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Controller's Office > News > Panther Post Newsletter

Newsletter 2015-2016 Volume 8

In this Edition...

  • Monthly Closing Calendars
  • Smart Internal Billing Enhancements
  • Surplus Warehouse has Re-Opened
  • myFIUmarket Updates - Fisher Scientific & CDW-G
  • Professional or Other Organization Membership Dues Reminder
  • Materials and Supplies Reminder
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The January 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.

    Smart Internal Billing Enhancements

    This year we have implemented the following changes to improve your Smart Billing experience:

  • Smart Bill creators can cancel a Smart Bill that has been created and saved but should not be submitted for approval. Historically, creators would need assistance from FSSS to cancel these Smart Bills.

  • When a Smart Bill is submitted for approval the billing and receiving departments will receive an e-mail from fin-panthersoft@fiu.edu and not from the previous approver in the workflow.

  • If a Smart Bill is created and saved but not submitted or cancelled (see above), then after 90 days the Smart Bill will be considered obsolete and deleted. The creator of the Smart Bill will be notified via e-mail.

  • Previously, the Smart Billing system would notify an approver (both the billing department and receiving department approvers) once the Smart Bill entered their queue via e-mail. To avoid delays in processing and booking, the Smart Billing system will send two subsequent e-mail reminders to the approver after 30 and 60 days if they have not approved or denied the Smart Bill.
  • As of February 1, 2016, the following additional changes were implemented:

  • Smart Bills in the billing (seller) department approver's queue that are 90 or more days old will be cancelled. The billing (seller) department approver will be notified via e-mail. Users can re-create the Smart Bill if required.

  • Smart Bills in the receiving (buyer) department approver's queue that are 90 days old will be auto-approved and posted. The receiving (buyer) department approver will be notified via e-mail.

  • Please note, only after three notifications (0/30/60 days) will the pending Smart Bill be cancelled or auto-posted.
  • Smart Bills posting to sponsored projects that require Project Manager supplemental approval have additional improvements:

  • If the Smart Bill is less than $10,000 and outstanding for 90 days, then the project manager, i.e. receiving department approver, will be notified and the Smart Bill will be auto-approved and posted.

  • If the Smart Bill is greater than $10,000 and outstanding for 90 days, then the project manager will be notified and the Smart Bill will be auto-approved. The Smart Bill will then be routed to the grants manager in ORED for final approval. The grants manager will be given 30 days to approve. If the Smart Bill is still pending grants manager approval after 30 days, then it will be auto-approved and posted with e-mail confirmations to the grants manager and Smart Bill creator. A comment to this effect will be added to the Smart Bill as well.
  • Smart Billing Training Guide is located here.

    Surplus Warehouse has Re-Opened

    The Surplus Warehouse (W7) has re-opened. Hours of operation are Monday, Wednesday, and Friday from 7:00 AM to 3:30 PM (Closed for lunch from 12:00 PM to 1:00 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 www.govdeals.com 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.

    myFIUmarket Updates

    Fisher Scientific Purchases

    We are pleased to announce the Fisher Scientific catalog is now available through myFIUmarket. The new account number for all quote requests and for orders going through the catalog is 240345-040. Purchasing Services will close all existing Blanket Purchase Orders issued to Fisher by March 31st. Departments should create receipts and submit any outstanding invoices to Accounts Payable before this date.

    The Fisher Scientific website will be running parallel to myFIUmarket to allow MMC requesters to purchase storeroom items from the on-site Research Lab Supply Store. As a reminder, cardholders will be allowed to purchase items from this store with their Departmental Cards, as long as the purchase is within the allowable Departmental Card purchase parameters. Hazardous Chemical purchases made directly from the store are allowed on the Departmental Card. Requesters may choose to purchase the items from the store in myFIUmarket; the credit card is just an additional payment option for the store. To order from the store, the requester must order online and have a fishersci.com login under the 270345-003 account.

    If ordering from myFIUmarket, storeroom items have been loaded as preferred and can be found under the My List feature in the catalog. Hazardous chemical purchases from the Fisher catalog contain a flag, which will prompt you to select one of five centralized receiving locations in the e-Pro requisition. You must therefore include the PI Name, Building and Room number in the line comments for delivery purposes. If you do not provide delivery contact information, it will delay getting your chemicals to your lab.

    CDW-G Catalog

    Dell, CDW-G and myFIUmarket have teamed up to create a new process for placing non-Panther Tech store Dell orders moving forward. Please follow the steps below to have your Dell equipment ordered through myFIUmarket!

    1. Log into the FIU Dell Premier site and create your Dell eQuote.
    2. You will receive a system-generated e-mail from Dell Premier with the quote number and details.
    3. Once you're ready to purchase your Dell eQuote, forward the e-mail you received from Dell to jamehil@cdwg.com.
    4. Within 24 hours, James Hillebrand at CDW will replicate the Dell eQuote and email it back to you with a CDW quote number.
    5. Log into Panthersoft Financials to access myFIUmarket. Use the "Find my Quote" function within the CDW catalog landing page, and enter the quote number James provided you.
    6. Checkout, review and submit your requisition.
    7. Upon requisition approval, the system will generate an approved Purchase Order, which will be sent to CDW electronically for processing.
    8. You'll receive your Dell product as normal with the same lead time as the previous method. All order status tracking and invoices will be available in myFIUmarket for quick and easy access.

    Please note these orders will bypass the Purchasing Buyer. If there are any questions or concerns about the process, please contact James Hillebrand directly at the following information and he'll be happy to answer any questions.

    James Hillebrand
    Executive Account Manager
    Phone: 866-223-0748
    Phone: 866-223-0748
    Fax: 312-705-9435
    Email: jamehil@cdwg.com

    Training for myFIUmarket can be found at the following link: http://finance.fiu.edu/controller/TrainingRegistration.html

    For step-by-step instructions on how to submit a Dell order through this new process, please refer to the ordering instructions found in the CDW catalog landing page.

    Professional or Other Organization Membership Dues Reminder

    Public funds may be used for the purpose of paying professional institutional/organizational membership dues, provided that the membership is essential to the duties and responsibilities of the institution or organization. Individual memberships are not reimbursable unless there is written certification by the organization stating that it does not accept institutional memberships. Individual memberships also must be essential to the statutory duties and responsibilities of the individual. Do not include departmental/organizational memberships that are paid on an expense report.

    Materials and Supplies Reminder

    Materials and/or supplies needed for office spaces/classrooms/labs and other business purposes must be obtained using either the PCard, paid by FIU via a requisition, or an unencumbered vendor form. Supplies are not individually reimbursed. Items must be purchased by the department. Permanent employees that need to obtain commodities and/or food privileges on behalf of the university must get a PCard.

    Public funds used for entertainment meals must be reasonable, non-luxurious or excessive in nature or public perception. It is recomended that these transacations are processed through business unit FIU02 (Foundation). If there is a FIU business purpose that supports these expenses, obtain a written memo from the host and image it in with the expense report so that the University has this information for its records. Please contact Inez Stokes at 7-2543 if you have any questions.

    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 01/29/2016) loaded into PantherSoft on February 2nd and must be completely processed no later than noon, February 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.

    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