of each technology model
  • Following the Needs Assessment phase, we will conduct additional meetings to further discuss processes and define the technology solution that best meets FIU’s needs. We would like to thank everyone who has participated in the P2P project. We will continue to engage the FIU community as we finalize the P2P roadmap.

    If you have any questions on either of the Procurement Projects, please feel free to reach out to Kelly Loll, Procurement Director at ext. 1246 or Crystal Herrera, Interim Associate Procurement Director at ext. 2164.


    Florida Sales Tax Rate Change for Rental, Lease, or License to Use Real Property

    Generally, Florida imposes a 6% sales tax on the sales of most goods and certain services. The tax is also imposed on commercial leases and licenses to use real property. Some examples of real property rentals that are subject to tax include (commercial office or retail space, conference rooms, ballrooms, stadiums, arenas, etc.). In addition, Florida counties can impose a local option surtax on top of the 6% rate that varies by county. The sales tax rate is 6% in Broward County and 7% in Miami-Dade County (due to an additional 1% surtax) for calendar year 2017.

    Effective January 1, 2018, the sales tax rate imposed under Florida Statutes on the amount charged for renting, leasing, or granting a license to use real property is decreased from 6% to 5.8%. Therefore, the sales tax rate for any rental activity taking place on or after January 1, 2018 will be 5.8% for Broward County and 6.8% for Miami-Dade County.

    However, this reduction does not change the sales tax rate for all other taxable sales. In order to accurately collect and remit the sales tax collected by the University, two new general ledger accounts have been created solely for rental activity taking place on or after January 1, 2018.

  • Account number 311318 (Sales Tax Liab MD Prop Rental) – this account is used to record/deposit sales tax for rental activity taking place in Miami-Dade County that is subject to the reduced 6.8% sales tax rate.
  • Account number 311319 (Sales Tax Liab Bwd Prop Rental) – this account is used to record/deposit sales tax for rental activity taking place in Broward County that is subject to the reduced 5.8% sales tax rate.
  • The two existing sales tax accounts have been renamed and will continue to be used for all other sales tax activity and for rental activity taking place prior to January 1, 2018.

  • Account number 311315 (Sales Tax Liab MD NOT Rental) – this account is used to record/deposit sales tax for rental activity taking place in Miami-Dade County that is subject to the 7.0% sales tax rate. This includes rental activity taking place prior to January 1, 2018 and all other sales tax activity that is not a rental.
  • Account number 311316 (Sales Tax Liab BWD NOT Rental) – this account is used to record/deposit sales tax for rental activity taking place in Broward County that is subject to the 6.0% sales tax rate. This includes rental activity taking place prior to January 1, 2018 and all other sales tax activity that is not a rental.
  • Please continue to use Department Number 110412007 for all sales tax deposit regardless of general ledger account used.

    If you have questions about this change or any other sales tax questions, please email Tax Services or call any of the Tax Compliance Services team members.


    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 vendor’s 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.


    Invoice Images

    Invoice images are available through PeopleSoft see the navigation below. Please note that your navigation may be slightly different, depending on your security access. The image is available by clicking on the ImageNow hyperlink highlighted below. Please contact the Help Desk if you are unable to see the image at ext. 7200.


    Electronic Unencumbered Forms

    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.


    Invoices Pending Receipt

    Here is the list of vouchers in PeopleSoft that are pending a receipt in order to be paid. This report is as of November 30th. 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 December 1st.

    NOTE:The receiving date is the period where the expense is charged.

    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. 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.


    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 November 30, 2017) loaded into PantherSoft on December 1, 2017 and must be completely processed by the end of the business day on December 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 November 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.

     
    Office of the Controller