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Controller's Office > News > Panther Post Newsletter

Newsletter 2017-2018 Volume 4

In this Edition...

  • Monthly Closing Calendars
  • Enterprise Wide Roll Out of Total Contract Manager
  • Office of the Controller Invites you to Training
  • Online Journal Entry Training
  • Reminders and Deadlines
  • Monthly Closing Calendars

    The September 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.


    Enterprise Wide Roll Out of Total Contract Manager

    Procurement Services and the Office of the General Counsel (OGC) has teamed up to relaunch Total Contract Manager (TCM), considered a “best in class” contracting tool. TCM will work to eliminate inefficient contract management practices and improve process visibility and contract accessibility across the University. Risk is reduced with the introduction of specific compliance questions developed through the involvement of certain University departments, including OGC, Office of the Controller, Compliance, ORED, DOIT, External Relations, Office of Finance and Budget, EH&S, and the Provost Office.

    TCM implementation originally began in 2016, however due to a major upgrade to TCM, we put the implementation on hold and rebuilt the workflow. The long-term goal of TCM is to create a central contract repository, reduce cycle time through online collaboration, improve visibility, support contract administration through the use of alerts and reminders, reduce risk, and increase competencies.

    TCM users, as determined by FIU’s executive administration, will be notified directly that they will be provided access to TCM. All users must take Procurement’s Contracts 101 training, as well as the TCM training. The upgraded TCM will be implemented University wide soon; please stay on the lookout for specific dates. Additional information will be sent out as we get closer to the training and go live dates. If you have any questions please contact Kelly Loll at ext. 1246 or Crystal Herrera at ext. 2164.


    Office of the Controller Invites you to Training

    The Office of the Controller offers training courses on many of our Panthersoft modules.

    We conduct training classes once a month on Procurement, Travel and Expense, Financial Reporting, Query, and more. Earlier this year, we released Panthersoft Fundamentals online providing a convenient way for new employees to familiarize themselves with the Financials system, as well as current employees who may need a refresher. In addition to these courses, we also launched an Advanced Query course to give our users added skill sets that make them more self-sufficient in the system. Our classes are offered once a month on the MMC campus, and every other month on the BBC campus. We are also available to conduct trainings for department groups on a case by case basis. Feel free to view our list of courses here.On this same page, we have training quick guides, manuals, and powerpoint presentations for easy reference and instruction. Our manuals contain step-by-step instructions on how to complete the most common transactions within the system.

    To register for training please log into professionaldevelopment.fiu.edu and look for the Office of the Controller courses. If you need more information please call 305-348-7200 or email Financial Systems and Support Services.


    Online Journal Entry Training

    The Merchant Services team has developed an interactive online journal entry training. The training will guide you through the process of creating journal entries related to debit and credit card activity within PeopleSoft Financials.

    The training session will cover the following topics:

    • Merchant Locations

    • Tax Implications

    • Types of Supporting Documentation

    • Record Retention

    • Merchant Journal Template

    • PeopleSoft Navigation

    • Refund & Chargebacks

    To access the training, please select the link below:

    We encourage all existing journal contacts to complete the training by Friday, November 3rd. If you have any questions pertaining to the training, please do not hesitate to contact us at Merchant Services.

    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 is located 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 September 29, 2017) loaded into PantherSoft on October 3, 2017 and should be reconciled and approved by end of the business day on October 16, 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. Cardholders with three unjustified non-approvals in the same fiscal year will have their card 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 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