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Controller's Office > News > Panther Post Newsletter
  Newsletter 2012 Volume 8

  In this Edition...

  • General Updates
  • Accounting and Reporting Services
  • Payment Services - Accounts Payable
  • Payment Services - Credit Card Solutions
  • Payment Services - Travel Services
  • Purchasing Services
  • Financial Systems and Support Services
  • How to sign up for the Panther Post Newsletter
  •   General Updates

      Target Audience: All PantherSoft Users

      We have all experienced e-mail overload which may have resulted in important information being overlooked. The   Controller’s office is sensitive to this dilemma, and in an effort to reduce the overload while ensuring important   information is effectively communicated, we are changing the medium for Controller’s office announcements from   multiple e-mails to a single monthly Panther Post. This resource will also be accessible through the Controller’s office   web site News link. It will keep you posted on current month’s topics, events, announcements for monthly closings and   other upcoming deadlines and also serve as a reference tool to review and research prior topics. The archived   newsletters are available through the Controller’s office website Archived Newsletters.

      If you wish to be added to the ListServ for the Panther Post, please email GLMAINT.

    General Updates Top of page

      Accounting and Reporting Services

      Target Audience: All PantherSoft Users  

      Monthly Closing Calendars:The February 2012 period in the general ledger closed last Friday. When running   your reports, please keep in mind that the Reporting Environment has a 24 hour delay in displaying data. Our team   counts on you to meet crucial Monthly Closing Deadlines that enable us to maintain a timely financial reporting   process. The current month schedule can be found at Accounting and Reporting Services.

      If you are experiencing difficulty with PantherSoft or have questions, please feel free to contact our Call Center for   assistance at Extension 7-7200. Open Labs are now offered Monday thru Friday between 9:00 a.m. and 3:30 p.m. at   the Campus Support Complex (CSC) Room 1135. Please call Extension 7-7200 for an appointment. We encourage   you to bring your own transactions so that we may provide you with real hands-on assistance using work related   scenarios.

      Accounting and Reporting Services Contact Information

    Back to Accounting and Reporting Services Top of page

      Payment Services - Accounts Payable

      Target Audience: All PantherSoft Users

      The Accounts Payable department is now accepting invoices via e-mail. If you or a vendor wishes to e-mail an invoice   to Accounts Payable, please send them to payables@fiu.edu. Invoices should NOT be e-mailed directly to the Sr.   Fiscal Assistants. We will continue to accept invoices via interoffice and regular mail.

      Unencumbered Forms:  Later this month, the Office of the Controller will be replacing the current manual   unencumbered form with an electronic version. The form, including back up documentation, will be routed through a   workflow for departmental approvals and eventual submission to Accounts Payable. More information will be provided   at a later date.

       Updates and Changes in AP:  The Accounts Payable department would like to introduce two new members of our    team: Andres ‘Andy’ Brito and Nodalys Mosquera. They joined our Team in February. We have also made changes    to the vendor assignments.

      The current assignments are:

  • Karla Alfaro – Vendors beginning with B, C, D, N

  • Andres Brito – Vendors beginning with H, I, J, K, L, M

  • Beatriz Castañeda – Vendors beginning with A, X, Y

  • Nodalys Mosquera - Vendors beginning with O, P, W, Z, Single Payments

  • Zerelda Rodriguez - Vendors beginning with Q, R, S, T, U, V

  • Maria Urbieta - Vendors beginning with E, F, G, Foreign Payments

  •   Accounts Payable Contact Information

    Back to Payment Services - Accounts Payable Top of page

      Payment Services - Credit Card Solutions

      Target Audience: All Credit Card Users

      Florida Sales Tax Exemption

      The Departmental Card:  The Credit Card Solution Team would like to remind you that all Departmental Card   purchases are Florida Sales Tax Exempt. All transactions made within the State of Florida or that are shipped to the   University directly are exempt from the State of Florida Sales and Use tax.

