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Controller's Office > News > Panther Post Newsletter

Newsletter 2013-2014 Volume 12

In this Edition...

  • Monthly Closing Calendars
  • Fiscal Year End 2013-14 Memo is Now Available
  • Scanning Solution
  • Journal Voucher Deadlines
  • Important Reminder Regarding Invoice Processing/Fiscal Year End
  • Payments Issued to Foreign Vendors
  • Surplus Warehouse Closed for Renovations
  • UPS Re-Weigh Charge for Shipment
  • Purchasing Services Reminders
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The May 2014 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. The current month schedule can be found at: Monthly Closing Deadlines.

    Fiscal Year End 2013-14 Memorandum is now Available

    The fiscal year end closing process is quickly approaching. In preparation for the fiscal year end close, please refer to the FY2013-14 Year End Memorandum for important information including all year end closing deadlines and a listing of departmental contacts. Our team counts on you to meet crucial year end and monthly closing deadlines, so we thank you for your efforts and cooperation throughout the year.

    Scanning Solution

    The Accounts Payable department will be implementing a new scanning solution at the end of July. Your cooperation will be an integral part of the success of the changes.

    Scanned copies of invoices will be available immediately upon entry by AP. You are encouraged to request access to print or view copies of the invoices. In order to request access please send an e-mail to controller@fiu.edu.

    Please make note of the following in order to ensure that vendor invoices are processed and paid in a timely manner:

    1. Delivery of Invoices

      • We are no longer receiving faxes to 305-348-1774. This fax line is inactive.

      • Invoices will only be accepted in PDF format. Include one invoice (along with supporting documentation) per PDF document. Once we go live, the system will only read the first invoice. All other pages will be considered supporting documentation. All PO or receipt information should be noted on the face of the invoice and NOT as part of the message on the e-mail.

      • Questions regarding payment status should be directed to the AP Fiscal Assistant assigned to the vendor.

    2. When placing orders, ensure that the vendor has the correct (current and valid) purchase order number.

    3. Invoices should not be handwritten. Handwritten invoices will have a slower turnaround time. All invoices should have the PO number typed on the invoice.

    4. If goods or services will be settled with a purchasing card, please coordinate with the vendor so that tne invoices are NOT sent to AP.

    The new e-mail address is active. You may begin using it immediately.

    If you have any questions regarding the above, please contact Liza Del Campo at (305) 348-3889.

    Journal Voucher Deadlines

    Please note the year end deadlines below for AP:

    All invoices must be submitted to AP by Friday, June 13th
    Journal Vouchers must be submitted to AP by Friday, June 20th

    Important Reminder Regarding Invoice Processing/Fiscal Year End

    Please complete the receiving in PantherSoft as soon as services are rendered or ordered items are received. In most circumstances, you should not need to review the invoice in order to complete the receiving in PantherSoft. An invoice will only be approved for payment when all of the below criteria are met:

    1. The price of an item(s) equals the price on the PO
    2. The items being billed are 'received' in PantherSoft

    In other words, the ordering department controls when payments are made by controlling the receiving of the merchandise or service in PantherSoft.

    Payments Issued to Foreign Vendors

    We strongly encourage that all payments made to foreign vendors be made via wire. In the event that a check must be issued, please forward a UPS shipping label to Maria Luisa Roque in Accounts Payable. Checks will not be released to the requesting department.

    Surplus Warehouse closed for renovations

    The Surplus Warehouse is closed for renovations until further notice.

    All Surplus Transfer Forms for the Warehouse submitted to Property Control after Friday, April 25th, are being held until the Warehouse reopens.

    UPS Re-Weigh Charge for Shipment

    When reviewing your monthly billing statement, did you find a UPS charge that you could not identify? Most commonly, this charge is the result of a "package audit" performed by UPS, where they re-weigh your shipment and calculate the price to the actual package weight. UPS is available by phone or online to assist you in indentifying the charge and to provide you with the invoice needed to complete the reconciliation process:

    1. The user can call billing to obtain details of the adjustment. User needs to provide the reference number and amount billed on the credit card card statement. The call in number is 1.800.811.1648. A trained UPS agent will provide details and can email you a detailed invoice of the adjustment.

    2. User can email UPS at enterprisesupport@ups.com. User needs to provide reference number and the amount of adjustment to request details. UPS will email you a detailed invoice of the adjustment.

    Purchasing Services Reminders

    Purchasing Services would like to remind everyone of the following:

    1. It is important to establish an appropriate chain of command to ensure that Requisitions and Purchas Orders are properly reviewed and approved by an individual at a supervisory level above the Requestor.

    2. 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 3 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, along with passing a test 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.

    3. The cut-off date for entering all requisitions and change orders was May 30, 2014 for FY 2013-2014. Request for exceptions will be considered on a case-by-case basis based on the criterion that there was a reasonably unforeseeable need that will cause a financial loss, a life-threatening condition or impact to academic instruction. For additional instructions and important dates, please refer to the Year End Memorandum

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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 5/30/14) loaded into PantherSoft on June 4th and must be completely processed by the end of business on June 18, 2014.

    Any charges not processed by the closing deadline will be automatically charged to the cardholders 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 approach year end for the fiscal year of 2013-2014, let's expedite approving Travel Authorizations, Cash Advances and Expense reports. Documents that have not been completely finalized and are older than 90 days will be deleted by the Travel Department.

    Please take the time now to review and cancel all TAs that are not needed in the Travel and Expense Module. This must be completed prior to June 13, 2014.

    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 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 May 31, 2014.

    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.

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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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