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Office of the Controller Year End Meeting April 30, 2019

Join us for the Office of the Controller Year-End Meeting to discuss procurement services, accounts payable, travel, cashier's office, and financial planning.

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Office of the Controller Year End Meeting April 30, 2019

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  1. Office of the ControllerYear End MeetingApril 30, 2019

  2. Agenda • Opening RemarksController • Procurement Services Kelly Loll, Crystal Herrera, & Tracye Eades Mickle • Accounts Payable Liza Del Campo • TravelInez Stokes • Cashier’s Office Jessy Palma • Accounting & Reporting Jose Zubimendi • Financial Planning Hamza Lazrak

  3. Procurement Services

  4. Procurement Services Year End • The last day to enter and approve all requisitions in PantherSoft is June 25, 2019 • Cancellation of all “Pending Approval” and “Open” status requisitions will occur after June 25, 2019 • All purchases have to be physically received by June 30, 2019 to be expensed (charged) in the current fiscal year (FY 2019) • This does not apply to ORED sponsored research contracts and grants

  5. Procurement Services Year End Provide enough lead-time to guarantee the delivery of goods and services: • No guarantee that the POs will be processed this fiscal year • Requisitions will be processed by a first in first out method • Allow at least 7 business days to process special request POs • All open POs that have been successfully budget checked will rollover  

  6. Procurement Services Year End • Send your requests to close purchase orders via email to cherrera@fiu.edu no later than June 25, 2019 to allow sufficient time for processing • Shutdown period for the eProcurement requisition page is from June 26-30, 2019 • myFIUmarket expedited orders can be placed on the Departmental Card • Any purchase requests during the shutdown period must be emailed to kloll@fiu.edu • Non-sponsored requests will be evaluated on a case-by-case basis • Provide information found on a requisition

  7. Procurement Services Year End • Submit all E&G Open PO Extension Requests forms to the Office of Financial Planning (OFP) by June 28, 2019 • If approved, Crystal Herrera will be notified of approved carry forward orders to reclassify them to the carry forward Fund 211 • All requisitions can be entered for FY20 starting at 2:00 pm on July 1, 2019 • Anticipate a PO turnaround time of more than seven business days

  8. Credit Card Solutions: Pcard Deadlines • Departmental Cards can be used through June 30, 2019 • Purchases for FY19 should be completed by June 18, 2019 to allow time for the transaction to be processed by the bank and posted by June 28, 2019 • Any purchases not posted by the bank to the June 28, 2019 billing statement will be charged to your FY20 budget

  9. Credit Card Solutions: Pcard Deadlines • Transactions for the June 28, 2019 Pcard billing statement will be available for processing in PantherSoft on July 1, 2019 • All transactions must be fully reconciled and approved by noon, July 5, 2019 • Any transactions not processed by this time may be charged to the default activity and not eligible for transfer • These transactions will be subject to 100% audit by the Office of the Controller

  10. Credit Card Solutions: Pcard Deadlines • The Controller’s Office will process an accrual journal to move all transactions on the June 28, 2019 billing statement from FY20 to FY19: • This entry will process activity number transactions at the departmental level • Project transactions will be processed at the financial statement level

  11. Procurement Services Deadlines June 18, 2019 Last day to enter and approve change order requisitions against Blanket Purchase Orders. Last day to charge purchases using Departmental Card for FY19. June 25, 2019 Last day to submit to Procurement Services a list of purchase orders to close. Last day to enter and approve requisitions and change order requisitions in PantherSoft for FY19. June 26-30, 2019 eProcurement requisitions page shutdown period. June 28, 2019 Last day to submit an E&G Open PO Extension Request form to OFP. July 01, 2019 Departments may start entering requisitions for FY20. (2:00 pm) Departmental Card charges load into PantherSoft.

