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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 12

In this Edition...

  • Monthly Closing Calendars
  • Fiscal Year End 2014-15 Memorandum is now Available
  • Important Reminder Regarding DSO Reimbursements - June 12, 2015 Deadline
  • Accounts Payable Year End Deadlines and Reminders
  • Fiscal Year 2015-16 Requisitions
  • eProcurement
  • Supplier Onboarding Portal
  • Credit Card Reconciliation
  • My Wallet Functionality for Expense Reimbursements
  • Two Ways to Print Your Expense Report
  • Pinnacle Process for Moving All Telecom Charges
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The May 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.


    Important Reminder Regarding DSO Reimbursements - June 12, 2015 Deadline

    All Finance Managers: Please note that June 12 is this year's deadline set by our Foundation to process reimbursement requests for eligible expenses incurred through May 31, 2015. Any expenses, other than those posting in June 2015, will be moved to the department's E&G budget if they are not transferred or reimbursed by year end. Please contact Jose Zubimendi, Assistant Controller, if you have any questions regarding this process. Also please make sure to refer to the FY2014-15 Year End Memorandum for important information and other upcoming deadlines as part of the FYE closing process.


    Accounts Payable Year End Deadlines and Reminders

    All invoices must be submitted to AP by Friday, June 12th.

    Journals must be submitted to AP by Friday, June 19th.

    Any cost transfers that are not project or grant related, which are submitted to the Controller's Office more than 90 days after the original transaction, will not be processed. These include Pcard transactions, AP vouchers, or travel related expenses.

    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:

  • The price of an item(s) equals the price on the PO

  • 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.

    The receiving date in PeopleSoft should always be the date the product was received not the date that the receiving entry is made (default date).

    Please follow the instructions below for changing the receipt date in PeopleSoft. Please contact the PantherSoft Help Desk with any questions.

    Creating Receipts

    Avoid Duplicate Entry During your year-end review, if you notice that an invoice that you previously sent to invoices@fiu.edu has not been entered, please do not resubmit. E-mail Liza Del Campo for an update on the status of the invoice.

    Receiving Transaction E-mail Notifications - During the month of June, the receiving notifications will be sent out on a daily basis. If you are receiving this notice, Accounts Payable has already received and entered the invoice in PeopleSoft. Please DO NOT send the invoice to AP when you have entered the receipt. PeopleSoft will automatically match the invoice to the receipt. If you continue to receive the notification that a receipt is pending after the receipt has been entered, please notify Liza Del Campo by e-mail. Do not send the invoice to invoices@fiu.edu. This will cause a duplicate entry of the invoice.

    Delivery of Invoices - Please remember that invoices attached to requisitions are not forwarded to Accounts Payable. If the vendor does not send the invoice directly to Accounts Payable, the department must do so.


    Fiscal Year 2015-16 Requisitions

    Departments may start entering Requisitions for purchase of goods and services in FY 2015-16 on June 1, 2015. No pre-encumbrance will be charged to FY 2014-15. Budget checking will be temporarily stopped during the month of June. Even if Requesters submit the requisition for approval, Approvers will be unable to approve because requisitions are not budget checked. The approval process will resume after 07/01/2015. Encumbrances will be charged to FY 2015-16 budget once Purchase Orders are issued after June 30, 2015.


    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 aide 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 took place on May 13, 2015. This was the first group of end-users to see a demonstration of the new system. The overall response from the group was very positive. The highlights of the system based on the group's feedback are:

  • NIGP Category Code for each myFIUmarket item is pre-assigned so departments don't need to think about this or assign the category for myFIUmarket orders;

  • Ability to search for items within myFIUmarket instead of having to find suppliers to obtain quotes from for purchases;

  • Ability to assign a shopping cart within myFIUmarket to another FIU requestor for review and/or completion of requisition;

  • Ability to have specialty quoted price for bulk buys or other specialty purchases loaded by supplier sales representative into myFIUmarket for a given order;

  • Catalogs on myFIUmarket will provide lowest quoted contract price available if more than one contract is available for purchase from the same supplier by FIU;

  • Ability to look at past orders placed by any requestor and add the same items to a new shopping cart;

  • POs from myFIUmarket are sourced to dispatched purchase order once approved so wait time and need for follow-up is greatly decreased;

