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Controller's Office > News > Panther Post Newsletter
Newsletter 2012 Volume 13

In this Edition...

  • Accounting and Reporting Services
  • Payment Services - Accounts Payable
  • Payment Services - Credit Card Solutions
  • Payment Services - Travel Services
  • Tax Compliance & Quality Assurance Services
  • How to sign up for the Panther Post Newsletter
  • Accounting and Reporting Services

    Target Audience: All PantherSoft Users

    Monthly Closing Calendars: The July 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.

    Accounting and Reporting Services Contact Information

    Back to Accounting and Reporting Services Top of page

    Payment Services - Accounts Payable

    Target Audience: All Finance Managers

    Electronic Unencumbered Forms:

    Accounts Payable is now accepting Unencumbered Forms electronically. The forms will be approved through the workflow instead of with manual signatures. Please begin using the electronic form immediately. Copies or originals should NOT be sent to Accounts Payable. Beginning August 20th, all Unencumbered Forms received by mail or through e-mail will be returned to the department.

    Instruction manuals are available on the Controller’s website. Electronic Unencumbered forms can be entered using the link below:
    https://imagenow.ad.fiu.edu/imagenowforms/fs?form=UnencumberedVoucherForm

    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 ldelcam@fiu.edu 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 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. 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 Controller’s web site for the complete list:
    http://finance.fiu.edu/controller/Forms.html

    Accounts Payable Services Contact Information

    Back to Accounts Payable Services Top of page

    Payment Services - Credit Card Solutions

    Target Audience: All PantherSoft Users  

    Card Inactivity Reviews:

    At the end of each fiscal quarter, 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.

    If the card is still needed, a Cardholder is required to reply to the email 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 can request card cancellation.

    If no response is received within three weeks of the notification, the card account will be automatically cancelled and the Cardholder will receive notification.

    Card Sharing:

    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 Morgan’s 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 – 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.

    Online Resources:

    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
    http://finance.fiu.edu/controller/Procurement_procard_training_manual.html

    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

    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:

  • New Auto Rental rates for the State Contract with Avis: For new rates, visit Avis New Rates Effective 7/1/2012

  • Travelers who have not reconciled received Cash Advances within thirty (30) days after the completion of a trip, will not be allowed future cash advances for twelve (12) months or longer as determined by the Office of Controller.

  • Alcoholic beverages are not reimbursable using Business Unit FIU01 regardless of the funding source used. Contact the Foundation office for DSO reimbursement.

  • Travel Insurance is not allowed by FIU. For questions pertaining to travel insurance for employees and/or students, contact the University Insurance office at (305) 348-6970.

  • A Travel Authorization is always required when physically attending a conference, convention, workshop or seminar regardless of the distance from the travelers’ headquarters. Participating in online workshops, seminars, etc. does not require an approved Travel Authorization even when the registration fee is prepaid by the University.

  • Supporting documentation for expense reports must be faxed to the ImageNow server (305) 348-1355 or uploaded in a PDF file for processing. Do not email this documentation. The only visible barcode should be on the expense report, and all others must be covered.

  • Travel Services Contact Information

    Back to Payment Services - Travel Top of page

    Tax Compliance & Quality Assurance Services

    Unrelated Business Income Tax (Form 990-T)

    Florida International University is required by Federal law to prepare an income tax return for net income from activities unrelated to the exempt mission of the University. This tax return (Form 990-T) must be filed annually with the Internal Revenue Service (IRS).

    The IRS has provided criteria to identify activities that are unrelated to the mission of an exempt organization. Basically, however, an activity is an unrelated business (and subject to unrelated business income tax “UBIT”) if it meets three requirements: 1. It is a “trade or business”; 2. It is “regularly carried on”; and 3. It is “not substantially related” to furthering FIU’s exempt purpose. Since these terms are given a specific meaning within the rules set forth by the IRS and several important exceptions exist, guidelines for these criteria are available from the Tax Compliance office for your review. More information on UBIT will be sent with our annual questionnaire soon.

    If you have questions about unrelated business income or are conducting an activity/collecting revenue and are unsure if reporting is required, please contact tax@fiu.edu or call (305) 348-7561. We are now beginning preparations for the fiscal year ended June 30, 2012. Of course, we cannot identify all activities that are unrelated and subject to Federal income tax from the accounting records alone. Therefore, I am asking that you review your operations for the 2011 - 2012 fiscal year and determine what activities, if any, are potentially unrelated business income. Please keep in mind that we must account for and report all unrelated business income pursuant to the Internal Revenue Code. If you have any questions related to unrelated business income, please contact Tax Compliance.

    Back to Tax Compliance & Quality Assurance 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 Panther Post. If you wish to be added to the ListServ for the Panther Post, please email the Office of the Controller.

    Back to Panther Post Sign Up Top of page

     
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