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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 11

In this Edition...

  • Monthly Closing Calendars
  • Fiscal Year End 2014-15 Memorandum is now Available
  • Outstanding Fund Balances in Fund 604
  • eProcurement
  • Card Cancellations
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The April 2015 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 and future month-end processing deadline schedules can be found at: Monthly Closing Deadlines.


    Fiscal Year End 2014-15 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 FY2014-15 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.


    Outstanding Fund Balances in Fund 604

    As we approach fiscal year end, we would like to remind all Finance Managers to review outstanding expense balances in Fund 604 Activity numbers that have not been reimbursed by Foundation or other DSOs to ensure that reimbursement requests are submitted to Foundation with sufficient time to be processed by this year's deadline. Otherwise, as per the procedures for DSO reimbursements available in the Controller's website at the following link: Accounting for Funds Received from DSOs, unreimbursed expenses by the end of the fiscal year will be charged to an alternate Activity ID that has available funding. We recommend that you refer to the Fiscal Year End procedures Memo that includes important deadlines relating to DSO reimbursements.

    For additional assistance please contact Jose Zubimendi at 305-348-1139.


    eProcurement

    The eProcurement project implementation is underway and on target for completion as scheduled. A go-live date for the new system is scheduled within the two week period between July 27, 2015 and August 7, 2015. Webinars, face-to-face training and resources will become available starting in mid-July to aid departments in preparing for the new system. Training schedules and links to resources will be distributed through the PantherPost each month as they become available.

    The first Focus Group, comprised of approximately forty individual PantherSoft users from different departments within the university will take place on Wednesday, May 13, 2015. This will be the first group of end-users to see a demonstration of the new system. This group will provide feedback and insight to help Purchasing Services, the Division of IT, FSSS and our consultants successfully build-out the solution in the most effective, efficient manner for the university community.

    The ePro marketplace has been named myFIU market and it will be referred to by this name moving forward. The project implementation team has identified the suppliers that the university purchases the most from, in terms of volume of purchase orders and spend in dollars. Based on these findings, the team will propose to the executive steering committee a group of two to four contract catalogs to enable in myFIU market prior to go-live. These initial catalogs are what will be available for end-users to purchase from immediately at the time of go-live. Following the go-live date, Purchasing Services will work aggressively to ensure that contracts are negotiated and catalogs are enabled for use university-wide as efficiently as possible. Departments will continue to have the ability to enter requisitions for their purchases for items and services not available in myFIU market on an ongoing basis.

    Some of the benefits of eProcurement are:

  • Provide easy to use self-service buying approach for FIU departments

  • Streamline the purchasing process for departments and Purchasing

  • Develop and utilize FIU's negotiated contract pricing, enabling online catalog ordering for the FIU community

  • Achieve greater institutional cost savings by aggregating and leveraging University-wide volume for goods and services

  • Shift the nature of the Purchasing department from transactional to strategic allowing the department's focus to be on sourcing and negotiating the best contract pricing and managing those contracts for the University

  • Card Cancellations

    Departments have a responsibility for timely card cancellation. 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.

    Monthly Departmental Card Deadline

    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 4/30/2015) loaded into PantherSoft May 4th and must be completely processed by the end of business on May 18th.

    Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not 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

    Travel Authorizations, Cash Advances and Expense reports that have not been completely finalized and are older than 90 days will be cancelled or deleted by the Travel Department. For a list of pending documents, please click here.

    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 April 30, 2015.

    To claim a payment, please contact Cash Management (Dayan Borges, dborges@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.

    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.

     
    Office of the Controller