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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 3

In this Edition...

  • Monthly Closing Calendars
  • Scanning Solution
  • New Services/Entertainment/Performance Agreement
  • Revised Allowable Unencumbered Payment List
  • Proxy Access Reminder
  • Smart Internal Billing
  • Student Financials End User Access Request
  • Using Run Control IDs in PantherSoft
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The August 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.

    Scanning Solution

    The new scanning solution is going LIVE this month!

    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.

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

    New Services/Entertainment/Performance Agreement

    Purchasing Services and Payment Services will only process the new Services/Entertainment/Performance Agreement utilizing the electronic un-encumbered payment form. The old versions of the one-time payment agreements are no longer accepted. If an agreement is not needed as defined in the process, then you only need to process the payment utilizing the electronic un-encumbered form.

    Revised Allowable Unencumbered Payment List

    When a vendor is providing a one-time payment services which will be paid in full upon completion of said services and those services are on the newly updated Allowable Unencumbered Payment List under Service Agreements, please follow the new process outlined on the Allowable Unencumbered Payment Purchases Process Flow Chart.

    Proxy Access Reminder

    Delegate authority when you are going to be out of the office to ensure transactions are being approved. To grant proxy access, navigate to:

  • Main Menu > Employee Self Service > Travel and Expense Center > Profiles and Preferences > Delegate Entry Authority

  • Click the '+' symbol

  • Enter the Panther ID of the person you wish to give the delegation

  • Tab out of this field to ensure this is the correct person

  • Click the yellow Save button followed by the OK button

  • Smart Internal Billing

    Email Notifications are being sent out to Expense Managers or Project Managers pending approval for Smart Bills more than 90 days old.

    Student Financials End User Access Request

    Users may now submit an End User Security Request form through Campus Solutions to request Student Financials Role. User may also view the status of their security request submitted. The FERPA Confidentially Agreement and Gramm Leach Bliley Act forms will need to be signed, scanned and emailed to sfsuppor@fiu.edu.

    Using Run Control IDs in PantherSoft

    The first time a report or process is run in PantherSoft, a Run Control ID must be established. The Run Control ID is simply an identifier so that PantherSoft can recognize which report/process is being run. To learn more about Run Controls visit Policies, Procedures and Manuals on the Controllers website.

    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 8/29/14) loaded into PantherSoft on September 2nd and must be completely processed by the end of business on September 16, 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 August 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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