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Controller's Office > News > Panther Post Newsletter

Newsletter 2013-2014 Volume 7

In this Edition...

  • Monthly Closing Calendars
  • Introducing Mobile Pay Business Solution
  • UPS Shipping Services and Upcoming Webinar
  • Notice to Requisition Approvers and Requesters
  • Welcome Jacob Zade, Sr. Purchasing Agent
  • Updated Travel Letter Assignments
  • Card Cancellation Form
  • Reminders and Deadlines
  • Monthly Closing Calendars:

    The December 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.

    Introducing Mobile Pay Business Solution

    Under the new state contract, Bank of America Merchant Services is offering Mobile Pay Business Solution. Now with the purchase of a card reader, your mobile device can take credit card payments remotely*. Improve your customer's experience and diversify the way your department accepts payments. Additional information can be found in the Controller's website under Merchant Solutions or email merchant@fiu.edu.
    * wireless access required for service

    UPS Shipping Services and Upcoming Webinar

    Donít be surprised if you start to see more people around campus wearing brown shorts. UPS will be providing shipping services per the Florida State Term Contract. You can count on UPS for best-in-class logistics solutions, reliability, service, and speed. Here are a few things you should know to get started:

  • Shipping with UPS is easy.

  • Use UPS CampusShipģ to prepare labels for your shipments.

  • Look for UPS to pick up your daily shipments starting at 5:30 p.m.
  • Join UPS for a webinar on January 27, 2014 at 1:30p.m., where they can give you more details about UPSís offerings. UPS looks forward to building a partnership with FIU, and showing all the ways they can serve you.

    Dial in number is: 1-866-692-5721; Passcode 21266721

    The FIU-UPS Webinar direct link for the web conference portion is:

    First Time Users:
    To save time before the meeting, check your system to make sure it is ready to use Microsoft Office Live Meeting.
    Unable to join the meeting? Follow these steps:
    1. Copy this address and paste it into your web browser:
    2. Copy and paste the required information:
    Meeting ID: D9QQFW
    Entry Code: Jj<7"(C6m
    Location: https://www.livemeeting.com/cc/ups

    Notice to Requisition Approvers and Requesters

    Approvers: Before approving a requisition, please ensure that you have reviewed the budget information for accuracy. Once approved, both the requester and approver can no longer go back into the requisition to make any changes.

    Requesters: If you will be using a vendor more than three times within the fiscal year, please submit a blanket PO request. Individual orders will not be processed to pay for outstanding invoices.

    Welcome Jacob Zade, Sr. Purchasing Agent

    Jacob has over nine years of experience in Procurement and has a Bachelorís Degree in Accounting. He was responsible for purchasing operations and internet sales at Pro Sound Inc. for seven years before joining the FIU Purchasing Services team. Jacob will be responsible for the following goods and services: Athletics Department orders, Consulting Services, Entertainment Services, Catering, Travel Services, Advertising, Promotional Items, Hotel Accommodations, SOBE orders, Printing, and AV Equipment.

    Updated Travel Letter Assignments

    The Travel & Expenses Department updated letter assignments by last name are as follows:

    Sandra Ocampo A, C, H, I, M, R, V, Z
    Yaniz Gallimore B, D, J, N, S, U, W, X
    Alejandra Blanco E, F, G, K, L, O, P, Q, T, Y

    Card Cancellation Form

    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.

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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 monthís billing statement (dated 12/31/13) loaded into PantherSoft on January 2nd and must be completely processed by the end of business on January 17, 2014.

    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.

    Travel Reminder

    As we continue the fiscal year of 2013-2014, letís 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.

    Unidentified Wire Transfers and ACH Payments

    The Controllerís 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 31, 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.

    Sales Tax GL Account & Activity Number Reminder

    Please remember that the sales tax GL account has changed effective July 1st, 2013, from 611001 to 311315; and from activity number 1104140007 to 1104120007, Site 01, Fund code 441 and program code 61. The new account and activity numbers must be used on all the departmental deposits that involve sales tax.

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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