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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 7

In this Edition...

  • PantherSoft Financials 9.2 Upgrade News
  • Monthly Closing Calendars

  • Reference Chart for Expense Accounting Codes

  • Inactivity Reviews

  • New Laboratory and Medical Gases Contract

  • Purchasing 101 Training

  • Reminders and Deadlines
  • PantherSoft Financials 9.2 Upgrade

    PantherSoft Financials was successfully upgraded to release 9.2 if you are missing any Public or Private queries from the 9.0 Production or Reporting environment, please send an email to the Office of Controller mailbox at controller@fiu.edu with the following information:

  • Name of query

  • Private /user ID

  • From which 9.0 Database (Production or Reporting)

  • Training and Webinar Information

    We updated our training classes to support the new release of the application and presented a webinar highlighting the differences between 9.0 and 9.2. Please visit our Training Registration website to view a recording of the webinar, questions and answers from those sessions along with the presentation. While on the training registration website, register for some of our upcoming 9.2 training sessions.

    Credit Card Reconciliation Enhancement

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

    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.

    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.
  • Additionaly, it is now 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. 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 important update will improve our reporting capabilities of all card activity, the long description field is query-able where the bubble data was not. The descriptions will now be visible in Trandata and other reports.

    Monthly Closing Calendars

    The December 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.

    Reference Chart for Expense Accounting Codes

    The Accounting and Reporting Services team has created a chart to assist you with selecting the appropriate accounts for expense coding purposes. We have analyzed, defined and grouped all expense accounts into 4 major categories:

  • General Use Accounts (accounts that can be used by all University Departments)

  • For use by Payroll only

  • For use by Athletics only

  • For use by Controller's only
  • To view the chart, click here. To search for a particular account number or keyword you may use the "Ctrl+F" function and type the account number or keyword desired in the search box.

    For additional assistance in selecting the appropriate account, please contact Michelle Chiu-Hung or Jose Zubimendi.

    Inactivity Reviews

    At the end of each fiscal quarter, a Card Inactivity Review is conducted by the Credit Card Solutions Team. Cardholders who have not had card activity during the consecutive three month period prior to the review will be sent an Inactivity Notification via email. The review for this quarter was completed at the end of December.

    If you received an inactivity notice and your card is still needed, please reply to the email with a justification as to why the card account must remain open. You may also reply to the notification indicating that the card is no longer needed request card cancellation.

    If no response is received within three weeks of the notification, the card account will be automatically cancelled and the Cardholder will receive notification.

    New Laboratory and Medical Gases Contract

    Purchasing Services would like to announce the new Laboratory and Medical Gases contract to the University community. Effective December 1, 2014, FIU and Airgas have negotiated new contract pricing for Laboratory and Medical Gases through the E&I - Educational and Institutional Cooperative Services. This replaces the previous contract with Airgas that was awarded for bid ITB78-020 for Medical Gases, which has expired. FIU is a member of E&I and is entitled to participate in cooperative initiatives that leverage economies of scale in purchasing of commodities and services. E&I solicited this contract through a formal process and Airgas was the awarded supplier. The new contract prices and contact information is located on the Purchasing website. The new Prices are effective from 12/01/2014 through 11/30/2015.

    If you have any questions regarding this contract, please contact Cheryl Cobb, Senior Purchasing Agent at (305) 348-6897 or via e-mail at Cheryl.Cobb@fiu.edu.

    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.

  • Thursday, 1/15/2015 10 am to noon MMC - CSC 1123

  • Thursday, 2/5/2015 10 am to noon BBC - HM 235

  • Thursday, 2/26/2015 10 am to noon MMC - CSC 1123

  • Thursday, 3/19/2015 10 am to noon MMC - CSC 1123

  • Thursday, 4/9/2015 10 am to noon MMC - CSC 1123

  • Thursday, 4/30/2015 10 am to noon BBC - HM 235

  • 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 12/31/14) loaded into PantherSoft on January 6th and must be completely processed by the end of business on January 20, 2015.

    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 2015 New Year, 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 a list of pending documents, please click here.

  • Remember to re-submit all TAs and Expense reports that were sent back due to the Peoplesoft Financials 9.2 upgrade.

  • For assistance with the new Travel & Expense version 9.2, contact the Call Center at 7-7200 or the Travel & Expenses Dept. at 7-2543.
  • 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 December 31, 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