  12. Procurement Services Update Kelly Loll promoted to Executive Director of Procurement Services in the reorganization of the Office of the Controller and oversees: • Procurement and Contracts • Credit Card Solutions • Receiving and Scientific Receiving • Surplus Property

  13. Procurement Services Update • Procurement Services is transitioning to category teams • Each category team consists of a Procurement Agent II and a Procurement Agent III • Better serve the FIU community • Improve PO cycle time • Supports TCM, POs, Sourcing Events, Sole Sources and Piggybacks • Procurement Agents are divided into four different category teams • Procurement Agent II reporting to a Procurement Agent III • Procurement Agent II is primarily responsible for issuing Purchase Orders and Sole Sources • Procurement Agent III is responsible for Competitive Solicitation Events, Contracts and Piggybacks • Four category teams • Information Technology, Travel & Business Products (Jacob Zade & Richard Del Forn) • Scientific & Research Orders (Cheryl Cobb & Donald Corbitt) • Construction, Facilities & MRO (Agatha Bober & Tere Portuondo) • Professional Services (Elsa Alfonso & Pam Johnson) • Please note the professional services team is not issuing purchase orders at this moment. These orders are being split among the other teams. We will be communicating out the final structure for orders by the end of the fiscal year.

  14. .

  15. Procurement Services Update • Updated Allowable Unencumbered Payment List • Includes additional services exempted from competitive solicitation pursuant to Procurement Regulation BOG 18.001, sections (4) and (6)(d) • Identifies if payment can be made with Pcard and/or Allowable Unencumbered Payment • Suppliers coming on campus must provide a Certificate of Liability Insurance • Developed Guidelines for Lectures/Guest Speakers/Training Services • Help assess whether a person or firm qualifies to be paid as an independent contractor • Implemented a Non-Conforming Purchase Justification Form • If goods or services are received and a PO has not been issued and payment cannot be made with a Pcard or Allowable Unencumbered Payment, then the form must be completed in order to pay the invoice

  16. Non-Conforming Purchases Report FIU entities are not authorized to place orders directly with suppliers for goods or services for which a PO is required

  17. Procurement Services Projects • Jaggaer Sourcing (June 2018) • GovQuote (Pilot April 1, 2019) • PeopleSoft/Jaggaer supplier sync (April 2019) • PeopleSoft Supplier Onboarding (April 2019) • Jaggaer Spend Radar (August 2019) • Surplus Property Transformation • Cleanup surplus warehouse with e-waste company (March 2019) • Utilizing GovDeals for internal transfer of surplus property and donation to Non-Profits/Governmental Entities (June 2019) • Public sale at surplus warehouse (June 2019) • Automate property management business processes (Fall FY20) • Goal to reuse, repurpose and recycle at least 95% of FIU’s surplus property by 2020

  18. GovQuote • FIU Procurement Services and StartUP FIU Procurement launched a pilot program in partnership with GovQuote • GovQuote is an electronic quoting solution • Increase competition • Increase quotes received from SMB/WBE/MBE • Six departments are currently using GovQuote for purchases under $75,000 • University-wide roll out July 2019

  19. Any Questions?

  20. Accounts Payable

  21. Accounts Payable • May 31, 2019 - The last day to submit to the Controller's Office requests for reclassification of charges by Accounts Payable (A/P) journal vouchers for FY19. • June 14, 2019 – All invoices should be submitted to A/P to ensure entry by the end of the fiscal year. We will accept invoices through the end of the year. But to ensure entry, we should receive them by June 14, 2019.

  22. Receiving • All goods and services must be received in PeopleSoft (PS) using the actual date that the goods were received. Proper receipt date in the PS system is crucial for accrual of expenses at FYE. • Only goods received, or services rendered prior to June 30, 2019 can be expensed in the current fiscal year. As long as the receipt date entered in the PS system is June 30, 2019 or prior to, the expense will be recorded in the current fiscal year.

  23. Receiving

  24. Receiving • Invoices received by the departments must be sent to invoices@fiu.edu • Receipts must be entered as soon as items are received or services rendered • Review transaction reports to ensure that items received have been paid for/expensed • Invoices attached to a requisition will not be processed. The invoice must be sent to invoices@fiu.edu • Contact Liza Del Campo to inquire on the status of an invoice BEFORE resending it to A/P

  25. Any Questions?

  26. Travel

  27. System Access System access to the Travel & Expense module will be completely removed on June 21, 2019. What will happen after access is removed? • The Travel staff will begin the cleanup process. All Travel Authorizations (TAs) that are not in an approved status, and any expense reports that cannot be approved for payment by June 28, 2019 will be deleted.