  • ePro user interface allows for complete management of all orders, through the whole procure to pay process to occur on one screen for end-users, which is easy to navigate and very user-friendly;

  • Reporting functionality in myFIUmarket is very robust and easy to use.
  • There were some concerns raised as well, which Purchasing Services will do its best to address in the coming weeks that remain for this implementation. Those include the inability to issue blanket purchase orders for myFIUmarket suppliers, the inability to purchase outside of myFIUmarket from any supplier that is enabled in myFIUmarket (Fisher will be the exception to this since they will have a store at MMC in July), inability for requestors to change assigned NIGP category code on myFIUmarket orders and a lack of default for the 'ship to' locations for each requestor.

    The second Focus Group meeting, comprised of the same attendees of the first Focus Group meeting will take place on June 17, 2015. Updates based on feedback provided during the first meeting will be provided and new scenarios within ePro and myFIUmarket will be demonstrated.

    The project team has identified the four suppliers that will be enabled as part of the implementation. These were selected based on overall university spend with each supplier, volume of purchase orders for suppliers, status as single use account payee and whether or not the supplier is already in SciQuest's network. Based on these criteria the following four suppliers were selected: CDW-G, Fisher Scientific, Grainger and Air Gas. Additional suppliers will be enabled following implementation as we continue to grow myFIUmarket.


    Supplier Onboarding Portal

    Purchasing Services has rolled out a new and improved supplier application (previously referred to as vendor application) on the Supplier Onboarding Portal, available at http://finance.fiu.edu/purchasing/2supplier_reg_portal.html. The new supplier application is a PeopleSoft form with a much more user-friendly interface than the previously available application. New suppliers to FIU are asked to complete the application online, attach the relevant forms, as required on the application, and submit the application with all attachments electronically. Once the application is submitted successfully, if the supplier is providing services for FIU or coordinating with an FIU department to begin providing services, the Purchasing Services team will make the supplier available for use by the FIU departments in PantherSoft. Any supplier already in PantherSoft and requiring modifications to their supplier file will need to submit their request with the appropriate documentation via email to vendors@fiu.edu. The Supplier Onboarding Portal outlines detailed directions and documentation requirements for modifications. Suppliers and FIU departments with questions regarding the onboarding process, requiring assistance completing the application, inquiring as to the status of an application or with any other supplier related question or concern may reach out to vendors@fiu.edu.


    Credit Card Reconciliation

    As a reminder, scanning of receipts/backup documentation is now mandatory.

    A scanned receipt and supporting backup documentation (flyers, attendance sheets, etc.) must be attached to each transaction line. While all charges must still be approved within 10 business days, Approvers will have thru the end of the calendar month to complete attaching all documentation.


    My Wallet Functionality for Expense Reimbursements

    When reconciling charges from the Travel and Expense card, users do not have to manually enter the information. Reconcilers can easily upload charges from the Travel and Entertainment card to the expense report in just one click! On the create/modify screen for an expense report, use the Quick Start menu and choose "Entries from My Wallet". Everything purchased on the T&E card will upload, so make sure to double-check and only choose the relevant expenses.


    Two Ways to Print Your Expense Report

    Now users have two convenient ways to access a printable version of their expense report:

  • Option 1 - Main Menu > Employee Self Service > Travel and Expense Center > Expense Reports > PRINT, or

  • Option 2 - Main Menu > Employee Self Service > Travel and Expense Center > Expense Reports > VIEW.
  • Either way, you have the option to print the report using your browser's print option or you can click the "View Printable Version" link to view your expense report and barcode, then click "Print Expense Report".


    Pinnacle Process for Moving All Telecom Charges

    In order to move all recurring telephone charges from one Activity Number or Project ID to a new one, please follow the process below:

    Process for Moving all Telecommunications Charges to New Activity Number / Project ID

    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 5/29/2015) loaded into PantherSoft June 2nd and must be completely processed by the end of business on June 15th.

    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

    As we approach year end for the 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.

    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 12, 2015.

    It is important to enter, submit and approve all expense reports with the required documentation (i.e. receipts, agendas, and signed reports) prior to June 12, 2015 to ensure that they will be processed against FY 2014-2015 budget. The Travel Department will continue to process expense reports and cash advances until June 29, 2015. If assistance is needed, please call (305) 348-2543.

    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, 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.

     
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