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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 6

In this Edition...

  • Monthly Closing Calendar
  • Update on New Law Limiting Allowable Hotel Expenses
  • ePro Helpful Hints
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The November 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.


    Update on New Law Limiting Allowable Hotel Expenses

    We have received the following guidance from the Office of the General Counsel:

    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.

    As of July 1, 2016, the cost for lodging for FIU employees associated with a meeting, conference, or convention organized or sponsored in whole or in part by FIU may not exceed $150.00 per day if paid with state funding (E & G). Amounts over $150.00 must be paid with personal funds. Please note that the lodging limitation of $150.00 applies only to lodging for a meeting, conference, or convention organized or sponsored in whole or in part by FIU. It does not apply to lodging for a meeting, conference, or convention organized or sponsored by other entities, including other state agencies.

    Departments must ensure the requirements of this law are met when establishing lodging for FIU employees attending FIU sponsored events.


    ePro Helpful Hints

    ePro at FIU provides requesters with a central place to manage their requisitions, from creation of the requisition to tracking of it, all the way through to payment. The Financial Systems and Support Services (FSSS) team offers courses in using ePro. To view available training and to register please navigate to the Training Registration Site. To view the ePro Procure to Pay Manual or the Procure to Pay Quick Guide or myFIUmarket videos please visit the FSSS Training Resource site.

    The following helpful hints are on topics that we receive questions on frequently. There is additional information and screed shots available in the Procure to Pay Manual. If you would like a trainer to visit your department or if you have any questions, please contact the FSSS Help Desk by calling (305) 348-7200 or sending an email to controller@fiu.edu.

    Ship To Location

  • Use the search glass to select the Ship To location.
  • Your "Ship To" field should default to your HR campus location. If you need another location, you must change it manually by clicking the Search glass. You can manually change the "ship to", by choosing another campus location. Please note a requester cannot permanently change their default address within PantherSoft. This must be done by contacting the FSSS Help Desk.
  • The University has implemented a centralized receiving location for hazardous chemicals. Please make sure to use one of the approved "ship to" locations below:
  • (Please do not ship Airgas gases here. Use normal "Ship To" based on your account set up)

    Centralized Receiving Locations for Hazardous Materials

    Campus / Dept Description Ship To Location Code
    MMC Scientific Receiving CP 193 0009000193
    EC Biomedical Engineering EC 2600 0101002600
    EC Civil & Environmental EC 3678 0101003678
    EC Applied Research Center EC 2180 0101002180
    BBC Receiving Dock S01 101 0S01000101

    Split Distribution (at the line level)

  • Expand the accounting lines and select the appropriate Speedchart for the line using the search glass.
  • After selecting the Speedchart, verify chartfield population (dept., site, fund, program, etc.)
  • If there is a need to split the charges across Chartfields, click the "+" sign at the end of the row. You can split distribution at the line level, based on how the expense is going to be paid.
  • Another line will appear, however, there will be no option to select the Speedchart; users will have to manually populate appropriate Chartfields.
  • Category Code

  • To search for the category code, click the magnifying glass.
  • Use the following search options to help ensure the correct Category Code is used:
    • Leave both fields blank, and click Find. All categories will show up
    • Choose "Description" in the Search by box and enter your item in the second box. Results that match the best will display.
    • Choose either "Category" or "Description" in the first box and you have the option to leave the second box blank. This will list all categories.
  • A GL Expense Account (associated with the category chosen) must exist under the Activity Number or Project ID being used. If not, the requisition will yield a budget error.
  • Prior to entering a requisition, please use the PeopleSoft queries FIU_FSSS_PO_CATEGORY_LIST or FIU_PO_CATEGORY_LIST2 or the NIGP Category Code Crosswalk to help ensure you are utilizing the appropriate category code and then check the GL Expense Account tied to those category codes to ensure you have the appropriate budget in the GL Expense Account. If you have a budget error in a Requisition utilizing an Activity number, contact your Expense/Budget Manager. If it involves a Project ID, contact the Project Manager.
  • Departmental Card

    Purchases from suppliers found at myFIUmarket cannot be procured with a Departmental Card unless the following condition applies: expedited orders, a supplier's website has FIU contracted pricing, price matching or furniture requiring installation (other than OCO) is needed.

  • When you need to expedite your order with Airgas outside of myFIUmarket, call 305-470-8933 and provide your ship to account number and pay with your Departmental Card.
  • When you need to expedite your orders with Fisher outside of myFIUmarket, log in at https://www.fishersci.com/us/en/home.html using your FIU account number and pay with your Departmental Card.
  • When you need Office Depot to price match or purchase furniture requiring installation (under $5,000 or non-accountable (OCO) property) please contact Racquel Coley at (954) 825-7297 or racquel.coley@officedepot.com or one of the 3 Office Depot Interns. Once the price match order number or the furniture order number is received, please call 1-888-777-4044 and provide the order number, plus the Departmental Card number.
  • 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 11/30/2016) loaded into PantherSoft on December 2nd and must be completely processed by the end of business on December 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.


    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 November 2016.

    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