  28. Travel Authorizations • All TAs in an approved status will rollover to FY20 on July 1, 2019 • TAs that were deleted in FY19 will need to be recreated in the new fiscal year

  29. Expense Reports • Expense reports in the Prepay Auditor (Travel) queue will be processed against FY19 if received by June 7, 2019. All required documentation must be included to meet this commitment. • The Travel staff will continue to approve expense reports for payment after June 7, 2019 however, reports that aren’t paid by June 28, 2019 will be deleted from the system. Reports that are deleted will need to be recreated in the new fiscal year. • Vicinity travel will not be reimbursed if the dates claimed are over ninety (90) days old.

  30. Cash Advances • The year end process will not affect cash advances regardless of the status of the document • Make sure that TAs are in an approved status to avoid delay in the final processing of cash advances

  31. Any Questions?

  32. Cashier’s Office / Student Financials

  33. FY 2019 Year End Deadlines June 7, 2019 is the cut off for participants to come to Student Financial to receive disbursement of cash funds before the end of the fiscal year June 7, 2019 is the cut off determined by Accounts Payable for which they will process replenishments from Student Financials Petty Cash Custodians to replenish their cash funds before the end of the fiscal year June 28, 2019 is the last day to submit departmental deposits for fiscal year 2019

  34. Any Questions?

  35. Accounting & Reporting

  36. Accounting and Reporting • Smart Billing (SB) – last day to approve is June 27, 2019 any unapproved smart bills with invoice dates of June 15, 2019 or before will be automatically posted to FY19, unapproved smart bills after June 15, 2019 will post in FY20 • Used primarily for the billing of goods and/or services between departments (typically the billing unit is in Auxiliary Fund types like Fund 331) • Attach supporting documentation for any transactions over $10,000 • The use of SB for Other Capital Outlay (OCO) transactions, which are assets > $5K, is not allowed • SB should not be used to correct errors in activity numbers or General Ledger Accounts used in previously posted transactions

  37. Accounting and Reporting • Internal Transfer Form – last day to submit any of these requests to Accounting and Reporting is June 24, 2019 • Transfers need to be for transactions within the previous 90 days of the original transaction • Used to correct errors in transactions that are not transactions processed through the Accounts Payable system • Example 1: Pinnacle (Primarily phone charges) or Maximo (Work Orders) charges coded to an incorrect activity number or General Ledger Account • Example 2: Reverse a portion or a total Smart Bill (for example a department decides to cancel an order for goods they purchased through Smart Billing) • All transactions need to have supporting documentation attached (Tran Data query showing the original incorrect transaction along with an explanation as to why a correction is needed will suffice) • Used to transfer funds into the One Card

  38. Accounting and Reporting • Cash Transfer Form/Smart Journals – June 27, 2019 is the last day Accounting and Reporting will post any of these transfers (excluding construction transfers – deadline is June 30, 2019) • Used to transfer/move funds (cash) from one department to another (Cannot be used for any Education and General Fund type, for example Fund 210, 240, etc…) • These are not loans, there is no expectation of repayment • If an expense transaction was improperly coded to an incorrect activity number in a prior fiscal year that has been closed, then typically a Smart Journal or Cash Transfer in the current year can be used to correct this issue

  39. Accounting and Reporting • Financial Aid Transfers – due date to Accounting and Reporting is July 8, 2019 • Used to cover institutional scholarships • Payroll Transfers • If Office of Research & Economic Development (ORED) approval is need then the transfers need to be in the PR on-line system by 5PM on May 31, 2019 to complete approval process by June 14, 2019 • Deadline for non-ORED charges is June 14, 2019 • Transfer of Departmental Card Charges – due date for requests to be submitted to the Controllers office is May 31, 2019 • Transfer requests for any transaction over 90 days from original transaction date are not allowed other than for project or grants • DSO Reimbursements • Any requests submitted to the Foundation by June 12, 2019 will be reimbursed before June 30, 2019 • Any expenses that you have incurred through May 31, 2019 and have not gotten reimbursed by the Foundation by June 30, 2019 are subject to be charged to your department’s E&G or alternate activity number

  40. Any Questions?

  41. Offices of Financial Planning & Auxiliary and Enterprise Development

  42. Year Budget Deficits Budget Approvers are responsible for resolving all budget deficits by August 8, 2019 Budget Deficit Report distribution timeline: • Updated report to the units - August 5, 2019 • Last report of the fiscal year to the VP’s and Dean’s - August 7, 2019 • Final point-in-time report to the CFO - August 9, 2019

  43. Any Questions?

  44. Thank You!

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