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Controller's Office > News > Panther Post Newsletter

Newsletter 2016-2017 Volume 7

In this Edition...

  • Monthly Closing Calendar
  • New Associate Vice President and University Controller
  • Guidelines for Acquisition, Pick-Up and Transporting Dry Ice
  • Instructions for Ordering Furniture from Office Depot with installation at FIU
  • IRS Form 1098-T for 2016 will be Available Online
  • IRS Form 1099-MISC for 2016 will be Mailed to Vendors
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The December 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 Associate Vice President and University Controller

    The Office of the Controller is pleased to announce that Katharine Brophy will join the team in the position of Associate Vice President and University Controller. Katharine will join the FIU family on Tuesday, January 17, 2017 and will be working closely with Cecilia during a one month transition period. She will formally assume the position of Associate Vice President and University Controller upon Cecilia's retirement on February 17, 2017.

    Katharine comes to us from Montclair State University in Montclair, New Jersey where she served as Associate Vice President for Finance. Prior to her employment at Montclair State, Katharine was Director of Budget Administration and Finance at the University of Baltimore and was the CFO at Lombardi Comprehensive Cancer Center at Georgetown University. Katharine also spent 17 years at Johns Hopkins University, where she held multiple positions.

    Katharine holds a Master's degree in Business Management of Information Technology from Johns Hopkins University and a Bachelor's degree in Accounting from University of Baltimore and is also a Certified Public Accountant (CPA).

    Please join us in welcoming Katharine to the Office of the Controller and FIU!

    Guidelines for Acquisition, Pick-Up and Transporting Dry Ice

    University researchers should purchase dry ice via PO and have it delivered to the university by local suppliers (see below). However, small quantities (25lbs or less in total) can be purchased via PO or Pcard in alignment with purchasing rules and transported by university personnel as long as the transportation and labeling requirements are adhered to in accordance with 49 CFR 171.8. Users should plan to pick up the dry ice as close to the time it is needed as possible. It sublimates at 10%, or 5 to 10 pounds every 24 hours, whichever is greater.

    For safety protection, the maximum permissible quantity for individual purchase and transport established by FIU is 25 pounds of dry ice. *Employees using his or her personal vehicle for transport are strongly encouraged to discuss coverage with their insurance carriers.

    A quick guide along with a full-length guideline on dry ice is available on the EH&S Lab Safety Website.

    Here is information on local supplier's that can provide dry ice.

    Vendor Minimum Order Qty Price per Pound
    Arctic Dry Ice 15 LB $1.30 + $75 Delivery Charge
    Publix N/A $1.59, Pick Up Only
    Associated Carbonic Industries* 50 LB $1.00
    Continental Carbonic Products 300 LB $1.00

    *Associated Carbonic Industries is approved FIU vendor and currently provides Dry Ice for MMC campus.

    Instructions for Ordering Furniture from Office Depot with installation at FIU

    Step 1: Identify what furniture items you would like to purchase from Office Depot.

    Step 2: Send an e-mail to the FIU / Office Depot Team with item numbers.

    Office Depot Team:

    Daniel Ruiz - druiz058@fiu.edu

    Maria Fiallo - maria.fiallo@officedepot.com

    Paola Parreno-Merino - pparr016@fiu.edu

    Racquel Coley - racquel.coley@officedepot.com

    Step 3: The Office Depot Team will obtain installation quotes and email to the customer within 24-48 hours.

    Step 4: Customer needs to confirm that they will accept the quote with installation charges and send back to the Office Depot Team via e-mail.

    Step 5: Office Depot Team will place order and contact the customer with order number.

    Step 6: Customer will call customer service with order number and give customer service their credit card information in order to release order.

    Step 7: Customer will be contacted by installer to schedule delivery of assembled furniture.

    Step 8: Installers will come out to install.

    Office Depot Interns Spring Semester Schedule

    Daniel Ruiz
    Maria Fiallo
    Paola Parreno-Merino
    1:30 pm - 5 pm
    9 am - 5 pm
    9 am - 5 pm
    11 am - 3 pm
    10 am - 12 pm, 1:30 pm - 5 pm
    9 am - 5 pm
    9 am - 5 pm
    1:30 pm - 5 pm
    1 pm - 5 pm
    10 am - 5 pm
    9 am - 5 pm

    IRS Form 1098-T for 2016 will be available online

    The IRS Form 1098-T (Tuition statement) for 2016 will be available online via the MyFIU portal by January 31, 2017. The Form 1098-T reports tuition charged and financial aid awarded to students enrolled in courses during the calendar year for which they receive academic credit. The information reported on Form 1098-T helps students evaluate their eligibility for certain Federal tax benefits. In accordance with Internal Revenue Service requirements, Florida International University (FIU) reports amounts billed during the calendar year for qualified tuition and related fees. The amounts reported on Form 1098-T may differ from the amounts relevant for claiming any tax benefits. For information regarding filing your tax return, tax benefits for education and tax credits or deductions relating to your Form 1098-T, please consult a tax professional. No Office of the Controller employee, nor any other Florida International University employee can provide individual tax advice.

    Also note that the University does not issue a Form 1098-T in the following cases:

  • If tuition and related expenses are completely waived;
  • If tuition and related expenses are entirely paid by scholarships or grants;
  • If a student is a nonresident alien;
  • If a student is enrolled only in not-for-credit courses.

  • IRS Form 1099-MISC for 2016 will be mailed to Vendors

    The IRS Form 1099-MISC for 2016 will be mailed to vendors by January 31, 2017. Form 1099-MISC is used to report payments made to individuals and certain businesses (suppliers) that received payments from Florida International University (FIU) in excess of the $600 reporting threshold during calendar year 2016.

    The IRS requires that Florida International University obtain a Taxpayer Identification Number (TIN) for every person or business that receives payment. This information is provided on IRS Form W-9. US Citizens and Resident Aliens are required to complete a Form W-9 before receiving any payments from the FIU.

    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 12/31/2016) loaded into PantherSoft on January 4th and must be completely processed by the end of business on January 19, 2017.

    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 December 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