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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 10

In this Edition...

  • Monthly Closing Calendar
  • Year End Closing Dates
  • Procurement Services Update
  • Cash Advance Update
  • PantherSoft Fundamentals is Moving Online
  • Credit Card Reconciliation
  • UPS: Re-Weigh Charge for Shipment
  • Entering Receipts
  • Invoice Submission
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The March 2017 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.

    Procurement Services Update

    Effective immediately, the Purchasing Services department will be known as "Procurement Services". Forms and other documentation will be updated accordingly.

    Cash Advance Update

    Effective May 1, 2017, the maximum dollar amount allowed for employee travel cash advances will be $5,000. Anything reaching or exceeding that amount will require approval by The Office of the Controller. An employee will still be allowed one (1) cash advance at a time.

    The use of the procurement system (purchase order, Pcard etc.) is the preferred method to be used for travel expenses that can be prepaid by the University.

    PantherSoft Fundamentals is Moving Online

    The Office of the Controller has converted PantherSoft Fundamentals to a self-paced online course. In conjunction with FIU Moodle, we are making the basics of PantherSoft available to you on demand. This is a great course for all FIU employees since PantherSoft is used throughout the University. As of May 1, 2017, this course will be a pre-requisite for all PantherSoft trainings offered by the Office of the Controller.

    Topics like Favorites, Navigating menus, and Personalizations are covered via guided simulations. We highly encourage all current users to sign up and take this training as a refresher and complete the survey at the end.

    Employees can register for the class via Professional Development, under Office of the Controller courses.

    If you have any questions regarding this course, please call 7-7200.

    Credit Card Reconciliation

    Congratulations! As of the February billing statement, we were at 97% compliance on scanned receipts! Thank you for your efforts in making this a successful transition!

    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 be approved within 10 business days, Approvers will have through the end of the calendar month to complete attaching all documentation.

    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.

    Entering Receipts

    The receiving against the PO should be done as soon as the items are received or services are rendered, and the date MUST be updated to reflect the actual date the items were physically received. 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 see job aid for instructions.

    Contact the PantherSoft Help Desk at 7-7200 with any questions.

    Invoice Submission

    Invoices should be submitted to Accounts Payable in PDF format only. The invoices must be sent to invoices@fiu.edu. Invoices attached to requisitions will NOT reach Accounts Payable for processing. Vendors should be instructed to send invoices directly to Accounts Payable.

    In the event that a department does submit an invoice, it is important to keep track of which ones are submitted. If a submitted invoice has not been processed after 3 weeks of submission, and AP has not contacted you, please forward the original e-mail to Liza Del Campo at ldelcam@fiu.edu.

    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.

    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) equal 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.

    Monthly Departmental Card Deadline

    As a reminder, this month's billing statement (dated March 31, 2017) loaded into PantherSoft on April 4, 2017 and must be completely processed by the end of business on April 18, 2017.

    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.

    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 March 2017.

    To claim a payment, please contact Cash Management 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