Newsletter 2021-2022 Volume 2
Monthly Closing Calendars
The July 2021 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 are located at Monthly Closing Deadlines.
Online Banking Contact Information
A central e-mail address, BankRequests@fiu.edu, has been created to facilitate the request for online banking product entitlements and the reporting of login issues. Please send your requests to BankRequests@fiu.edu to ensure it is received and addressed by a Security Administrator in a timely manner. Please contact Leslie-Anne Triana or Angelmar Ortega with any questions.
Reminders & Deadlines
Help us to 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.
After-the-Fact Travel Authorizations New Requirements
Travel Authorizations are required to be approved prior to incurring expenses on behalf of the University. This approval is granted through the Peoplesoft Financial system process. Failure to follow this requirement results in non-compliance. Effective September 01, 2020, a second level supervisor approval will be required in addition to an explanation, (example below) of why non-conforming expenses were incurred prior to obtaining an approved TA.
Please note that continued non-compliance may result in suspension to travel for FIU.
Creating Travel Authorizations
When creating Travel Authorizations in the Financial System, list all anticipated expenses by the expense type. This includes the expenses that are out-of-pocket and paid with the University Credit Card. Do Not list prepaid expenses in the “Benefit to FIU or Project” area of Travel Authorizations or Expense Reports. The funding for prepaid expenses does not encumber.
Departmental Card Deadlines
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 July 31, 2021) loaded into PantherSoft on August 2, 2021, and must be entirely processed by the end of the business day on August 16, 2021.
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 suspended until they complete a retraining session.
Additionally, cardholders with three unjustified non-approvals in the same fiscal year will have their card limits suspended until they complete a retraining session.