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Controller's Office > News > Panther Post Newsletter

Newsletter 2015-2016 Volume 11

In this Edition...

  • Monthly Closing Calendars
  • Year End Closing Dates
  • Fund Balance (Surplus or Deficits)
  • eProcurement Requisitions Page Shutdown Period
  • myFIUmarket Update
  • Toshiba Business Solutions Contract
  • Minimizing Credit Card Risk: Online Safety Tips
  • Accounts Payable Updates and Reminders
  • Deadline to Process Departmental Card Transfer of Charges
  • Mandatory Retraining of All Program Participants
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The April 2016 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.

    Year End Closing Dates

    Each year key deadlines and important dates for the fiscal year end close are issued. The dates for this fiscal year end can be found here. Please refer to the contacts page for the appropriate individual to direct questions.

    Fund Balance (Surplus or Deficits)

    As the fiscal year end closing period is quickly approaching, we would like to emphasize that you should be reviewing the Fund Balance in your Activity numbers to identify if you have a surplus or deficit. Particularly in Funds 604 – Transfers from Component Units, 471 – Scholarship-Unrestricted, and 472 – Scholarship-Restricted, you should not have a surplus or deficit in Fund Balance other than any timing difference at year end. If you need assistance in calculating your Fund Balance, please do not hesitate to contact Jose Zubimendi, jzubimen@fiu.edu, in the Accounting and Reporting Services department for assistance.

    Please note that if you have a deficit fund balance in your 604 Activity IDs, you must act quickly now to ensure that reimbursement requests are submitted to the FIU Foundation for unreimbursed expenses so far for this fiscal year. Keep in mind that any deficit Fund Balance resulting from unreimbursed, current year expenses incurred through the end of May, will be charged to your alternate Activity ID by the close of the Fiscal Year. If you have surplus balances in Fund 604 Activity IDs that have resulted from reimbursements received for current year expenses incurred, then it is likely that the expenses were recorded in an Activity ID in another Fund, therefore a transfer of expenses is required using an Internal Transfer Request Form to move those expenses to the Fund 604 Activity ID. Please contact Jose Zubimendi, jzubimen@fiu.edu, for assistance in resolving any surplus fund balances.

    eProcurement Requisitions Page Shutdown Period

    PantherSoft Financial System for requisitions will be shut down from 6/11/16 through 7/4/16. Please plan ahead and place all orders to support your department's needs for a four week period prior to this shut down. All requisitions entered by 6/11/16 must be approved in PantherSoft by 6/13/16 to be processed this fiscal year. Requisitions for FY2016/17 cannot be entered until 7/5/16.

    myFIUmarket orders can be placed on the Departmental Card during the system shutdown period by contacting the supplier directly and placing an expedited order. Please click here for a list of the myFIUmarket supplier contacts and ordering instructions. Special Request (non-myFIUmarket) order requests will be considered on a case-by-case basis based on the criterion that there was a reasonably unforeseeable need that will cause a financial loss, a life-threatening condition or impact to academic instruction. All special requests must be approved by Kelly Loll, Director of Purchasing Services via email. The email must be sent by the requester's approver justifying the issuance of a PO and containing the following pertinent information found in a requisition:

    Item Description Price Quantity Unit of Measure
    Category Code Supplier ID Supplier Location Supplier Name
    Ship to Location Attention To: Activity/Project Number Comments/Attachments

    myFIUmarket Update

    Office Depot Rollout

    Office Depot's new catalog went live in myFIUmarket on Monday, April 18th. In preparation, the FSSS team delivered eleven (11) sessions of the Procure-to-Pay training to 188 Office Depot end-users. A total of 43 orders were processed during go-live week. The Office Depot team experienced issues with POs processed from 4/18/16 – 4/22/16, but they were resolved quickly and deliveries were made early the following week. We have processed over 106 orders since we went live and orders are now placed within hours after the PO is approved. We are sorry for any delays experienced in the first week.

    We will shut down the Office Max portal on 5/18/2016. All future office supplies orders must be processed through myFIUmarket and departmental cards can only be used for expedited orders or at an Office Depot store location.

    Fisher Scientific Web Site Shutdown Reminder

    We will shut down the Fisher Scientific's web site at fishersci.com for all items except for Research Lab Supply Store items on 7/5/2016. You must place all non-store orders and non-expedited orders through myFIUmarket. Departmental Cards can only be used for store items and expedited orders.

    You must be set up as a requester in PantherSoft to access myFIUmarket and to shop from the six (6) catalogs which have very competitive pricing. If you do not have a requester role in PantherSoft, please send an e-mail to controller@fiu.edu to request access to requisitions in eProcurement. For more information on myFIUmarket and to sign up for training, please visit http://finance.fiu.edu/controller/TrainingRegistration.html.

