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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 4

In this Edition...

  • Monthly Closing Calendar
  • New Law Limits Allowable Hotel Expenses
  • Total Contract Manager
  • Spend Management Analytics
  • Toshiba - Managed Print and Copy Services
  • Credit Card Reconciliation
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The September 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.

    New Law Limits Allowable Hotel Expenses

    The 2016 Florida Legislature enacted House Bill 5003 containing the following section:

    Section 120. In order to implement appropriations in the 2016-2017 General Appropriations Act for state employee travel and notwithstanding s. 112.061, Florida Statutes, costs for lodging associated with a meeting, conference, or convention organized or sponsored in whole or in part by a state agency or the judicial branch may not exceed $150 per day. An employee may expend his or her own funds for any lodging expenses in excess of $150 per day. This section expires July 1, 2017.

    Total Contract Manager

    Purchasing Services, in conjunction with the Office of the General Counsel (OGC), is in the process of implementing SciQuest's Total Contract Manager (TCM) solution. TCM will allow FIU to better manage the complete lifecycle of our contracts. TCM will be a central contract repository and will help reduce cycle time through the use of templates and online collaboration, increase contract compliance by tracking contract expiration and outstanding obligations with alerts based on due dates. TCM will be utilized university-wide for processing most types of contracts (e.g., academic, procurement, etc.). However, the first type of contract to be implemented in TCM is for the purchase of goods and/or services.

    Departments will be able to do the following in TCM:

  • Complete a contract request, which will replace the manual contract intake form used today;
  • Submit the request, with the contract documents attached, for approval electronically;
  • Track the progress of the approvals on each contract request;
  • Track the progress of the contract once Purchasing is processing it;
  • Manage the contract once it is fully executed; this includes uploading relevant documents to the contract file, creating obligations, notifications and reminders, tracking expiration dates, and a variety of other tasks;
  • View dashboards with all your contract requests as well as your contracts in order to better manage contracts and have complete visibility at all times to all purchasing contract and contract request data.
  • TCM has workflow built-in that will route the contract request through the appropriate approval process electronically based on what is being purchased. Contracts will be fully executed via electronic signatures from the appropriate signature authority via DocuSign, once it is implemented in the next few months. What was a very manual, cumbersome process will now be completed electronically in TCM.

    TCM is currently in use by Purchasing for all contracts received via a manual contract intake form. We have only implemented TCM for the Division of IT for the electronic submission of contract requests to Purchasing Services. Purchasing Services is working with the Office of the General Counsel and the Financial Systems and Support team to create the necessary resources and training. We plan to have TCM for procurement contracts rolled out university-wide within the next nine months and will then start working on implementing TCM for the other types of contracts.

    Spend Management Analytics

    Purchasing Services has completed the implementation of Rosslyn's Spend Management Analytics solution called RAPid that increases spend visibility. FIU along with all the universities in the Florida State University System were required to implement RAPid by the Board of Governors in an effort to better leverage and manage system-wide university spend.

    All of the spend data for the past two years from PantherSoft, which includes PCard spend has been fed into RAPid solution. Purchasing Services will now be able to run spend reports in RAPid in a variety of ways to identify opportunities for savings, make smarter business decisions, increase contract compliance and help departments better manage their overall spend. We will be able to run reports by category, vendor, method of payment, and a large number of other data points. Reports can be produced with as much or as little detail as needed, with charts and diagrams to show the data in different ways.

    Purchasing Services will use this data to help decide what strategic sourcing events to initiate and what catalogs to enable in myFIUmarket. This tool is also available for departments to help with spend visibility and help with business decisions. Anyone who would like the ability to drill down into their departmental spend will now have an opportunity to do so. Please reach out to Kelly Loll, Director of Purchasing, if you are interested in having access to RAPid or if you would like to request any specific reports.

    Toshiba - Managed Print and Copy Services

    Purchasing Services continues to assist Toshiba Business Solutions to improve the billing process and reporting to better meet the needs of the University Community. Effective immediately, Department Heads or Budget Managers will need to complete and approve the Billing Revisions Form located at http://finance.fiu.edu/controller/Forms.html#PurForm for any requests for billing changes. Please e-mail the completed form to alfonsod@fiu.edu for processing.

    The form will facilitate the following activities:

  • Restrict or suspend equipment access (from other departments and/or individual user access);
  • Change default activity/project for an entire department;
  • Add activity/project number for an entire department;
  • Add activity/project number to an individual employee;
  • Change activity number for an individual employee;
  • Update Budget Manager contact information;
  • Request additional reports;
  • Suspend copying/printing.
  • On a monthly basis, funds will be expensed from the departmental ID based upon the billing information on the form. Should you have any concerns or comments, Purchasing Services will be your point of contact by e-mailing alfonsod@fiu.edu or calling Danayde Alfonso at 305-348-2172.

    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.

    Monthly Departmental Card Deadline

    As a reminder, this month's billing statement (dated 09/30/2016) loaded into PantherSoft on October 3rd and must be completely processed by the end of business on October 19, 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.

    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 September 2016.

    To claim a payment, please contact Cash Management (Dawn Patrick, dpatrick@fiu.edu, (305) 348-2542 or Eva Ramirez, erami004@fiu.edu, (305) 348-2547) 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