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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 2

In this Edition...

  • Monthly Closing Caledndars
  • Coming Soon - PantherSoft 9.2
  • Do you have an approved Petty Cash or Participant Payment Fund?
  • Scanning Solution
  • Year End Accruals
  • Payments Issued to Foreign Vendors
  • Validating Your Account Information with JP Morgan Chase
  • Reminders and Deadlines
  • Monthly Closing Calendars

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

    Coming Soon - PantherSoft 9.2 Upgrade

    One of the new and exciting features in PS 9.2 is the robust and efficient Approval Workflow Engine (AWE). Users will be able to view, monitor and manage transactions in queue. You can also insert approvers during the approval cycle.

    Stay tuned for more exciting features to be highlighted in the next Panther Post!

    Do you have an approved Petty Cash or Participant Payment Fund?

    At the start of each fiscal year, the Controller's Office requests that all petty cash fund custodians complete and submit a Petty Cash Custodian Acknowledgement Form. These forms serve as confirmation that the funds remain in your custody and they are properly safeguarded. If you are a petty cash custodian, please complete the acknowledgement form and submit it to PC 120, attention Emily Burtt, no later than August 29, 2014. All forms must have the proper signatures and an activity/project number. Forms that are not properly completed will be returned to the custodian for completion and may result in a delay of replenishments.

    A Petty Cash Custodian Acknowledgement Form must also be completed for Participant Payment Funds (PPF) by the current custodian on file for such funds. If the period of the approved PPF has lapsed, an Extension Form must be completed or the fund must be returned and the PPF closed.

    For any questions regarding the completion and submission of this form, please contact Beatriz Blanco Garcia at extension 7-2634 or bblancog@fiu.edu.

    Scanning Solution

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

    Scanned copies of invoice 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 accepting invoices sent to payables@fiu.edu.

    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.

    Year End Accruals

    Accruals may have been posted to your activity departments or projects at year end. These accruals are for invoices or credit card charges which fit the criteria of services rendered or goods received prior to 7/1/14. If you have any questions related to an accrual posted to your project or department, please contact Tracye Eades Mickle for credit card accruals or Sandra Duran for accounts payable invoice accruals.

    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.

    Validating your Account Information with JP Morgan Chase

    When calling JP Morgan Chase for assistance with your departmental card or T&E card, you will be prompted to answer security questions to verify your identity. Please remember that we do not provide your Social Security Number or mother's maiden name to the bank. We also do not use a password.

    When prompted for the last 4 digits of your social security number, please provide the representative with the last 4 digits of your Panther ID number. When prompted for your mother's maiden name, please provide the representative with FIUXXXXXXX (X=your Panther ID Number).

    If you are still having difficulties validating your identification, request that they conference in one of your Program Administrators into the call: Tracye Eades Mickle at 305-348-2920 or Martha Betancourt Wong at 305-348-2419.

    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 7/31/14) loaded into PantherSoft on August 1st and must be completely processed by the end of business on August 15, 2014.

    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 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 July 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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