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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 1

In this Edition...

  • Fiscal Year End 2015-2016
  • Do you have a Petty Cash or Participant Payment Fund?
  • Annual PCI DSS Self-Assessment Questionnaire
  • New Documentation Requirements for Merchant Journal Entries
  • New Process for Requisitions with Wrong Category Codes
  • Office Depot Product Search Tip and Contacts Update
  • Ship to Location Reminder
  • FIU Welcomes UPS as a Sustainable and Effective Transportation Provider
  • UPS: Re-Weigh Charge for Shipment
  • Card Cancellation Process
  • Credit Card Reconciliation
  • Reminders and Deadlines
  • Fiscal Year End 2015-2016

    The initial close of the general ledger for the month of June 2016 was completed on July 15th, 2016. This date was the deadline to record all journal entries from university departments, process allocation journals for the shared services fee and record accruals for major expenses like payroll and initial accounts payable in the system. From July 16th to August 1st, the Controller's office will continue to record additional accruals and other closing entries for financial statement purposes. On August 2nd, university departments will be able to run reports for FY2015-16. Refer to the FY2015-16 Year End Memorandum for further information. Our team counts on you to meet crucial year-end and monthly closing deadlines, so we thank you for your efforts and cooperation throughout the year.

    Do you have a Petty Cash or Participant Payment Fund?

    Each fiscal year the Office of the Controller requests that all custodians of petty cash and participant payment funds complete an acknowledgment form. These forms serve as confirmation that the funds remain in the custodian's possession and are properly safeguarded.

    Please complete and sign a Petty Cash-Change Fund Acknowledgment Form or Participant Payment Fund Custodian Acknowledgement Form and submit it to PC 120, attention Emily Burtt by August 15, 2016. Delays in submission of these forms may result in replenishments being held until the completed form is received.

    Annual PCI DSS Self-Assessment Questionnaire

    The Office of the Controller requires departments that are processing, storing, and/or transmitting payment card data to complete an Annual Payment Card Industry Data Security Standard (PCI DSS) self- assessment questionnaire (SAQ). The SAQ's are designed to ensure that departments are securing card holders' data, maintaining PCI compliance, and adhering to the University's policies and procedures.

    In the upcoming weeks, you will receive an e-mail from the Office of the Controller with instructions on how to request your department's specific SAQ. All merchant employees will be required to review the Payment Card Processing Policy and PCI DSS refresher presentation as part of this process.

    For questions regarding the annual questionnaire, please e-mail merchant@fiu.edu and/or contact Katherine Cochran at 305-348-3888.

    New Documentation Requirements for Merchant Journal Entries

    Departments will now be required to attach supporting documentation for merchant journal entries in PeopleSoft Financials. The support will vary on the type of merchant location(s).

    All merchant locations are required to adhere to the State of Florida's general records schedule GS1-SL. The monthly bank statements must be retained for at least 10 years along with a copy of the journal template and supporting documentation.

    For questions regarding supporting documentation for your merchant entries, please e-mail merchant@fiu.edu and/or contact Katherine Cochran at 305-348-3888.

    New Process for Requisitions with Wrong Category Codes

    Requisitions sourcing over to Purchasing with wrong category codes will be cancelled and the requester will need to re-enter. The system allows you to search for categories by description. The search results include the category code number and description, and the GL Expense account number and account description mapped to the category code. Please verify the category code you are selecting is mapped to the appropriate account for the good or service you're purchasing before you save and submit your requisition for approval.

    Office Depot Product Search Tip and Contacts Update

    Core List items that are specially priced for the FIU account contain the Best Value flag. You can search for items, filter by category, and sort by Best Value in order to view items with deeper discounts. Additionally, as an added feature, Office Depot is holding pricing firm for non-core items for a period of 90 days.

    Below is the contact information for our Office Depot Interns. If you have any customer service questions, you can reach out to them for assistance. In order to escalate any issues, please continue to reach out to Racquel Coley, Account Manager, at 954-825-7297 or Email: racquel.coley@officedepot.com.

    Daniel Ruiz, Office Depot Intern, Email: druiz058@fiu.edu, Phone no. 305-833-9698.

    Maria Fiallo, Office Depot Intern, Email: mfial016@fiu.edu, Phone no. 305-979-0660.

    Ship to Location Reminder

    Before you Save & Submit your requisitions, please review the Shipping Summary section of your requisitions for accuracy. If the address section is blank, you need to edit the shipping code. Requisitions must not be submitted for approval without a valid address.

    FIU Welcomes UPS as a Sustainable and Effective Transportation Provider

    UPS is the only shipping provider to offer effective transportation solutions through one integrated network- that means a single driver picks up your Ground, Air, and International Packages! By choosing UPS services, you are contributing to the environment while minimizing traffic clutter on campus. Plus, you get the benefits of using UPS technology to help streamline processes and improve efficiencies related to shipment preparation, visibility, cost allocation, and bill reconciliation. Go green with brown and save time, cut costs, be more sustainable, and get more done.

    Are you ready to start? For additional information or guidance on how to prepare a shipment, please contact Aimee Gonzalez, UPS Enterprise Account Manager at acgonzalez@ups.com or by phone at 768-459-5404.

    UPS: Re-Weigh Charge for Shipment

    When reviewing your monthly billing statement, did you find a UPS charge that you could not identify? Most commonly, this charge is the result of a "package audit" performed by UPS, where they re-weigh your shipment and calculate the price to the actual package weight.

    UPS is available by phone or online to assist you in identification of the charge and to provide you with the invoice needed to complete the reconciliation process. Our dedicated UPS Representative, Aimee Gonzalez, will be happy to assist you resolve all of your billing and documentation needs. For support, call 786-459-5404 or email her at acgonzalez@ups.com.

    Card Cancellation Process

    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.

    Credit Card Reconciliation

    As a reminder, scanning of receipts/backup documentation is mandatory.

    A scanned receipt and supporting backup documentation (flyers, attendance sheets, etc) must be attached to each transaction line. 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.

    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. Call 7-2543 for inquiries.

    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.

    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