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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 5

In this Edition...

  • Monthly Closing Calendar
  • Search Firm Contracts
  • UPS: Re-Weigh Charge for Shipment
  • Card Cancellation Process
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The October 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.

    Search Firm Contracts

    Purchasing Services would like to announce the new Search Firm contracts available for use by the University community. FIU completed a competitive solicitation process and awarded ten (10) Master Contracts to various vendors. FIU departments may contract with these firms to fill middle and senior management level positions at FIU in the following general areas of specialization: Higher Education, Fundraising, Finance, Academic Senior positions, Healthcare, Facilities/Construction and Engineering. Departments that choose to utilize one of these firms should: 1) select a firm from the Master list; 2) complete the search firm addendum template that corresponds to that firm, including all of the relevant information and any additionally negotiated terms; 3) submit the completed addendum for approval to the Emmanuele Archange in the Division of Human Resources for Administrative positions or to Howard Holness in the Office of the Provost, Planning, and Finance for Faculty positions; 4) once approval from the appropriate office has been obtained via email, the department shall submit the approval email, completed addendum, without signatures, and the contract intake form (available at http://finance.fiu.edu/controller/Forms.html#PurForm) to Purchasing Services at contracts@fiu.edu. Purchasing will obtain all necessary signatures on the addendum and distribute an executed copy to all parties.

    Please visit the Purchasing website at http://finance.fiu.edu/purchasing/4contra_search_firms.html for the addendum templates and additional information about these contracts. If you have any questions regarding this contract, please contact Chandra Nix at (305) 348-2413 or via e-mail nixc@fiu.edu.

    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

    Departments have a responsibility for timely card cancellation. 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.

    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 10/31/2016) loaded into PantherSoft on November 1st and must be completely processed by the end of business on November 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