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Controller's Office > News > Panther Post Newsletter
Newsletter 2013 Volume 23

In this Edition...

  • Monthly Closing Calendars
  • General Ledger Cash Account Consolidation
  • Monthly Departmental Card Deadline
  • Travel Updates
  • Fiscal Year End Reminder
  • How to sign up for the Panther Post Newsletter
  • Monthly Closing Calendars:

    The May 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. As a reminder, the end of the fiscal year is upon us. Please refer to the Year-End Closing Calendar Memo for important deadlines and a listing of departmental contacts.

    General Ledger Cash Account Consolidation

    The Controllerís Office is working to consolidate all general ledger cash accounts into a single central university Department, Activity and Account Number. Eventually, only 112009, the Intra Unit Cash Transfers account, will be found in departmental activity numbers.

    Cash Accounts 112001, 112002, 112003, 112005, and 112023, will be located in Activity Number 1104120007 Central Cash Control, Department 110401000 Office of the Controller Adm., Fund 441 University Wide Pooled Activity, Program Code 61, and Site 01.

    If you currently create manual journals to any of these different cash accounts mentioned above, you will need to use the new activity number 1104120007 starting on July 1st. On our website, we added a journal template for those users that create manual entries to cash account 112003 and 112005. The journal templates can be found under the Merchant Solutions and Accounting and Reporting Services Forms sections.

    A rule will be put in place in PantherSoft starting July 16th that will prevent manual journals from posting to departmental activity numbers other than #1104120007.

    Note that departmental users affected by this change will include those recording merchant credit card revenue transactions and certain individuals in the Division of Research creating manual journal entries. If you are not sure if this change affects you and would like more clarification, please do not hesitate to contact Eva Ramirez from the Office of the Controller at x 2547.

    **You will have until July 15th to create any June 2013 manual journals using the current process**

    Accounting and Reporting Services Contact Information

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    Monthly Departmental Card Deadline

    This monthís billing statement dated (May 31, 2013) loaded into PantherSoft on June 4th and must be completely processed by the end of business on June 18th. Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not be eligible for expense transfer.

    Next monthís billing statement dated (June 30, 2013) is scheduled to load into PantherSoft on July 1st and must be completely processed by the end of business on July 11th. Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not be eligible for expense transfer.

    IMPORTANT NOTE: After the Approval cycle is closed for the June 30th billing statement, these expenses will be transferred via Journal Entry from Fiscal Year 14 to Fiscal Year 13.

    Credit Card Solutions Contact Information

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    Travel Updates

    The last day for travel reimbursements to be guaranteed processing for Fiscal Year 2012-2013 is June 14th.

    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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    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. Do not enter receipts if services/items have NOT been rendered/received. Entering a receipt does not hold your budget. Any invoices received should be sent immediately to Accounts Payable for processing.

    Key Year-End Notes

    The last day for Accounts Payable to receive invoices for encumbered & un-encumbered payments and Petty Cash/Participant Cash Fund replenishments is June 14th.

    All departments should be reviewing open Purchase Orders. Ensure that all invoices for items received in PantherSoft have been forwarded to Accounts Payable.

    Please note that balances due on invoices caused by a shortage on the purchase order will NOT be paid un-encumbered.

    Accounts Payable 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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