    Toshiba Business Solutions Contract

    Starting June 1, 2016 the Toshiba Print and Copy Services contract will be managed by Purchasing Services. In the past six months, 287 new multifunction printers have been deployed in 151 locations throughout FIU campuses. Toshiba implemented Papercut Software in over 100 locations and provided training to over 500 users. The enterprise wide implementation phase for the new fleet of multifunctional printers has been completed. If you need to lease additional multifunctional printers, please contact Brian Curry at Brian.Curry@tbs.toshiba.com. To report any service issues please contact Toshiba directly at FIU.Service@Tbs.toshiba.com. To order supplies contact FIUSupplies@Tbs.toshiba.com and all billing questions should be directed to FIU.Billing@Tbs.toshiba.com. Since Departments now lease their own multifunctional printers, you will need to deal directly with Toshiba. For a complete list of all contacts and to find out more about Toshiba's Managed Print and Copy Services please visit https://shop.fiu.edu/retail-services/toshiba-copying/index.html.

    Minimizing Credit Card Risk: Online Safety Tips

    Your Credit Card Solution Team has partnered with JP Morgan Chase to bring you a three part series on minimizing credit card risks. As we close out this three part series, in this edition we will share tips to improve your overall online safety knowledge. To review previous articles in this series, please visit the Panther Post Newsletter Archive Page, reference volume FY 2015-2016 February and March 2016 editions.

    Computer Security

  • Control physical access to your computer in order to prevent unauthorized persons from using it.

  • If you need to leave your computer unattended, log off or lock it.

  • Select passwords that are difficult for others to guess; change passwords frequently.
    • TIP: Use a phrase to form the password and include a number.
    • For example: I Like To Vacation In Florida = IL2VIF (sample only, please do not use)
  • Do not give your passwords to anyone.

  • Do not save passwords on your computer or leave written notes with your password nearby.

  • Check your "last login date/time" each time you access a system, to see if your ID is being used by someone else.

  • Dedicate a computer to online banking services only; do not access email or browse the web from this computer.

  • Report suspicious activity related to your computer or your user ID to the appropriate parties as quickly as possible.

  • If you notice suspicious activity relating to accounts at J.P. Morgan that you access online, promptly report that activity to your program administrator, then call your J.P. Morgan Customer Service representative or Client Application Support.
  • Virus Management

  • Ensure your computer uses the security features provided by your organization, such as virus scanning and firewalls.

  • Ensure your anti-virus/anti-spyware software is up-to-date and schedule frequent scans of your computer.

  • Be cautious when downloading programs or applications such as Java® or ActiveX® as they may contain malware that can cause harm to your computer.

  • Beware opening email messages received from unknown sources and pay special attention to links and attachments. Do not launch links or open attachments from unknown sources.

  • Disable the preview process within your email system to prevent malware from harming your computer.

  • Contact your internal technical support team to verify that unused ports on your computer are closed.
  • Encryption

    Encryption is the scrambling of data into a secret code that can be read only by software and a special code to decipher the information; it is unreadable by any computer that does not have the software/code to decipher it. Only your computer and PaymentNet have the ability to unlock your code. With PaymentNet, all your activity is protected by industry standard security mechanisms.

    To ensure you have the appropriate encryption levels, be sure to use a current browser that supports higher encryption standards. If you have questions, contact your internal technical support team.

    You may check that your Internet session is secure by looking for a small lock symbol usually located in the lower corner of your browser window. You may also look for the letters "https://" at the beginning of your website URL in the browser address bar. The "s" indicates that the connection is secure.

    Whom to Contact if You Suspect Your FIU Computer or PaymentNet bank login has been compromised

    If you are worried that you might have inadvertently compromised your PaymentNet user ID or password:

  • It is important that you speak with your Credit Card Solution Team to deactivate or reset your User ID or Password immediately.

  • Also, contact your J.P. Morgan Client Service representative or Client Application Support immediately at 1-800-270-7760, they are available to assist you 24/7.

  • You can help J.P. Morgan and FIU to investigate suspected fraud by forwarding suspicious email messages you receive to abuse@jpmorgan.com and abuse@fiu.edu.
  • As always, please remember that J.P. Morgan Chase and your FIU Credit Card Solution Team will NEVER ask you for your password or card number.

    Accounts Payable Updates and Reminders

    Fiscal Year End

    As the fiscal year end approaches, we would like to remind you to complete the receiving in PantherSoft as soon as services are rendered or ordered items are received. In most circumstances, you should not need to review the invoice in order to complete the receiving in PantherSoft. An invoice will only be approved for payment when all of the below criteria are met:

  • The price of an item(s) equals the price on the PO

  • The items being billed are 'received' in PantherSoft
  • In other words, the ordering department controls when payments are made by controlling the receiving of the merchandise or service in PantherSoft.

