Card Verifying and Approvals

Office of the Controller

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Office of the Controller

Office of the Controller

Office of the Controller

Office of the Controller

If you are a Card Holder or only have one card to work on, the next page you see is the actual charges in two slides.

If you are an Approver or have several card holders, your view will open the next slide.

Office of the Controller

Office of the Controller

Office of the Controller

Identify the Charge

Office of the Controller

Commodity Payment

Office of the Controller

Travel Payment

Office of the Controller

Office of the Controller

Office of the Controller

Office of the Controller

Office of the Controller

Make sure that your Accounting Details are correct.Then enter in the correct Account number that corresponds to the charge (remember that the Alt Account MUST be erased first).

Office of the Controller

Office of the Controller

Office of the Controller

Office of the Controller

Office of the Controller

Receipt / Invoice Requirements

Office of the Controller

Receipts may be a:

cash register receipt fax confirmation E-mail completed Web order form completed mail order form company invoiceCardholder must always:

submit all original receipts to their Approver within three (3) days of receipt of items.

Receipt / Invoice Requirements

Office of the Controller

When the cardholder submits receipts to their approver, the cardholder is acknowledging the goods or services were received and the charges comply with University policies and procedures.

Upon approval of the charges, the approver is certifying they have reviewed the individual charges with the cardholder and that the charges comply with the University policies and procedures.

Individual departments are encouraged to establish their own procedures for receipts and invoices in order to ensure effective control over their credit card usage.

Responsibilities of an Approver

Participating in University training for Approvers and/or Reconcilers.

Tracking disputed items to ensure proper credit is received.

Approving only charges for which they have a receipt and detailed proof of purchase.

Notifying their Cardholder, Cardholder’s supervisor, Credit Card Solutions Team and/or Internal Audit (as appropriate) of charges that do not appear to be legitimate.

Looking for signs of fraud, such as purchases that are sent to a home rather than to the office, items that appear personal in nature and, purchases made on holidays or weekends.

Watch for restricted items or inappropriate purchases.

Look for split purchases.

Reconcile statements monthly and on time! If approval will be delayed, please contact the CCS team to notify them before the last approval day.

When a card needs to be cancelled due to a cardholder transferring to another department or termination of employment, the approver should notify the CCS team in an email immediately, prior to any Card Cancellation Form being sent!

Office of the Controller

Office of the Controller

Name Title Phone Email

Ramon Duenas Associate Controller(305) 348-3422

Ramon.Duenas@fiu.edu

Sandra Duran Assistant Controller(305) 348-2269

Sandra.Duran1@fiu.edu

Tracye Eades-Mickle

Credit Card Solutions Administrator

(305) 348-2920

eadesmic@fiu.edu

Martha Betancourt Wong

Credit Card Solutions Associate

(305) 348-2419

mwong@fiu.edu

Getchens Plancher Credit Card Solutions Assistant

(305) 348-1603

Getchens.Plancher@fiu.edu

Desislava AngelovaCredit Card Solutions Accountant

(305) 348-3150

desislava.angelova@fiu.eduWebsite: http://finance.fiu.edu/controller

PantherSoft Financials: (305) 348-7200

Travel Department: (305) 348-4041

Credit Card Solutions Contacts

Questions ?