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Controller's Office > News > Panther Post Newsletter

Newsletter 2015-2016 Volume 12

In this Edition...

  • Monthly Closing Calendars
  • Year End Closing Dates
  • Changes to Travel and Expense Approval Process
  • eProcurement Requisitions Page Shutdown Reminder
  • Office Depot Notifications Update
  • Accounts Payable Updates and Reminders
  • Annual Certification for Sole Source Purchases
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The May 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.

    Changes to Travel and Expense Approval Process

    Effective immediately, approvers will no longer have the ability to modify Business Unit and Chartfield values on Travel Authorizations and Expense Reports. In the event that a travel and expense transaction requires an update (i.e. Chartfield or Speedtype change), the approver will need to "send it back" for revision.

    If you have any further questions regarding this change, please contact Office of Controller's Help Desk at x.7200 or email controller@fiu.edu.

    eProcurement Requisitions Page Shutdown Reminder

    The eProcurement Requisition Page will be temporarily shut-down from June 11, 2016 July 4, 2016. More information can be accessed through the following link: http://finance.fiu.edu/controller/News2016V11.html#TopPur1

    Please be advised all requisitions entered by June 10, 2016 must be approved in PantherSoft by June 13, 2016. Requisitions in Pending Approval and Open status will be cancelled after June 13th.

    Office Depot Notifications Update

    As of May 18th, Office Depot end-users will receive an e-mail confirmation when an order has shipped. If an item has been discontinued, the end-user will receive a phone call or e-mail from the Exception Department. Please make sure to follow-up with the buyer listed on your order to request the discontinued item be cancelled.

    For all returns and Customer Service issues, you need to call the customer support line at 1-888-777-4044, and to escalate any issues please reach out to Racquel Coley, Account Manager, at racquel.coley@officedepot.com or 954-825-7297. If you're asked to provide an account number you can reference account 90644710. When you return an item, Office Depot will issue a credit memo and Accounts Payable will process. Office Depot sends invoices and credit memos directly to Accounts Payable. Please do not forward any invoices, packing slips, order summaries, and order confirmations to invoices@fiu.edu for Office Depot or any other myFIUmarket supplier.

    Accounts Payable Updates and Reminders


    Please note the year end deadlines below for AP:

  • All invoices must be submitted to AP by Friday, June 10th

  • Journal Vouchers must be submitted to AP by Friday, June 10th
  • Foreign Invoices

    Do not send invoices for foreign vendors to invoices@fiu.edu. All foreign invoices should be sent to Johaira Pilarte.

    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 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.

    Avoid Duplicate Entry

    During your year-end review, if you notice that an invoice that you previously sent to invoices@fiu.edu has not been entered, please do not resubmit. E-mail Liza Del Campo for an update on the status of the invoice.

    Receiving Transaction E-mail Notifications

    During the month of June, the receiving notifications will be sent out on a daily basis. If you are receiving this notice, Accounts Payable has already received and entered the invoice in PeopleSoft. Please DO NOT send the invoice to AP when you have entered the receipt. PeopleSoft will automatically match the invoice to the receipt. If you continue to receive the notification that a receipt is pending after the receipt has been entered, please notify Liza Del Campo. Do not send the invoice to invoices@fiu.edu. This will cause a duplicate entry of the invoice.

    Annual Certification for Sole Source Purchases

    The President has approved the Annual Certification for Sole Source Purchases for eleven categories. Please review the document by visiting the following link: Annual Certification for Sole Source Purchases

    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, this month's billing statement (dated 5/31/2016) loaded into PantherSoft on June 2nd and must be completely processed by the end of business on June 14, 2016.

    Any charges not processed by the closing deadline will be automatically charged to the cardholder's default accounting on file and will not be eligible for expense transfer. Please remember the year is closing, you will want all charges appropriately coded!

    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 May 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