      If the Cardholder is placing an order and they are physically in a location outside of the State of Florida, then they   may be charged that State’s sales tax or any other applicable taxes from other countries. Any Federal or local taxes   may not be exempt. The Cardholder should always inform the vendor that the purchase is tax-exempt before the   transaction is completed. A copy of the tax exempt certificate should be presented to the vendor when placing an   order in person or the certificate can be faxed or e-mailed to the vendor.

      Also, If the vendor will not deduct the sales tax or will not honor the Florida Tax Exemption without   additional paperwork, the Cardholder may continue with the purchase, but is required to note on the   receipt that they requested that the sales tax not be charged and that the vendor refused. This notation   documents that an attempt was made not to have the sales tax charged.

      A copy of the University’s Certificate of Exemption is available under the Controller’s Website.

      The T&E Card:Transactions made with the T&E Card are not exempt from the State of Florida Sales and Use Tax.

      Important Travel Reminders:

      As a reminder, both cardholders and approvers should ensure that travel policy is followed for all purchases.   Guidelines to keep in mind when making purchases include:

  • That the traveler has a TA in place and that it is in an Approved status prior to making purchases.

  • Hotel room rates do not exceed the GSA rates (for Domestic Travel) and DOD rates(for foreign travel).

  • Economy or Coach Airfare may be ordered through an on-line travel website (Travelocity, Expedia, etc.)    directly through the airline website or a travel agency.
  •   For additional information on the university Travel Rules and Procedures, click here to visit the Travel & Other   Expenses Manual.

      Restricted Vendor/Purchases:

      The university has exceeded the bid threshold limits for Rex Chemical. Effective thru June 30, 2012, all purchases to   this merchant are prohibited with the Departmental Card. For assistance in locating an alternative merchant to Rex   Chemical for your purchasing needs; please contact Tere Portuondo in Purchasing Services at ext. 7-2161.

      Additionally, we would like to take this opportunity to remind you of a few purchases that are restricted on   the Departmental Card:

  • Hazardous Chemicals

  • Portable Heaters, Fans and Air Purifiers

  • Greeting Cards

  • Gifts and Gift Cards

  • Flowers & Balloon Arrangements (for individual recognition)

  • Holiday Decorations, Parties or Party supply

  • FIU Parking Decals

  • Alcoholic Beverages

  • Staff Lounge Supplies (appliances, coffee, creamer, sugar, paper goods etc)

  •   University Card Security

      Each cardholder is responsible for the security of the card assigned to them. Use of the University issued Credit   Card is limited to the Cardholder whose name appears on the face of the card. Under no circumstances should a card   be given or loaned out to another person.

      Please remember that all precautions should be used to maintain confidentiality of all information relating to your   card, such as the card number and expiration date. The Card and/or Card number should never be left in a   conspicuous place, emailed or shared with anyone else, even with a trusted colleague.

      Online Resources

      Have additional questions about The Credit Card Solutions Program? Answers are only a click away!

      All program manuals are available online:Departmental Card Manual and/or T&E Card Manual

      These valuable resources can provide you quick clarification on program rules and procedures, easy access to forms   and other related links; in addition to contact information to help you connect with a Credit Card Solutions Team   Member.

      Credit Card Solutions Contact Information

    Back to Payment Services - Credit Card Solutions Top of page

      Payment Services - Travel

      Target Audience: All Finance Managers

      It is important that you review the attached spreadsheets and take appropriate action necessary to assist in   reconciling and expediting payments to the University community. We will continue to send the list of encumbered   Travel Authorizations (TA’s) and Expense Reports requiring approval for this fiscal year. The following are some   important reminders:

      Encumbered TA’s:

  • If there are Travel Authorizations (TA’s) in an approved (APR) status for trips that have already     occurred, make sure an expense report is created to close those TA’s.