    Entering Receipts

    The receiving against the PO should be done as soon as the items are received or services are rendered. Please do not wait until an invoice is received.

    If you have completed the receiving entry for an order or an invoice and continue to receive an e-mail requesting a receiving transaction, please contact Accounts Payables to clear the match exception. Please do not resend the invoice to Accounts Payable.

    The receiving date in PeopleSoft should always be the date the product was received – not the date that the receiving entry is made (default date).

    Please follow the instructions here for changing the receipt date in PeopleSoft. Please contact the PantherSoft Help Desk with any questions.

    Submitting Requisitions

    When submitting a requisition, please ensure that the correct vendor ID is chosen. Also, any updates to the vendor name should be resolved before an invoice is sent to Accounts Payable. If the vendor record is not updated – payment will be delayed.

    Unencumbered Forms

    Please make sure that all unencumbered forms have a clear explanation on what is being paid. Prior to submitting the form, please review the list of allowable unencumbered items available on the Controller's website.

    Letter Assignment Update

    Below are the letter assignments for the staff:

    Beatriz Castañeda A, E, F, O, X, Y
    Karla Alfaro B, C, D, G, M, N, Z
    Maria Castillo P, Q, N, Journal Vouchers
    Zerelda Rodriguez H, I, J, K, L, R, S, T, U, V, W, FEDEX

    Deadline to Process Departmental Card Transfer of Charges

    To adjust the accounting applied to a Departmental Card after the billing cycle is closed, an approver will request a Journal Voucher Adjustment in the General Ledger from the Credit Card Solutions Accountant. The Approver must submit this request by completing a Transfer of Departmental Card Charges Form.

    Note, the last day to submit a Transfer of Procurement Card Charges Request for FY 2015-16 is May 13, 2016. Additionally, the cost transfer must be accomplished within 90 days of the original transaction.

    Transfers not completed within 90 days suggest that ledgers are not being reviewed timely. Additionally, transfers will only be processed within the same Fiscal Year that the expense was charged to the general ledger.

    Good Practices:

  • Plan expenditures as much as possible

  • Double check entries to eliminate errors

  • Review / monitor monthly ledgers

  • Initiate required cost transfers in a timely manner
  • Bad Practices / RED Flags:

  • Transfers with inadequate explanations
    1. "to correct an error" or
    2. "to transfer to correct project"

  • Inadequate documentation

  • Transfers older than 90 days

  • Large Number of Cost Transfers
  • Any cost transfers that are not project or grant related, which are submitted to the Controller's Office more than 90 days after the original transaction, will not be processed. These include Pcard transactions, AP vouchers, or travel related expenses. If the transfer is within the 90 day window, please make sure to include all appropriate documentation, in addition to the Trandata that shows the original charge.

    Project Related Non-Payroll Transfers must follow the guidelines as established by Division of Research Policy: Cost and Payroll Transfers on Sponsored Projects found in the Compliance Website at http://policies.fiu.edu/files/266.pdf.

    Mandatory Retraining of All Program Participants

    As part of our audit corrective actions, all card program participants (Cardholders, Approvers, and Reconcilers) are required to complete a periodic retraining of program processes and procedures. For your convenience, we have developed an online Moodle "self-training" experience to meet this essential audit requirement.

  • For those participants that have both a Departmental Card and a T&E Card, you must complete both courses.

  • All cardholders will be required to submit an updated cardholder agreement eForm.

  • Departmental Card holders must also complete a subordinate approver survey.

  • All participants must pass a brief assessment with a minimum of 80% accuracy.
  • You should have received an email containing additional information on how to access and complete your refresher training. All training must be completed no later than May 23rd to avoid any disruption in program participation.

    If you have any questions please reach out to the Credit Card Solutions Team or 305-348-7200.

    Travel Reminder

    As we approach year end for the fiscal year of 2015-2016, 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. Call 7-2543 for inquiries.

    Please take the time now to review and cancel all TAs that are not needed in the Travel and Expense Module. This must be completed prior to June 10, 2016. For a list of pending documents, please click here. For information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports, please click here.

    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 04/29/2016) loaded into PantherSoft on May 2nd and must be completely processed by the end of business on May 16, 2016.

    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 April 29, 2016.

    To claim a payment, please contact Cash Management (Dawn Patrick, dpatrick@fiu.edu, (305) 348-2542 or Leslie-Anne Triana, latriana@fiu.edu, (305) 348-1250) 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