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Controller's Office > News > Panther Post Newsletter
Newsletter 2013-14 Volume 5

In this Edition...

  • Monthly Closing Calendars
  • Unidentified Wire Transfers and ACH Payments
  • Monthly Departmental Card Deadlines
  • Card Cancellation Reminder
  • Travel Updates
  • Approve Travel Authorizations, Cash Advances & Expense Report On the Go
  • New Process for Past Due Expense Reports
  • Meal Allowance vs. Meal Cost Less Than Allowance
  • Monthly Closing Calendars:

    The October 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.

    Unidentified Wire Transfers and ACH Payments

    The Controller’s Office occasionally receives payments that cannot be applied to the appropriate department due to inadequate information. Click here for the list of unidentified wire transfers and ACH payments as of November 6, 2013.

    To claim a payment, please contact Cash Management (Raul Velez, RVVelez@fiu.edu, (305) 348-2542) and provide the following information:

  • payment details

  • activity details

  • account to which the payment should be recorded
  • Payments that are not identified within 45 days of the wire/ACH date will be returned to the sender.

    Reminder: When arranging a payment to the University via wire transfer or ACH, the following is required to ensure that the incoming payment is properly identified and recorded in a timely manner:

  • Notify Cash Management of the expected incoming funds including: the amount of the payment, the sender and the department, activity number and account the payment should be recorded to.

  • Instruct the paying party to include information in the payments detail field which clearly identifies the school or department being paid, contact name and reason for payment.

  • If the funds are to be transferred by ACH, instruct the paying party to request a CCD+ or CTX format as this allows additional remittance details to be included.
  • 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 10/31/13) loaded into PantherSoft on November 1st and must be completely processed by the end of business on November 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 be eligible for expense transfer.

    Card Cancellation Reminder

    When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver or Department MUST notify the CCS team in an email immediately, prior to any Card Cancellation Form being sent.

    Departments that fail to follow the correct and timely card cancellation protocols risk losing the card privileges for their entire unit.

    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.

    Approve Travel Authorizations, Cash Advances & Expense Report On the Go

    The New FIU Mobile device app allows you to approve Travel Authorizations, Cash Advances and Expense Reports when you are on the go. Help travelers receive payments quickly with this user friendly device by following the instructions below. For assistance contact the Financial Support Group at 305-348-7200 (7-7200).

    New Process for Past Due Expense Reports

    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.

    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 for the new notification is November 15, 2013 at 5:00pm. The following queries will 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.

    Query Name

    FIU_FSSS_EX_EML_RMDR (Approvers Reminders)

    FIU_FSSS_EX_SUP_NOTI (The Approvers Supervisor notification)

    Meal Allowance vs. Meal Cost Less Than Allowance

    Travelers entitled to meals may claim the actual meal cost instead of the meal allowance. The cost of the meal must be less than the allowance for the meal claimed. The following information is required and examples are indicated in the charts below:

    1. A signed statement from the traveler stating that he or she is accepting to receive less than the amount allowed for meals.

    2. When listing the meals on the expense report, you must indicate the specific meal being claimed (i.e. $5.55 for breakfast, $7.99 for lunch, etc.).

    Travel 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