  • If the travel was cancelled and there were no expense incurred, then cancel the TA’s to release these     encumbrances. See navigation below.

  • If the trip has already occurred and an Expense Report has been paid, then cancel the TA for that     report.

  • If you are an HR Supervisor, Expense Manger or Project Manager please expedite any TA’s awaiting     your approval.
  •    If guidance is needed with the process of closing Travel Authorizations (TA), the following navigation is helpful, or    contact the Call Center at 7-7200 or email at GLMAINT.

      Navigation: Employee Self-Service> Travel and Expense Center> Travel Authorization> Cancel> Enter Traveler’s   Employee ID> Search> Select the TA# to Cancel> Cancel Selected Travel Authorization.

      Expense Reports pending further action:

  • If there are Expense Reports (ER’s) in a pending (PND) status, please review and if the Expense     Reports need to be processed, please click the submit key.

  • If the Expense Reports do not need to be processed, please call the Travel Department at #7-2543 or     the Call Center at 7-7200.

  • If you are an Expense Manger or Project Manager please expedite any Expense Reports awaiting your     approval.
  •   Status Abbreviations:

      Approved - APR

      Approvals in Process - PAR

      Submitted - SUB

      Pending - PND

      Travel Services Contact Information

    Back to Payment Services - Travel Top of page

      Purchasing Services

      Target Audience: All PantherSoft Users

      During our Operational Audit for fiscal year ended June 30, 2011, approximately 1,900 assets with costs exceeding   $5,000, were unable to be inventoried. Some were transfered or moved off-campus without proper documentation.   Some could not be found but had never been reported as missing to law enforcement and Property Control.

      Asset Management/Property Control would like to stress the importance of the accountability and safeguarding of   tangible assets and therefore has made the following changes to its procedures to ensure that property records are   complete and accurate.

      The University has implemented the Asset Management Self-Service function within Peoplesoft to automate the   transfer of property between locations, accountable officer, or funding source through an approval process.

      Asset Management/Property Control has also strengthened its procedures for property that cannot be located.   Departmental Accountable Officers will need to submit Reports of Survey within an acceptable time period. If no   Report of Survey is submitted, Property Control will initiate the Report of Survey reporting the missing property to the   appropriate law enforcement agency. Due to the unique nature of property that is listed as being research-related,   Property Control will investigate further with the project manager/principle investigator of record to locate and account   for research-related property.

      Purchasing Services Contact Information

    Back to Purchaisng Services Top of page

      Financial Systems and Support Services

      Target Audience: All PantherSoft Users

      The Office of Financial Systems and Support Services is pleased to unveil an all new nVision analytical report: the   Detail Transaction or DT report. This reporting tool is based on the popular report TRANDATA and allows the users   to obtain details regarding transaction by different fields including: budget account, detail account, vendor, traveler   and more. It also allows a year over year comparative analysis of budgets and expenses. In addition, this nVision   report enables the user to double click on any figure to access the TRANDATA information instantly within the excel   workbook without having to run any Drill Down.

      Join us on March 29, 2012 to find out all about this new tool as well as the many available reports by registering to the   reporting class using this Registration Link.

      Associate Controller-Financial Systems and Support:  The Office of the Controller is currently seeking an   Associate Controller-Financial Systems and Support Services to provide leadership and management including vision,   oversight and supervision, consistent with the goals and objectives of the University, Division of Finance   Administration and Office of the Controller to the department of Financial Systems Support Services.

      For further information or to apply online visit the Careers at FIU website and reference job opening #503890.

      Financial Systems and Support Services Contact Information

    Back to Financial Systems and Support Services Top of page

      How to sign up for the Panther Post Newsletter

      The Panther Post is distributed to individuals on the following ListServ: Office of the Controller, Finance-Managers   and PantherPost. If you wish to be added to the ListServ for the Panther Post, please email GLMAINT.

    Back to Panther Post Sign Up Top of page

    Office of the Controller