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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 6

In this Edition...

  • PantherSoft Financials 9.2 Upgrade News
  • Monthly Closing Calendars

  • Annual PCI DSS Merchant Questionnaire

  • New Merchant Journal Templates

  • ID Transfer Requests Related to Financial Aid

  • Purchasing 101 Training

  • Reminders and Deadlines
  • PantherSoft Financials 9.2 Upgrade

    To ensure a smooth transition to PeopleSoft 9.2 all financial transactions requiring approval must be in approved status before we begin the upgrade on December 30, 2014. To allow enough time for pending transactions approval, access to create new Requisitions, Travel Authorizations, Expense Reports and Smart Bills will be removed on Monday December 15, 2014. Financial Systems and the PantherSoft technical team will monitor and communicate with the user community to ensure all pending transactions are in approved status by December 30, 2014.

    PantherSoft Financials will be unavailable after 5 p.m. Tuesday December 30, 2014 and upgraded system will be available to the user community on Monday January 5, 2015 for processing.

    The Reporting database will be created using a copy of the 9.2 Production database and will be available on Monday January 05, 2015. At go-live only queries that are in the production database will be available in Reporting. To request public and private queries from the 9.0 Reporting database please send an email to the 'Office of the Controller' mailbox with your query name(s) and we will migrate them to the 9.2 Reporting database.

    Training and Webinar Information

    As part of the Financials system upgrade to 9.2, the Office of the Controller will be conducting several training sessions as well as webinars on December 9th and December 15th to highlight the new system functionalities and business process changes.

    For more information and to register for the webinar and 9.2 training, visit our training website or the 9.2 Upgrade Project website.

    Travel Reminders for the PantherSoft Financials 9.2 Upgrade

    The PeopleSoft Financials upgrade to version 9.2 go live date will take place January 1-4, 2015. All Travel Authorizations, Cash Advances and Expense Reports must be in an "Approved" or "Paid" status for the upgrade. Reports that have a status of, Submitted for Approval, Pending, or Approval in Process will be deleted from the system to ensure a smooth transition. In order to plan accordingly, see the deadline dates listed below:

  • December 15, 2014 Access to create TAs, Cash Advances and Expenses Reports will be removed from the University community. Make sure all TAs and Cash Advances for December and early January travel are approved.

  • December 30, 2014 After 5:00 p.m. the PeopleSoft Financials system will be unavailable to the user community.

  • December 30, 2014 At 3:00 p.m. the Disbursements department will run the final PeopleSoft version 9.0 payment cycle for all Expense reports, Cash Advances, Vouchers, Foundation, and any other payments processed by Disbursements.

  • January 5, 2015 GO LIVE! The upgraded system will be available to the user community for processing.
  • To view the list of open reports, click here.

    Payroll Transfers

    Please review Payroll Transfers pending approval by running the FIU_PAYROLL_TRANSFERS_SUB query in PantherSoft Financials. In preparation for the upgrade, submitted Payroll Transfers must be approved by Friday, December 19, 2014. Payroll Transfers submitted and not approved by that date will be set to "Denied" and will need to be resubmitted for approval after go-live.

    For questions, please contact the Human Resources Service Center at (305) 348-2181.

    Credit Card Reconciliation Enhancement

    There are two big changes coming to approval/reconciliation procedures with the PantherSoft 9.2 implementation, beginning with the 12/31/2014 billing statement (scheduled to load into PS 9.2 on 1/5/2015).

    The first, is a mandatory scanning of receipts/backup documentation:

    A scanned receipt and supporting backup documentation must be attached to each transaction line; this will be mandatory during the reconciliation process. 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.

    This new business process will improve record retention efficiencies by providing easy electronic access to view and print the receipts and supporting documentation of all card activity.

    This feature is currently available in PS 9.0 and we highly recommend that you become familiar with the process. To add supporting during reconciliation:

    1. Click on the white comment bubble icon, located on the Reconcile Statement Transaction Tab.

    2. Click the Attach button located directly under the comments box under Associated Document.

    3. Click on the Browse button to select the scanned file for attachment.

    4. When document is selected, click open and attach, to complete the load process.

    5. When successfully attached, the scanned file name will appear under Attachment in the Associated Document box. Click the View button to review.

