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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 1

In this Edition...

  • Fiscal Year End 2013-2014
  • Surplus Warehouse Reopens
  • Vendor Invoice Update
  • Annual Verification of Departmental Cash Collections
  • PCI DSS Reminders for Merchant Departments
  • Updated Process for Agreement for Services
  • Payments Issued to Foreign Vendors
  • UPS Re-Weigh Charge for Shipment
  • Coming Soon - PantherSoft 9.2
  • Reminders and Deadlines
  • Fiscal Year End 2013-2014

    The initial close of the general ledger for the month of June 2014 was completed on July 15th, 2014. This date was the deadline to record all journal entries from university departments, process allocation journals for the shared services fee and record accruals for major expenses like payroll and initial accounts payable in the system. From July 16th to August 1st the Controller's office will continue to record additional accruals and other closing entries for financial statement purposes. On August 4th, university departments will be able to run reports for FY2013-14. Refer to the FY2013-14 Year End Memorandum for further information. 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.

    Surplus Warehouse Reopens

    The Surplus Warehouse is scheduled to reopen Monday, July 21, 2014.

    Regular hours of operation will be Monday, Wednesday and Friday from 7:00 am until 3:30 pm.

    All Surplus Transfer Forms for the Warehouse submitted to Property Control after April 25th will now be scheduled for pickup by Campus Services.

    Vendor Invoice Update

    You can now view and print invoices that have been received in AP! Please request access by sending an email 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

    2. Format - VERY IMPORTANT

      • 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.

      • The first page of the PDF document must be the invoice.

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

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

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

    5. 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.

    Annual Verification of Departmental Cash Collections

    Per Cash Control Policy Statement #1110.010, the Controller's Office shall review all approved cash collection point procedures to ensure that the design of the cash collection and handling policy and procedures are in compliance with the University's cash control policy and have been updated for changes in personnel, locations, process, etc.

    If you are an approved cash collection point, please complete the Annual Verification of Departmental Cash Collections form and submit the completed form along with your department's procedures by e-mail to Quality Assurance Services at QASReq@fiu.edu no later than July 31, 2014.

    Please contact Leslie-Anne Triana at latriana@fiu.edu or (305) 348-1250 if you have any questions or need additional information regarding cash collection points.

    PCI DSS Reminders for Merchant Departments

    Departments are responsible for ensuring that employees who are processing credit card transactions (or have access to such data) have completed the following:

    If there has been change to the employee's duties and they are no longer processing credit card payments, it is the responsibility of department to complete an Employee Change Form and notify the Merchant Solutions department by e-mail at merchant@fiu.edu.

    Updated Process for Agreement for Services

    The following process will be followed for Services/Entertainment/Performance Agreements under $75,000 requiring a Single Payment or for those types of services under $5,000:

    1. If the value of the services being provided is under $5,000 and an agreement is not needed by either parties, then:

      • Obtain a quote with a scope of service, location and time of service, compensation, name of payee, equipment and personnel that will need to be provided by FIU.

      • Ensure vendor is registered with FIU and has a Vendor ID.

      • After services are rendered obtain an invoice with an invoice date and number.

      • Upload the quote as supporting document to the form, along with the invoice

    2. If the value of services being provided is over $5,000 and/or an agreement is needed, then:

      • Obtain a quote with a scope of service, location and time of service, compensation, name of payee, equipment and personnel that will need to be provided by FIU.

      • Complete the Service/Entertainment/Performance Agreement prior to services being rendered with all the necessary signatures other than the Director of Purchasing.

      • After services are rendered obtain an invoice with an invoice date and number

      • Upload the signed Services/Entertainment /Performance Agreement as a supporting document to the form, along with the invoice.

    For your reference, please follow the links to obtain the Allowable Unencumbered Payment Process Flowchart and the Allowable Unencumbered Payment List.

    Training for the new Services/Entertainment/Performance Agreement process will be held on July 24, 2014 from 9:00 am 10:00 am at the Graham Center in Room 305.

    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.

    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 identification of the charge and to provide you with the invoice needed to complete the reconciliation process. Our dedicated UPS Representative, Aimee Gonzalez, will be happy to assist you resolve all of your billing and documentation needs. For support, call 786-459-5404 or email her at acgonzalez@ups.com.

    Coming Soon - PantherSoft 9.2 Upgrade

    Coming in January 2015 Florida International University will be upgrading PantherSoft Financials to version 9.2. The PantherSoft 9.2 upgrade will deliver an improved user experience that fundamentally changes how users interact with the system.

    As part of the upgrade, we will be introducing an improved workflow that extends to General Ledger and Commitment Control, WorkCenters to facilitate operational support and some analytic tools.

    9.2 Tips and Tricks:

    • In preparation for the upgrade, we ask that you start reviewing your private queries to ensure that they follow the approved PantherSoft naming standard all queries should start with "FIU" as a prefix.

    • Please be aware that your Favorites will not migrate to the new release, we need you to document the menu navigation associated with your favorites so you can recreate them at go-live.

    Watch the PantherSoft website and other University communications to learn more about PantherSoft 9.2!

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    Year End Card Deadline

    The deadline for processing June 30th Departmental Card billing transactions was noon on July 9, 2014. Any charges that were not processed by JULY 9th were automatically charged to the cardholder's default accounting on file and will not eligible for expense transfer.

    These transactions will be charged to your FY2013-14 budget by journal entry.

    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 start the new fiscal year of 2014-2015, 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.

    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 June 30, 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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    Office of the Controller