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Controller's Office > News > Panther Post Newsletter
Newsletter 2013 Volume 22

In this Edition...

  • Monthly Closing Calendars
  • Outstanding Fund Balances in Fund 604
  • Cost PID used in F&A (Facilities & Administration) Research Funds (651 & 652)
  • PantherSoft Financials Training
  • Monthly Departmental Card Deadline
  • Travel Updates
  • New Accounts Payable Staff Member
  • Fiscal Year End Reminder
  • Revised University Contracting Procedures
  • New Vendor Registration Portal
  • How to sign up for the Panther Post Newsletter
  • Monthly Closing Calendars:

    The April 2013 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.

    Outstanding Fund Balances in Fund 604

    As we approach fiscal year end, we would like to remind all Finance Managers to review outstanding expense balances in Fund 604 Activity numbers that have not been reimbursed by Foundation or other DSOs. We have updated the procedures for DSO reimbursements to require that unreimbursed expenses by the end of the fiscal year be charged to an alternate funding source. The updated procedures for DSO reimbursements are available in the Controller’s website at the following link: Accounting for Funds Received from DSOs. Additionally, we recommend that you refer to the Fiscal Year End procedures Memo that includes important deadlines relating to DSO reimbursements. Please contact Desiree Elias, Assistant Controller, if you have any questions regarding the accounting for DSO reimbursements.

    Accounting and Reporting Services Contact Information

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    Cost PID used in F&A (Facilities & Administration) Research Funds (651 & 652)

    We would like to remind you that the Cost PID field is now a required field for all revenues and expense transactions in funds 651 and 652. Balances can be looked up by using the CC_PID ledger through the Budget Overview page.

    PantherSoft Financials Training

    The Financial Systems and Support training team has posted the PantherSoft financials courses for summer term. To view available training on PantherSoft Financials and to register, please navigate to the Training Registration Site.

    Financial Systems & Support Services Contact Information

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    Monthly Departmental Card Deadline

    As a reminder, Departmental Card billing transactions regularly load the first business day of the month; program participants will have 10 days to process this activity in its entirety. This month’s billing statement dated (April 30, 2013) loaded into PantherSoft on May 2nd and must be completely processed by the end of business on May 16th.

    Credit Card Solutions Contact Information

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    Travel Updates

    Revised Process for Documentation of TA's & Expense Reports

    The process for documenting Prepaid Items on Travel Authorizations (TA) and Expense Reports has been revised. You can view the new changes at the following link: Revised Process for Documenting Prepaid Items.

    Travel Services Contact Information

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    New Accounts Payable Staff Member

    The Accounts Payable Team has a new addition to its staff - Nancy Viera. Below are the letter assignments for the staff:

    Nancy Viera O, P, V, W, Z, Single Payments
    Stephanie Rosas E, F, Foreign Payments
    Beatriz Castañeda A, X, Y, Electronic Unencumbered
    Karla Alfaro B, C, D, G, N
    Johaira Pilarte H, I, J, K, L, M, Electronic Unencumbered
    Zerelda Rodriguez Q, R, S, T, U

    Fiscal Year End Reminder

    As the fiscal year end approaches, we would like to remind you to complete the receiving in PantherSoft as soon as services are rendered or ordered items are received. Any invoices received should be sent immediately to Accounts Payable for processing.

    Accounts Payable Contact Information

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    Revised University Contracting Procedures

    Purchasing Services has revised and updated the University contracting procedures. Please visit the Procedures Page on the Purchasing Website for the revised 1) Process for Vendor Contracts Under $75,000, 2) Checklist for Vendor Contracts Under $75,000, and 3) Contract Templates Procedures.

    New Vendor Registration Portal

    There is a new Vendor Registration Portal available on the Purchasing Services Website. Vendors interested in providing goods and/or services to FIU may submit their vendor information through the new portal. Additionally, vendors currently providing or contracted to provide goods and/or services to FIU that need to be set up in Panthersoft for payment purposes, will be required to submit their information through the new portal as well. They will all become registered vendors with FIU and may be contacted as needed with requests for quotes, information about competitive solicitations and information about new business opportunities with FIU. Copies of vendor applications, tax forms and EFT Authorization Forms will no longer be accepted by Purchasing Services effective May 17, 2013.

    Purchasing Services Contact Information

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    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.

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