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Controller's Office > News > Panther Post Newsletter

Newsletter 2013-14 Volume 6

In this Edition...

  • Monthly Closing Calendars
  • Unidentified Wire Transfers and ACH Payments
  • Monthly Departmental Card Deadlines
  • Card Inactivity Reviews
  • Restricted Purchases
  • Travel Reminders
  • New Process for Confirming Purchase Orders
  • New Process for Requisition Distribution Changes
  • Purchasing Reminders
  • Monthly Closing Calendars:

    The November 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 December 3, 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.

    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 11/29/13) loaded into PantherSoft on December 2nd and must be completely processed by the end of business on December 16, 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. Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits temporarily suspended until they complete a retraining session.

    Card Inactivity Reviews

    At the end of each fiscal quarter, a Card Inactivity Review is conducted by the Credit Card Solutions Team. Cardholders who have not had card activity during the consecutive three month period prior to the review will be sent an Inactivity Notification via email.

    If the card is still needed, a Cardholder is required to reply to the email with a justification as to why the card account must remain open. Cardholders may also reply to the notification indicating that the card is no longer needed and request that the card be cancelled.

    If no response is received within three weeks of the notification, the card account will be automatically cancelled and the Cardholder will receive notification.

    Restricted Purchases

    With South Florida temperatures cooling down and the holidays approaching, we would like to take this opportunity to remind you of a few of the seasonal purchases that are not allowed with the Departmental Card:

  • Portable Heaters and Fans
  • Air Purifiers
  • Greeting Cards
  • Gifts of any kind
  • Gift Cards
  • Flowers & Balloon Arrangements (for individual recognition)
  • Holiday Decorations, Parties or Party Supplies
  • FIU Parking Decals
  • Alcoholic Beverages
  • Hazardous Materials/Chemicals (including dry ice)
  • The items above are just a few of the restricted items. To review the online manual in its entirety, please click here.

    If you have accidentally purchased a non-allowable item or if you have any questions, please let us know. Again, we would like to wish you a wonderful holiday season and thank you for your continued participation in the University Departmental Card Program.

    Credit Card Solutions Contact Information

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    Travel Reminder

    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.

    Travel Services Contact Information

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    New Process for Confirming Purchase Orders

    Confirming orders are in violation of FIU Policy as defined in the Purchasing Services Procedures Manual, Section 3.4, “Departments are not authorized to place orders directly with vendors for goods or services.” Requesters who are identified as processing three or more PO’s after the goods and/or services have been received during a Fiscal Year will be denied the access to process requisitions and training will be required to regain access. In an effort to improve purchasing compliance, we ask for your cooperation in not processing after-the-fact requests.

    New Process for Requisition Distribution Changes

    If a requisition has sourced over to Purchasing but has not yet been issued a PO, the requisition will be cancelled. The requisition will need to be resubmitted and must go through the budget approval process. We will no longer be changing the Activity Number or Project Number of pending approval purchase orders. If an order is in Dispatched status, the request needs to be sent to the Director of Purchasing for review.

    Purchasing Reminders

  • Please use the Entertainment Performance Agreement (which does not require a PO) for performers, entertainers, guest speakers, lecturers and any artistic service provided as a one-time payment to be paid in full upon completion of said service.

  • For computer orders please make sure the quote is still valid before attaching it to the requisition header comments.
  • Purchasing 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