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Volume 2 • Issue 3
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March 31, 2009
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In This Issue ...
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Being busy does not always mean real work. The object of all work is production or accomplishment and to either of these ends there must be forethought, system, planning, intelligence, and honest purpose, as well as perspiration. Seeming to do is not doing.
Thomas A. Edison
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Requisition Deadline Approaches
The last day to enter purchase requisitions and/or make P-Card purchases from the 2008/2009 budget is May 1, 2009.
The only exceptions are normal pre-approved travel, Summer Youth Camps, Childcare, Facilities maintenance and construction, and Grants with an ending date between July 1, 2009, and August 31, 2009.
Please plan ahead and enter your requisitions now. Emergency purchases after this date must be approved by the Vice President of Administration and Business Services.
Requisition forms for emergency purchases can be found on the Purchasing web site. Please use this same form, titled - Emergency Purchase Requisition for all such requests, which need a manual signature from VP or designee.
If you are a grants employee, or have other requirements to enter requests into the system past the 5/1/09 point, please request this special access via email to finance@pbcc.edu.
Requests will first be compared against similar requests in previous years to identify repeat offenders and previously denied requests. For bona fide requests for access, it may be granted on an individual basis with each supervisor‘s justification. To request such access, please have your supervisor email finance.
These cut offs are not just budgetary, but more for annual clean up of accounts and problem requests that have not been settled throughout the year.
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Come and get it!
It's that time of the year again. We ask, we plead and we beg people to come and get their money. We try, but, they do not listen! Every year by the end of April we submit the value of long outstanding checks to the State of Florida. Why do it? It's the law. As in many states the State of Florida retains the right to the value of what it considers abandoned property and the value of checks is considered abandoned if the check is not cashed within its legal effective date as well as a dormancy period. For entities affiliated with the State (we are considered a political subdivision) that period is the following year. All checks written in calendar 2007 were valid for 6 months and considered dormant by the end of 2008. We had several months in 2009 to contact people through mail, email, telephone and "any means necessary" to contact persons to whom amounts are owed, and we now have to submit our annual report. The checks are cancelled and re-issued to the State to be held by the State in perpetuity or until claimed by persons proving to be entitled, including e.g., estates, inheritors, legal representatives, and yes even the person him or herself. If you come to us too late you may have to wait 90 days before the State publishes its abandoned property list and you can make your claim on their terms. This is an excellent reason to keep your address and other information current, don't you think? |
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Bookkeeping Florida Unclaimed Property
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How Do I - Helpful Hints
The results are in: the top 2 winners from last month's survey are:
- Purchasing Requests - PantherNet
- General Accounting - PantherNet Screens for Organizational Units (Orgs.) and related review.
We will continue to use your feedback on what is needed. We will also use our own assessment of frequently asked questions as well. For now, dont forget you may always access the "How Do I" location at our web site (https://www.pbcc.edu/x8271.xml). Please note that we are changing our delivery to add more audio/video to help explain screens, functions, processing, and helpful hints.
For now, as we deliver these items, you may see a mixture of static screens and other content, but if an item is unavailable, it's probably under construction - and we really encourage you to check back soon, and often.
We will be delivering other methods of training including higher level in-person meeting for managers and their appointees. Keep a look out for emails and "Finance Matters" Newsletters.
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Helpful Hints: Find Your Open Purchase Orders
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Open PantherNet and navigate to your account using CM UG UG path and pick your account screen. Place "PO" in front of desired account and press enter. Tab down to Status and type "OP" and press enter. All of your open purchase orders will display. To view specific purchase order, place "DI" in front of purchase order and press enter. Press PF5 key to view the items on the purchase order. Follow this link for more details.
Also, there are some SQL Reports available on Campus User Reports to find Open PO balances for your Org Units using PO Encumbrances for Org Number or user.
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Important Payroll Dates - April 2009
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Pay Date
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4/15/2009
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4/30/2009
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Cut Off for Assignment Changes to HR
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April 3
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April 21
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Cut Off for Direct Deposit Changes
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April 7
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April 29
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Time & Attendance Due in PantherNet
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April 8
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April 23
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Pay Period for Full-Time & Salary Employees
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Apr 1 - 15
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Apr 16 - 30
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Pay Period for Adjunct Salary Employees
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Apr 1 - 15
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Apr 16 - 30
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Pay Period for Hourly Employees
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Mar 24 - Apr 7
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Apr 8 - 22
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Overtime to be paid for dates worked
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Mar 14 - 27
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Mar 28 - Apr 10
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Online Leave Requests may be processed through
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April 30
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April 30
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The college will be closed for the Spring Holiday on Friday, April 10th, 2009.
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Profile: John Begeer
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John Begeer is PBCC's Manager of Accounting and supervises payroll, bookkeeping, accounts payable and other accounting functions. Prior to coming to PBCC, John worked for the Office of the Auditor General of Florida's local office, and in that capacity he visited here on and off. One day in 1995, John decided to stay. After ten years with the auditors we thought for the longest time he was still the auditor. "I got stuff done" in those days, he says. Although he is doing his best not always to be devil's advocate, we now know he is no longer with the auditors, although frequently he still sounds like one. Once an auditor...
John graduated from the University of Wisconsin, Milwaukee (the toughest accounting school in the state, he says) with a BBA in Accounting and received his CPA in Florida. While with the auditors he also qualified as a Certified Fraud Examiner and he became a Certified Government Finance Officer in Florida after coming to PBCC. When asked about further certifications John says he has had enough: "I want to originate transactions, rather than in the auditor's role, review other people's work and then have them defend it," John said. "Concentrating on computer systems takes all the guesswork out. It's a bit of a CSI/forensic accounting thing - systems provide just the facts and are hard to dispute."
In John's case, we're glad the auditor decided to stay!
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Accounting - MS #26
Phone: 868-3108 (or dial 1-3108 internally)
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Finance Updates and Reminders
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PBCC has a renewed Sales Tax Exemption Certificate to replace the one expiring March 31, 2009. The new certificate can be found at http://www.pbcc.edu/x12945.xml. Please discard any old certificates and begin using the new one immediately. Please note that in accordance with Florida Statutes, individuals who pay with cash must pay sales tax, even though the purchase is on behalf of PBCC and Florida State sales tax will NOT be reimbursed. The PBCC Petty Cash Voucher no longer includes the sales tax exemption number.
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SQL Reporting Tools
In this tight budgeting environment, don't forget that as we wind down the year and plan on another, there are many query tools that are much more convenient for users and managers alike.
Look for the New Web based Reporting Tools!! article in the Finance Newsletter - September 2008 for more details. Also note that for many reports and self help items, you can get a quick reminder of basic functionality here at: https://www.pbcc.edu/x16835.xml
Please take full advantage of this reporting service, as it can be much more friendly than the basic "black screens" that you may be used to seeing. The "export-ability" alone for further review is worth the effort on this project!
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Contact Us
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Our Mission
The mission of the Finance Department is to provide prompt, accurate, and courteous business and accounting services to students, faculty, staff, and administration.
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