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Controller's Office > News > Panther Post Newsletter

Newsletter 2015-2016 Volume 2

In this Edition...

  • Fiscal Year End 2014-2015
  • eProcurement
  • Completing the Departmental Deposit Form
  • Do you have an approved Petty Cash or Participant Payment Fund?
  • Travel to Cuba
  • Inactivity Reviews
  • Card Cancellation Reminder
  • Reminders and Deadlines
  • Fiscal Year End 2014-2015

    University departments are now able to run reports for FY 2014-2015.


    eProcurement

    We went live with ePro and myFIUmarket on August 10, 2015.

    Blanket Purchase Orders

    Blanket Purchase Orders for suppliers that have catalogs on myFIUmarket will no longer be valid.

    Departments should create all receipts and ensure all invoices are submitted for purchases made from those old Blanket Purchase Orders. Purchasing will close all Blanket Purchase Orders for any supplier in myFIUmarket by September 11, 2015.

    myFIUmarket Suppliers

    The four suppliers' catalogs that are available for shopping are:

  • CDW-G
  • Air Gas
  • Grainger
  • Fisher
  • The Purchasing team is working diligently to continue to add suppliers' catalogs and contracts.

    New Shopping Functionality

    With the "assign a cart" functionality, individuals in a department will be able to shop in the marketplace, assign the cart to a central person who does all the requisitions and that person can go in and complete and submit the requisition for approval.

    Important Note: In order to be able to shop and assign a cart the individual must have access to PeopleSoft Financials as a Requestor. To request this access, individuals can contact FSSS at 7-7200 or via email at controller@fiu.edu.

    Training Plan and Schedule

    Please visit the FSSS training website at http://finance.fiu.edu/controller/TrainingRegistration.html to view and register for available training and to obtain resources, including the Procure to Pay manual, which includes step by step instructions on how to shop in myFIUmarket and how to navigate in Panthersoft, and video snippets that have been compiled outlining some of the new functionality.

    Ship To Field Update

    The Ship To field on requisitions and receipts now contain all FIU location ID's. The previously popular options of CENTRAL RECEIVING and SEE BELOW are no longer options for the Ship To field. Requestors will need to select the actual campus location from the search screen for wherever they want the item shipped to, including central receiving. All requestors are set up with a Ship To location ID default. The default location is the requestor's office location, as recorded in the Panthersoft HR module. If a requestor would like to change the Ship To location ID for a specific requisition or a specific line on a requisition, he/she may do so manually. However, if a requestor would like to have his/her default Ship To location ID changed to a different location on campus, the requestor must email controller@fiu.edu with this request and include the location (campus, building and room number) that he/she would like set as the default.


    Completing the Departmental Deposit Form

    Please remember to have the complete Speed Type information on your Departmental Deposit Forms when submitting them to the Cashier's Office.

    The following link has the most updated Departmental Deposit Form - Departmental Deposit Form.

  • Activity (10 digits) or Project number (9 digits)
  • Department Number (9 digits)
  • Site Number (2 digits, except for certain projects that may have only 1 digit)
  • Fund Number (3 digits)
  • Program Number (2 digits)
  • To check the correct Speed Type in PeopleSoft, please use the following navigation:

    Main Menu > Set Up Financials/Supply Chain > Common Definitions > Design Chartfields > Define Values > SpeedTypes


    Do you have an approved Petty Cash or Participant Payment Fund?

    Each new fiscal year, our office requests that all custodians of petty cash funds complete an annual petty cash custodian form and submit it to the Controller's Office for our records. These forms are reviewed by auditors and serve as confirmation that the funds remain under your care and that they are properly safeguarded. Please complete and sign a new yearly Custodian Acknowledgement Form and submit it to PC 120, attention Emily Burtt.

    Participant Payment Funds (PPF) must have a Custodian Acknowledgement Form completed by the current custodian on file for such funds. In addition, if the period of the approved PPF has lapsed, then the funds must be either returned and the PPF closed, or an Extension Form must be completed, signed, and approved in order for replenishments to continue being processed.

    All forms must have proper signatures and activity numbers or projects, whichever the case. Forms that are not complete will be returned to the custodians for proper completion. Delays in submission of these forms may result in payments being held until completed forms have been received. Please note that these forms are due now.

    For your convenience, below is the link to all Controllers' Office Forms.

    http://finance.fiu.edu/controller/Forms.html


    Travel to Cuba

    Travel to Cuba is now permitted. The country of Cuba has been added in the Panthersoft Financial system as a travel destination. Visit the U.S. Department of State website for the allowable lodging and meal rates.


    Inactivity Reviews

    We have recently completed an inactivity analysis of all university issued credit cards. If you have received an inactivity notification email from our team, we kindly ask that you respond (if you have not already done so) no later than August 19th to avoid any disruption in your card service.


    Card Cancellation Reminder

    Departments have a responsibility for timely card cancellation. When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver or Department MUST notify the CCS team in an email immediately, prior to any Card Cancellation Form being sent.

    Departments that fail to follow the correct and timely card cancellation protocols risk losing the card privileges for their entire unit.

    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 cancelled or deleted by the Travel Department. 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 7/31/15) loaded into PantherSoft on August 3rd and must be completely processed by the end of business on August 17, 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.

    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