    6. If you need to attach multiple scanned documents for a single transaction line, click the + button located next to the status field. Proceed with clicking on the Attach button, as notated in step #2 and continue the process (see sample below).

    Helpful Tips

  • For procedural information about using your departmental MFD (multi-functional device) printer to create scanned documents, please contact your IT liaison.

  • Each receipt must be a separate scan in order to be attached to related transaction line, you can add multiple scanned files per line.

  • Scanned images may be saved to the desktop, a file directory or flash drive.

  • .pdf is the preferred file format.
  • The second change, it will be mandatory that a comment be notated for all transactions. Additionally, all comments will be entered into the long description field and not in the comment bubble.

    This feature is currently available in PS 9.0 and we highly recommend that you become familiar with the process. To add a comment to long description:

    1. Select show all columns under billing statement.

    2. Enter your comment into the Description field. The following format must be followed for all comments (there is a 60 character limit in this field):

  • For travel transactions - enter TA00000XXXXXX, Travelers name. X=the TA number

  • For non-travel transactions- enter the business purpose or other explanation

  • This feature is currently available in PS 9.0 and we highly recommend that you become familiar with the process. To add a comment to long description:

    Monthly Closing Calendars

    The November 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.

    Annual PCI DSS Merchant Questionnaire

    On an annual basis, the Office of the Controller requires the departments which use merchant services to complete a Payment Card Industry Data Security Standard (PCI DSS) questionnaire. The merchant questionnaire is designed to ensure all departments are securing card holders' data and maintain compliance with the University's policies and procedures.

    The Office of the Controller sent a memo to the departments which had merchant activity during FY 2013-14. The departments are encouraged to review the Payment Card Processing policy and PCI DSS refresher presentation. Once the policy and refresher course have been reviewed, the primary contact is required to request the questionnaire via email at merchant@fiu.edu. The deadline to complete the questionnaire is December 30, 2014.

    For questions regarding Merchant Services or the annual questionnaire, please send an email to merchant@fiu.edu and/or contact Katherine Cochran at 305-348-3888.

    New Merchant Journal Templates

    If your department is recording credit card journals in PeopleSoft Financials, please begin using the following new templates:

  • 112003-New Activity Journal Template

  • 112003-New Activity Journal Template with Sales Tax

  • ID Transfer Requests Related to Financial Aid

    Going forward, the Controller's Office will no longer process ID Transfer Requests for the Expense Accounts that are generated by scholarships/stipends that are sent to Financial Aid for processing. This change is necessary in order to maintain alignment of the General Ledger and Campus Solutions subsystem for our reporting needs. The Expense Accounts are listed below.

    Requests for transfers for these accounts need to be sent via email to Jennifer Rivera in the Financial Aid Office.

    We appreciate your cooperation.

    Expense Accounts
    Account Description
    768201 Scholarships
    768401 Tuition Payments
    768301 Stipends
    768211 Waivers for Fundable FTEs
    768204 Waivers
    768205 Book Allowance
    768202 NRA Qualified Scholarship
    768212 Auxilary Schol

    Purchasing 101

    Purchasing Services is conducting Purchasing 101 Training and we highly recommend that all staff who request goods or services attend, not just the individuals that process the requisitions or oversee the Department's budget and finances. If you have PIs or Directors that cannot attend the two hour training, Purchasing Services will work with your Department to conduct a 30 minute high level overview of FIU's Purchasing Policies. Please distribute the one page Purchasing Services Overview to any staff member who requests goods or services and/or processes the requisitions. Purchasing Services has been communicating the need to stop processing confirming POs since November 2013.

    As of October 28, 2014, we are tracking confirming POs and we will take away access to process requisitions, once a requester has 3 or more confirming POs. We need to communicate to all end users who request goods or services that confirming POs are not allowed to continue within University departments.

    Individuals may view available training dates and register on the Training Registration site. Following is the schedule available to date. Seating is limited so please register soon. Additional dates will be added for the 2015 calendar year.

  • Thursday, 12/11/2014, 10:00 a.m. to noon, MMC, CSC 1123
  • 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 11/30/14) loaded into PantherSoft on December 1st and must be completely processed by the end of business on December 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.

    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 November 30, 2014.

    To claim a payment, please contact Cash Management (Angelmar Ortega, aortega@fiu.edu, (305) 348-2052) 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