In this Edition...
Year End Deadlines
Accounting and Reporting Services
Payment Services - Accounts Payable
Payment Services - Travel Services
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Target Audience: University Community
This year, the General Ledger will close on July 3, 2012 due to the transition to the new Chart of Accounts in our financial systems. Accordingly, closing deadlines for the upcoming fiscal year end have been moved up.
Please take special notice of the information contained in this document, and share it with your staff and others you deem appropriate. If you have questions or need further information, please do not hesitate to contact the Controller’s Office at 305-348-2161. Note that these year-end deadlines do not apply to Sponsored Projects which are not based on the fiscal year time frame.
The following dates have been established as deadlines for processing transactions to be charged to FY 2011-12. Transactions not processed by these dates will be recorded in FY2012-13 and charged to your FY2012-13 budget. Due to the upcoming system conversion, there will be NO EXCEPTIONS to the dates herein.
Year End Deadlines for Fiscal Year 2011-2012 Memorandum
Target Audience: All PantherSoft Users
As part of the Controller’s office ongoing efforts to ensure the propriety and accuracy of the data in the general ledger, the Accounting and Reporting section of the Controller’s office is conducting an extensive review of all Department IDs to identify and document the main function of departments and update department name descriptions to more accurately depict the department’s main activity. This review will provide our office with essential information needed to enable us to assign the proper functional classification attributes for department ID’s which we use to report functional expenses in the University’s financial statements. Ms. Silvia Molleda from our office will be reaching out to the departments for assistance and feedback as she conducts this review, therefore, we kindly ask for your cooperation and prompt response since we must complete our review by June 30, 2012.
Monthly Closing Calendars: The March 2012 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. 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.
Smart Internal Billing :
The Smart Internal Billing tool has been in production for the past couple of months, and most departments have been trained and given access to the system. The Office of the Controller will NOT be accepting any paper Department ID transfer Forms after May 1, 2012. After May 1, the Department ID Transfer Form will only be used to process corrections, to process recharge center billing pending final roll out to them and for certain other transactions on an exception basis (specific units have been notified as such). Instead, those of you being billed internally will now be asked to approve charges in PantherSoft. You will be notified that an electronic invoice was created which requires your approval via an email with the subject: “Billing ID XXXXXXXXXXX has been routed to you for approval“.
Security and User Roles: Users must complete an The Access Request Form in order to gain access to the Smart Internal Billing tool. User roles allow users to define items, update existing items and/or create invoices in PantherSoft Financial's.
The current roles and their definitions are:
Role 017 – Bill Creator: User will create/modify bills for the organization
Role 018 – Item Creator: User is allowed to create new items and update existing items
Role 019 – Item Creator (update only): User is only allowed to update existing items
Note: The default roles assigned dynamically to an organizational department approver are to create and/or approve invoices only. It is up to the departmental approvers to decide who else in their organization will be allowed to create invoices and/or create/modify items. These individuals will need to complete an Access Request Form.
For more information, refer to the Smart Internal Billing Manual. If you have any further questions please contact the FSSS helpdesk at ext. 7200 or send an email to firstname.lastname@example.org.
Smart Journal Entry:
In addition, the Smart Journal Entry tool has been rolled out to facilitate the cash transfer process. The Office of the Controllers will NOT be accepting any paper Cash Transfer Forms after May 1, 2012 except for certain transactions on an exception basis (specific units have been notified as such). For more information refer to the Smart Journal Entry Manual.
Training:For training information on the Smart Internal Billing and the Smart Journal tools contact the FSSS Helpdesk at ext 7-7200 or visit our Training Registration link.
Merchant Solution Updates:
New: Every FIU employee that handles sensitive credit card information is required to attend Red Flags Training. You can now register for this training in the Professional Development site, using this link. Red Flags training can be found under, Enroll>University Compliance Office> Red Flags Rule Training (log - in using your AD credentials).
New: Year End Deadlines for Fiscal year 2011-2012: Due to the implementation of the “Charts of Accounts Redesign Project” the last day to create/edit credit card journals for the month of June will be Thursday, June 28 2012 - No exceptions. We suggest that all departments plan accordingly with their staff in preparing for this new date. If you have any concerns meeting this deadline you can notify Julia Cancino at ext. 7-2052 or email email@example.com. If you like to know more concerning the Year End closing deadlines, please refer to the Office of the Controllers 2011-12 Year End Memorandum.
Accounting and Reporting Services Contact Information
Target Audience: All Finance Managers
Accounts Payable E-mail Address: 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 the invoices to firstname.lastname@example.org. Invoices should NOT be e-mailed directly to the Sr. Fiscal Assistants. We will continue to accept invoices via interoffice and regular mail.
Allowable Unencumbered Purchases: The list of allowable unencumbered purchases has been recently updated. Refer to the instructions form on the Controller’s web site for the complete list:
Allowable Unencumbered Payment List
Unencumbered Forms: 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. Please refer to the FSSS section in the Panther Post for the instruction manuals.
Accounts Payable Services Contact Information
Target Audience: All Finance Managers
In preparation for the FY 2011-2012 year end closing and the Chartfield Account re-design, it is important that you review and take appropriate action necessary to assist in reconciling and expediting payments to the University community. Please note, open TA's are encumbering funds that could be available for other budgetary use this fiscal year.
As of April 9th 2012, any TA’s with a travel period ending prior to 10/1/2011, or Expense Reports created prior to 10/1/2011 will be closed or deleted by the Travel Dept. from the financial system.
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.
Approved - APR
Approvals in Process - PAR
Submitted - SUB
Pending - PND
Travel Services Contact Information
Target Audience: All PantherSoft Users
The Office of the Controller will be posting the End of Year Processing Procedures on the Controller’s website and listings of open purchase order encumbrance reports for ALL funds.
For ALL FUNDS, communicate to Mr. Jimmy Carmenate, Associate Controller, Controller’s Office, those Purchase Orders that you wish to close prior to June 30, 2012. Send your requests to close purchase orders, via email only, to email@example.com. Read More
Purchasing Services Contact Information
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.