In this Edition...
Accounting and Reporting Services
Payment Services - Accounts Payable
Payment Services - Credit Card Solutions
Payment Services - Travel Services
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The Chart of Accounts Redesign Project:
Please note that the PantherSoft Financials System will be down July 4th through 8th. During that time all Panthersoft Financials system modules will be unavailable, including Purchasing, Accounts Payable, Travel & Expense, and Asset Management. We ask that all departments plan accordingly. Any planned purchases, payments, reimbursements, or travel authorizations should be processed prior to those dates. Additional information can be found on the Chart of Account Redesign Project Website.
The Chart of Account Redesign Project officially kicked off on December 2010 in an effort to enhance the financial information available to the University community for analysis and decision-making.
The Financial Systems and Support training team will be conducting Open Labs and updating the User Productivity Kit (UPK) online tool to assist end users during the conversion. Open Labs will begin July 9 in both MMC and BBC campuses. There are also additional training resources, FAQís, presentations and announcements available on the Chart of Accounts Website. Please make this web site your point of reference for the COA project updates as well as resources.
Target Audience: All PantherSoft Users
Petty Cash and Participant Payments Funds Reminder:
For departments that have petty cash and participant payment funds, please remember that the Petty Cash Custodian Acknowledgement forms and Participant Payment Fund Custodian Acknowledgement forms for FY 2012-13 must be completed and submitted by July 15, 2012 to the Controller's Office to the attention of Raul Velez, Senior Accountant.
Monthly Closing Calendars:
The June 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 deadlines that enable us to maintain a timely financial reporting process.
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
Target Audience: All Finance Managers
Receiving Transaction Notifications:
Panthersoft automatically generates e-mails when an invoice has been entered for payment and the associated receiving has not been completed. The e-mails are sent to the person that entered the requisition. The e-mails will continue to be sent every 5th day until the invoice has been successfully matched to the purchase order.
If you feel that you are receiving the e-mails in error, either because you did not enter the requisition or because the receiving was already completed please email Liza Del Campo at firstname.lastname@example.org immediately.
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 email@example.com. Invoices should NOT be e-mailed directly to the Sr. Fiscal Assistants. We will continue to accept invoices via interoffice and regular mail. If you choose to send the invoice by e-mail, please do not send the original to Accounts Payable.
Allowable Unencumbered Purchases:
The list of allowable unencumbered purchases has been recently updated. Refer to the instructions form on the Controllerís web site for the complete list:
Accounts Payable Services Contact Information
Target Audience: All PantherSoft Users
Monthly Deadline Reminders:
Departmental Card billing transactions will regularly load the first business day of the month. Program participants will have 10 days to process this activity in its entirety.
For this month only: The remainder of the June 30th billing statement transactions (transactions with a posted date of 6/20 through 6/30) are scheduled to load into PantherSoft on July 9th and must be completely processed by the end of business on July 20th.
Each Cardholder is responsible for the security of the card assigned to them. Use of the University issued credit cards is limited to the Cardholder whose name appears on the face of the card. Under no circumstances will 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.
Have You Logged Onto the PaymentNet Site Yet?:
The JP Morganís Payment Net system provides cardholders online access to features such as:
PDF Copy of Billing Monthly Statements
The ability to view current, live card activity as well as authorizations and declines
Access to a variety of preset transaction queries
An easy, online payment mechanism (for T&E Cardholders only)
If you need additional support accessing the bank site, by calling 1-800-270-7760 (also located on the back of your card), you will be transferred to a specially-trained PaymentNet 4 consultant.
When making the call, you will be prompted by the system to verify your identity. After doing so, you can press 0 to be connected to a consultant. Support is available between the hours of 5:00 a.m., Central Time (CT) and 1:00 a.m., CT, Monday Ė Friday.
If you have not logged into the PaymentNet system since the program went live or have forgotten your password, please contact PaymentNet Support or the Credit Card Solutions Team to reset your temporary password. You can also learn more about PaymentNet and review step-by-step instructions for logging in, refer to page 41 of your Departmental Card Manual and/or page 18 of your T&E Card Manual.
Have additional questions about The Credit Card Solutions Program? Answers are only a click away!
For additional information, please visit our program manuals online at
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
Target Audience: All Finance Managers
As we begin the new fiscal year of 2012-2013, expedite approving Travel Authorizations, Cash Advances and Expense Reports. It is important that you review and take appropriate action necessary on the items listed. Some reminders are:
If there are Travel Authorizations (TAís) in an approved (APR) status for trips that have already occurred, make sure an expense report is created to close those TAís.
If the travel was cancelled and there were no expense incurred, then cancel the TAís 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 TAís 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 GLMAINT.
Navigation: Employee Self-Service> Travel and Expense Center> Travel Authorization> Cancel> Enter Travelerís Employee ID> Search> Select the TA# to Cancel> Cancel Selected Travel Authorization.
Expense Reports pending further action:
If there are Expense Reports (ERís) 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
Expense reports are required to be created ten (10) days after the completion of a trip for reimbursement and/or accountability.
Travelers who have not reconciled received Cash Advances within thirty (30) days after the completion of a trip, will not be allowed another cash advance for twelve (12) months.
Credit card statements and bank statements are not receipts and should not be included in the supporting documentation for an expense report. These statements indicate charges only and payment. Additionally, a receipt must indicate proof and method of payment.
Alcoholic beverages are not reimbursable using Business Unit FIU01. Contact the Foundation office for DSO reimbursement.
A Travel Authorization is always required when physically attending a conference, convention, workshop or seminar regardless of the distance from the travelersí headquarters. Participating in online workshops, seminars, etc. does not require an approved Travel Authorization even when the registration fee is prepaid by the University.
Travel Services Contact Information
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