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Controller's Office > News > Panther Post Newsletter
Newsletter 2012 Volume 15

In this Edition...

  • Monthly Closing Calendars
  • Petty Cash & Participant Payment Fund Custodian Acknowledgement Forms
  • Electronic Unencumbered Forms
  • Receiving Transaction Notifications
  • Accounts Payable E-mail Address
  • Allowable Unencumbered Purchases
  • Credit Card Procedures
  • Travel FAQs and Reminders
  • New Activity Nbr Request E-Form
  • PantherSoft Financials Training
  • UPK Instructions
  • Unrelated Business Income Tax (Form 990-T)
  • How to sign up for the Panther Post Newsletter
  • Monthly Closing Calendars:

    The September 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.

    Do you have an approved Petty Cash or Participant Payment Fund?

    Each new fiscal year, our office requests that all custodians of petty cash funds complete an annual petty cash custodian form and submit it to the Controller’s Office for our records. These forms are reviewed by auditors and serve as confirmation that the funds remain under your care and that they are properly safeguarded. Please complete and sign a new yearly Custodian Acknowledgement Form and submit it to PC 120, attention Nikki Zovath.

    Participant Payment Funds (PPF) must have a Custodian Acknowledgement Form completed by the current custodian on file for such funds. In addition, if the period of the approved PPF has lapsed, then the funds must be either returned and the PPF closed, or an Extension Form must be completed, signed, and approved in order for replenishments to continue being processed.

    All forms must have proper signatures and activity numbers or projects, whichever the case. Forms that are not complete will be returned to the custodians for proper completion. Delays in submission of these forms may result in payments being held until completed forms have been received. Please note that these forms are due now.

    For your convenience, below is the link to all Controllers’ Office Forms.

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

    Please call Betty Sanchez at Extension 7-2634 if you have any questions regarding petty cash or participant payment funds.

    Accounting and Reporting Services Contact Information

    Back to Accounting and Reporting Services Headlines Top of page

    Electronic Unencumbered Forms:

    All Unencumbered Forms MUST be submitted electronically. The forms are approved through the workflow instead of with manual signatures. Copies or originals will not be accepted by Accounts Payable.

    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. We will continue to accept invoices via interoffice and regular mail. Invoices should NOT be e-mailed directly to the Sr. Fiscal Assistants. 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 Headlines Top of page

    Credit Card Procedures

    Signing & Dating Receipts

    Receipts/invoices are a critical part of the Departmental Card Program as it documents the transaction information. It is the cardholders responsibility to ensure that receipts/invoices must contain the following information:

  • Vendor Name and Address

  • Date of Purchase and/or Date of Good Received

  • Description of each item purchased

  • Unit Cost of each item purchased

  • Total Cost of the purchase charged to the Departmental Card

  • Receipts may be a cash register receipt, fax confirmation, E-mail, completed Web order form, completed mail order form or a company invoice. All of the information on the receipt must be clear and legible.

    Upon delivery of the order and a receipt/invoice is received, the Cardholder has the responsibility to document the receipt of the items or services by:

  • Signing and dating the receipt or other supporting documentation as proof of delivery. If the receipt does not clearly indicate the purpose of the purchase, then documentation should be attached to state the reason for the purchase.

  • By signing and dating the receipts, the Cardholder is acknowledging that the items or services have been delivered in good order and that they are authorizing the Approver to expense the transaction in the PantherSoft Financials System, and that transaction provides a benefit to the University.

  • All original receipts must be submitted to the Cardholder’s Approver, if possible, within three (3) days after receipt of items or services.

  • If the Cardholder’s receipts are incomplete, and/or the Departmental Card transactions are not approved in a timely manner, this is considered misuse of the Departmental Card and the privileges may be cancelled.

  • It is the Approvers responsibility to ensure that the cardholder has completed the steps above, prior to Approving the transaction.

    ALL RECIEPTS/INVOICES MUST BE SIGNED AND DATED BY THE CARDHOLDER, THERE ARE NO EXCEPTIONS!

    Florida Sales Tax

    Departmental Card: 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; a copy of the University’s Certificate of Exemption is available under the Controller’s Website.

    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.

    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 should 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.

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

    Recurring Payments:

    We allow manual-recurring payments to be made to vendors with the Departmental Card; this is where the cardholder has a bill or invoice and initiates the individual payment to the merchant. Auto-recurring payments are restricted with the Departmental Card; this is where the card number is housed on file with the merchant (or on web account) and charged automatically by the merchant.

    Cardholder Limit Reviews:

    Credit limits are assigned to Cardholders based on their purchasing needs. The Credit Card Solutions Team conducts reviews to analyze the Cardholder’s transactional spend in comparison to their assigned credit limits.

    If it is determined that the Cardholder is not utilizing the majority of their credit limit in a span of a year, the Cardholder’s credit limits will automatically be adjusted to fit their card spend. The Cardholder will be notified via email of any change to their credit limits.

    Card Security/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 Credit Card Procedures Top of page

    Travel FAQs and Reminders

    As we continue with the fiscal year of 2012-2013, let's expedite approving all Travel Authorizations, Cash Advances, and Expense Reports to ensure prompt accountability and/or reimbursement. It is also important that you review and take appropriate action necessary on the items listed:

  • The Travel and Expenses department now offers training on FIU Travel policies. To schedule training for your department contact the Travel Manager at (305) 348-2543.

  • The Lost Receipt forms must be signed by the Traveler and the Approver. This can help expedite the reimbursement of expenses, which is often delayed when the forms are not signed as required.

  • 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.

  • All receipts in foreign currency must be converted to US currency using either OANDA.com or another currency converter website. The conversions must be included with the supporting documentation of the expense reports.

  • 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.
  • Travel Services Contact Information

    Back to Travel FAQs and Reminders Top of page

    New Activity Nbr Request E-Form

    In an effort to be Worlds Ahead and support FIU’s Go Green Initiative, the Activity Nbr request process has been automated via an e-form. The Activity Nbr Request E-form can be found in the Office of the Controller form site. This e-form reduces the process life cycle and improves efficiency by automating the approval workflow.

    PantherSoft Financials Training

    The Financial Systems and Support training team has posted the PantherSoft financials courses for the fall term. To view available training on PantherSoft Financials and to register, please navigate to the Training Registration site. The FSSS training staff has also updated the User Productivity Kit (UPK’s) to reflect the Chart of Accounts conversion. The UPK is an on-demand training tool, which assists users in becoming familiar with the PantherSoft Financials environment. It provides a mock-up of how the system will look, thus allowing users to understand how their specific business processes will work.

    UPK Instructions

    Once in the utility, click the "+" sign adjacent to a main and sub topic within the "Outline" section (left column). Then select either "SEE IT", "TRY IT", "KNOW IT" or "PRINT-IT" (upper right of screen) for the topic selected. Each of these options will progressively take the user from a hands-off presentation in "SEE IT" mode to completely hands-on in the "KNOW IT" mode. The "PRINT-IT" mode will print the exact steps you need to complete the task. Click here to view UPKs.

    For assistance with PantherSoft Financials please call the Helpdesk at ext. 7200 or email the Office of the Controller.

    Back to Financial Systems & Support Services Headlines Top of page

    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 controller@fiu.edu.

    Back to Panther Post Sign Up Top of page

     
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