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Controller's Office > News > Panther Post Newsletter

Newsletter 2014-2015 Volume 8

In this Edition...

  • Monthly Closing Calendars
  • Credit Card Reconciliation Enhancement
  • Changes to activities within Agency Fund (491)
  • University Signage
  • Surplus Warehouse
  • Purchasing 101 Training
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The January 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.

    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 documents 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. 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.

    Changes to activities within Agency Fund (491)

    Last fiscal year the Accounting and Reporting Services team completed the clean-up of the balances in Agency Funds to limit the activities in these funds to only those that are truly agency activities. By definition an Agency Fund is established to record the administration of funds for which the University acts as a fiscal agent on behalf of an outside Principal. Agency activities are not operating activities of the University and as such should not be classified as revenues and/or expenses.

    PantherSoft has been modified to prevent revenues and expenses from posting to any activity within Agency Fund (491). Going forward please use Account 399010 Unexpended Agency Funds to record any funds received or disbursed from an Agency fund.

    For additional assistance, please contact Michelle Chiu-Hung or Jose Zubimendi.

    University Signage

    We are pleased to announce that signage creation and purchasing just got easier for the University! In an effort to standardize the look of our brand and our campuses, reduce material costs, and ease the process for the creation of signage, FIU has granted two companies contracts for the next two years.

    The vetting process was long and involved decisions from throughout FIU, but at the end BINCA Imaging Group and Florida Graphics Services are now the official signage vendors for the University. With more than 25 years combined experience in the region, as well as several years of quality work history with FIU, these companies are equipped to handle any signage request (interior and exterior, large and small, at any campus location) that the University needs. They know our brand, they know our standards and they are giving us the best price for the best quality.

    Follow this link to find their contact information, instructions on how to request services, as well as pricing sheets for each company that cover standard materials that have been used for a multitude of signs at FIU over the years.

    We know there are many companies whom we have worked with us in the past, so if there are other vendors you would like considered for such a contract in the future, please let us know. Based on the success of this process we will begin to incorporate more companies but it is very important to use these two companies for now.

    Please pass this on to anyone at the university you think would benefit from this knowledge. We want FIU to look its best and to support a high standard of quality. If you have any questions, reach out to FIU External Relations.

    Surplus Warehouse

    The Surplus Warehouse (W7) is open Monday, Wednesday, and Friday from 7:00 AM to 3:30 PM. We have a wide assortment of items which have been surplused by various departments. FIU employees are welcome to visit the Surplus Warehouse and see if there are items that may be re-purposed for their departments. Our staff will guide you through the transfer process. Should you have any questions, please contact 305-348-2167.

    Additionally, we have contracted with GovDeals to make surplus items available to the general public on a periodic basis. FIU community members are welcome to register and bid on items as they become available.

    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, 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 01/30/15) loaded into PantherSoft on February 2nd and must be completely processed by the end of business on February 16, 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

    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 canceled or 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 January 31, 2015.

    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.

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    Office of the Controller