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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 12

In this Edition...

  • Monthly Closing Calendar
  • Fiscal Year End 2016-17 Memorandum is now available
  • eProcurement Requisition Page Shutdown Period
  • Employee Recognition Gift Card Requests
  • FIU Amazon Business Account Reminder
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The May 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.


    Fiscal Year End 2016-17 Memorandum is now available

    The fiscal year end closing process is quickly approaching. In preparation for the fiscal year end close, please refer to the FY2016-17 Year End Memorandum for important information including all year end closing deadlines and a listing of departmental contacts. 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.


    eProcurement Requisition Page Shutdown Period

    The eProcurement Requisition Page will be temporarily shut-down from June 10, 2017 – July 2, 2017. All requisitions for FY2016-2017 must be entered and approved in the system by June 9th, 2017. Requisitions in Pending Approval and Open status will be cancelled after this date. Requisitions for FY2017-2018 cannot be entered until July 3, 2017.

    myFIUmarket orders can be placed on the Departmental Card during the system shutdown period by contacting the supplier directly and placing an expedited order. Please click here for a list of the myFIUmarket supplier contacts and ordering instructions.

    Special Request (non-myFIUmarket) orders for purchases on ORED project IDs will be approved if sent to Kelly Loll, Director of Procurement via email. The email must be sent by the requester’s approver and contain the pertinent information found in a requisition as noted below. All other requests for exceptions will be considered on a case-by-case basis based on the criterion that there was a reasonably unforeseeable need that will cause a financial loss, a life-threatening condition or impact to academic instruction. All requests must be sent to Kelly Loll, Director of Procurement via email to kloll@fiu.edu

    Item Description
    Price
    Quantity
    Unit of Measure
    Category Code Supplier ID Supplier Location Supplier Name
    Ship to Location Attention to: Activity/Project Number Comments/Attachments

    Employee Recognition Gift Card Requests

    In an effort to reinforce the appropriate process of requesting bonuses, incentives, or rewards for valued employees, Procurement Services is no longer processing gift card requests for employee incentives. Supervisors can visit the following link and select “Incentive Pay” to see the list of bonus types available for award. These requests should be processed through the Division of Human Resources. For more information, please contact the Compensation Administration at 305-348-4996.


    FIU Amazon Business Account Reminder

    This is a reminder that FIU Amazon Business is to be used exclusively for purchases pertaining to the university; all personal purchases on Amazon must be made using a personal email address.

    The use of Amazon Business for personal purchases exposes us to risk of loss of our Tax Exemption status. Additionally, all personal purchases are fully transparent to FIU Administrators within the Amazon Business systems. Personal purchases leads to misrepresentation of purchase history and data as we analyze our category spend. Please reach out to the FIU purchasing department at ext. 7-2161 with any further questions.

    Travel

    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. A list of pending documents can be found here. Information regarding report status abbreviations and how to close or cancel Travel Authorizations and/or Expense Reports can be found here.


    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 May 31, 2017) loaded into PantherSoft on June 1, 2017 and must be completely processed by the end of business on June 15, 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 a transfer.

    Additionally, cardholders with three non-approvals that were not justified in the same fiscal year will have their card temporarily suspended until they complete a retraining session.


    Important Reminder Regarding DSO Reimbursements June 13, 2017 Deadline

    All Finance Managers, please note that June 13, 2017 is this year’s deadline set by the Foundation by which university departments must submit reimbursement requests for eligible expenses incurred through May 31, 2017 in order for the Foundation to process the reimbursement in FY 2016-17. Any expenses, other than those posting in June 2017, not submitted for reimbursement to the Foundation by their June 13, 2017 deadline will be transferred and charged to your department’s E&G budget by the Controller’s office. Please contact Jose Zubimendi, Assistant Controller at ext. 7-1139, if you have any questions regarding this process. Also please make sure to refer to the FY2016-17 Year End Memorandum for important information and other upcoming deadlines as part of the Fiscal Year End closing process.


    YEAR END DEADLINES:

    All invoices must be submitted to AP by Friday, June 9, 2017.

    Journal Voucher must be submitted to AP by Friday, June 16, 2017.

    Fiscal Year End - Please complete the receiving in PantherSoft as soon as services are rendered or ordered items are physically 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.

    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 for changing the receipt date in PeopleSoft. Please contact the PantherSoft Help Desk at ext. 7-7200 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 by e-mail at ldelcam@fiu.edu. Do not send the invoice to invoices@fiu.edu. This will cause a duplicate entry of the invoice.

    Delivery of Invoices - Please remember that invoices attached to requisitions are not forwarded to Accounts Payable. If the vendor does not send the invoice directly to Accounts Payable, the department must do so.


    Deadline to Process Departmental Card Transfer of Charges

    To adjust the accounting applied to a Departmental Card after the billing cycle is closed, an approver should request a Journal Voucher Adjustment in the General Ledger from the Credit Card Solutions Accountant. The Approver must submit this request by completing a Transfer of Departmental Card Charges Form.

    Note, the last day to submit a Transfer of Departmental Card Charges Form for FY 2016-17 was May 31, 2017. Additionally, the transfer must be accomplished within 90 days of the original transaction.

    Transfers not completed within 90 days suggest that ledgers are not being reviewed timely. Additionally, transfers will only be processed within the same Fiscal Year that the expense was charged to the general ledger.

    Good Practices
    Bad Practices / RED Flags
    Plan expenditures as much as possible Transfers older than 90 days
    Double check entries to eliminate errors Large Number of Transfers
    Review / monitor monthly ledgers Inadequate documentation
    Initiate required transfers in a timely manner Transfers with inadequate explanations
  • "to correct and error"
  • "to transfer to correct project"
  • Any transfers that are not project or grant related, which are submitted to the Controller’s Office more than 90 days after the original transaction, will NOT be processed. These include departmental card transactions, AP vouchers, or travel related expenses. If the transfer is within the 90 day window, please make sure to include all appropriate documentation, in addition to the Transdata query report that shows the original charge.

    Project Related Non-Payroll Transfers must follow the guidelines as established by the Division of Research Policy: Cost and Payroll Transfers on Sponsored Project, which can be found in the Compliance Website.


    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 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 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