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Controller's Office > News > Panther Post Newsletter
Newsletter 2013-14 Volume 4

In this Edition...

  • Monthly Closing Calendars
  • Monthly Departmental Card Deadlines
  • Departmental Card Food & Catering Reminder
  • Travel Updates
  • Expense Report Notifications
  • Accounts Payable Staff Update
  • Accounts Payable Reminders
  • Activity Number & Department Maintenance Request eForm Update
  • How to sign up for the Panther Post Newsletter
  • Monthly Closing Calendars:

    The September 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.

    Accounting and Reporting Services Contact Information

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    Monthly Departmental Card Deadlines

    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 9/30/13) loaded into PantherSoft on October 1st and must be completely processed by the end of business on October 15, 2013.

    Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not eligible for expense transfer.

    Departmental Card Food & Catering Reminder

    In response to the State of Florida Auditor General’s 2012 Operational Audit of FIU, the University has recently completed a competitive solicitation for on-campus catering services. Please click here to review the list of authorized catering partners for FIU.

    While the primary method of payment is the FIU Departmental Card, it is important to keep in mind that ALL FIU Departmental Card guidelines and procedures must be adhered to; please refer to Page 23 of the Credit Card Solutions Cardholder Manual for additional information on food purchases.

    Credit Card Solutions Contact Information

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    Travel Updates

    As we continue the new fiscal year of 2013-2014, let’s expedite approving Travel Authorizations, Cash Advances and Expense reports. The Travel Department is diligently deleting all old reports that have not been completely processed. New Reports will need to be created for those items that have been deleted from the Financials system if necessary. Please remember that open Travel Authorizations will encumber funds until they are matched to an expense report or closed.

    For information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports, please click here.

    Expense Report Notifications

    In an effort to expedite the reimbursement and/or accounting of expenses incurred, there will be additional, systematic email notifications sent to all approvers who have expense reports pending to be approved over a certain amount of time. The notification intervals are as follows:

    1. If an expense report is pending approval longer than 72 hours, then a systematic notification will be sent to those Expense Managers, Project Managers and Supplemental approvers for each expense report pending.

    2. If after 48 hours of the initial notification there’s been no action; then a 48-hour systematic notification will be sent to those Expense Managers, Project Managers, Supplemental Approvers and their supervisors on expense reports pending approval.

    3. If after 24 hours of second notification there’s been no action; then a daily systematic notification will be sent to those Expense Managers, Project Managers, Supplemental Approvers and their supervisors on expense reports pending approval until the reports are finalized.

    The official “go live” date will appear in the November 2013 Pantherpost Newsletter. Queries will be listed that can assist approvers with knowing which expense reports are pending action by them. This added tool should substantially reduce the number of expense reports requiring cleanup at year end, and should give expense managers a better visual of budget dollars available.

    Travel Services Contact Information

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    Accounts Payable Staff Update

    Changes have been recently made to staff assignments; please make note of the following:

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

    Accounts Payable Reminders

  • Effective immediately all invoices and vendor statements must be sent to the Accounts Payable department via e-mail (payables@fiu.edu). In the case that you have received physical documents, please scan and email accordingly.

  • All credit memos received from a vendor must be forwarded to Accounts Payable for processing.

  • Please make sure that all invoices sent via e-mail to payables@fiu.edu have all pertinent information printed or hand written on the invoice. Do not send copies of the receipt or PO from PeopleSoft.
  • Accounts Payable Services Contact Information

    Activity Number & Department Maintenance Request eForm Update

    The Activity Number & Department Maintenance process is now managed electronically. The e-form allows users to request the following:

    1. Create New Department

    2. Create New Activity Number

    3. Update Department Attributes (ie. Department Manager, Primary & Secondary HR Contact, Expense Managers, etc.)

    For your convenience, the form is located on the Office of the Controller's website.

    To request a change of Expense Managers, log onto the e-form and complete the following steps:

    1. Choose the option for "Department Changes"

    2. Enter the "Existing Department" ID

    3. Enter the name or Panther ID of the two Expense Managers

    The form will route automatically for approval and set-up.

    If you have any questions pertaining to creating or updating departments, please contact Compensation Administration at 305-348-4996.

    If you have any questions pertaining to Activity Number Requests, please contact FSSS at 305-348-7200.

    Financial Systems & Support Services Contact Information

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    How to sign up for the Panther Post Newsletter

    If you wish to be added to the ListServ for the Panther Post, please email controller@fiu.edu.

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    Office of the Controller