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Knowledge Base

Knowledge Base

Financial Activities and the Policies That Relate To Them
The policies referenced in this knowledge base are issued under the authority of various University Administration and Campus offices and do not necessarily reflect policies that are issued and approved by IUB campus administration. Please note that "BC" stands for activities that relate to Budget Construction.

A-C

Accountable Mail Updated 6/6/2020
Accounts Payable - FedEx EDI Billing Updated 2/15/2021
Accountable Plan, Reimbursements
Alcohol
Art and Museum Objects
Background Check Charges - BC* Updated 5/19/2020
Bank Accounts
BUY.IU
Cash Receipt - ASOP 4.0 Cash in Transit
Check Requests
Children - Programs Involving Minors
ChromeRiver
Conferences
Contract & Grant Accounts (C&G)
- Research Administration General Web Site
- Retirement and Fringe Benefits - BC*
- Salary Setting
- Payments to Graduate Students and Related Fees
- Cost Share
- Federal Guidelines
- Capitalization Threshold - BC*
- Expiring C&G Accounts - BC* Updated 5/19/2020
Contests, Drawings, Games and Prizes
CRITICAL DATA

D-F

Data Destruction
Depositing Funds
Donations and Contributions
Donor Intent
Drawings, Games, and Prizes - See Contests, Drawings, Games, and Prizes
Desktop, Life Cycle Funding - BC* Updated 5/19/2020
Equipment - BC* Updated 5/19/2020
Equipment Loan - Faculty
External Agency Agreements
FERPA - Educational Rights and Privacy Act
Fee Remission
Faculty
- Budgeting Academic Leaves of Absence Updated 3/10/2020
- Faculty and Student Summer Appointments - BC*
- Faculty Endowment Income Matching Program (FEMP) - BC* Updated 5/19/2020
IU Tuition (formerly Fee Courtesy) for Dependent for Non-General Account - BC* Updated 3/27/2020
Financial Aid - How to Pay a Student Updated 3/2020
Furniture
Furniture Storage

G-K

Gifts
Hospitality Expenses Related CATS Presentation added 12/2019
Independent Contractor ≥ $5,000 Approval Request NEW! 4/2020
Updated 6/25/2020 - All links updated
Insurance Rates (Fire and Casualties) - BC* Updated 5/11/2020
IUIE
Intra- and Inter-Fund Transfers Object Codes
Invoice Approval Workflow Updated 2/7/2020
Invoice Write-Off (Non-Student Accounts Receivable)
Kuali Coeus - Office of Research Administration
Kuali Financial System (KFS)

L-O

Library Items - Capital
Licensing and Trademarks
Membership Payments Awaiting review/update
Mobile and Device Allowance - BC* Discontinued on June 30th 2020
As part of FY21 budgeting, Indiana University ended all stipends for cell phones or home internet connections on June 30th 2020 (unless required by law, external compliance or contract).
Movable Capital Equipment
Moving Expenses Reimbursement
Non-General Fund Accounts (Budget Requirements)
Object Codes Updated 2/21/2020
Out of Pocket Reimbursements - See ChromeRiver
Out of State Employees
Overseas Study - Study Abroad Scholarship Matching Program

P-R

Parking Charge for AFSCME Employees (object code 4210) - BC* Updated 5/19/2020
Payroll
- Adjustment Vouchers
- ePTO Calendar
- New Hire
- Partial Pay - Payroll SOP 21.0, Calculating Partial Pay
- Payroll Reminders for New Academic Year
- Requirements for HRMS Payroll Voucher Access
- Terminations - Appointed Staff
- Timesheets

PeopleSoft TAM (Talent Acquisition Management) - Job Postings Added NEW! 10/3/2019
- Training videos
Personnel Policies for Temporary Staff Employees at IU
PERF Retirement Plan Participation - BC*
Physical Inventory
Political Activities and IU Resources
Postal Rates - BC* Updated 5/19/2020
Procurement Card (P-card)
Property Governing Policies
Purchasing
Recharge Centers
Reconciliation
Record Retention and Management Updated 9/18/2019
Reimbursements (under revision)
- Student
- Employee - see flowchart contained in the Accountable Plan's standard operating procedures (SOP) from Tax Services
- Non-Student / Non-Employee - see flowchart contained in the Accountable Plan's standard operating procedures (SOP) from Tax Services
Repairs and Maintenance, Minor (Object Code 4700) - BC* Updated 5/19/2020
Repair and Rehabilitation - BC* Updated 5/26/2020
Revenue at the IU Foundation
Revenue Producing Activity (RPA)

S-Z

Sabbatical and Other Leaves
Salary and Benefits for Fiscal Year 20-21, BC* (All Funds Group):
- Biweekly Salaries for SM, SS, and Temporary Employees
  - See #1 in the Salary and Benefits section of the Budget Construction Guidelines Updated 5/13/2020
- Employee Benefit Rates Updated 5/13/2020
- NIH Salary Limitation Updated 5/13/2020
- Salary Minima, Academic Updated 5/13/2020
- Revised Salary and Wage Policy for Fiscal Year 2021 - All Funds Group
  - See #1 in the Salary and Benefits section of the Budget Construction Guidelines Updated 5/13/2020
- Salary Setting: Budgeting 2480 & Non-Union 2500 Updated 5/13/2020
Scholarships
Software Purchase Approval Process Updated 11/13/2020
Split Appointments - All Funds Group NEW! 5/19/2020
Sponsorships (Income coming into the University)
Staff Position Approval Request NEW! 4/2020
Updated 6/25/2020 - All links updated
State Sales Tax Exemption (Indiana Sales Tax Exemption Certificate)
Stipends for Student Academic Appointees - BC* Updated 5/13/2020
Stop Payments - Checks
Student Academic Appointee (SAA) Codes
Student Academic Appointee (SAA), Post Doc and Fellowship Health Insurance - BC* Updated 5/13/2020
Student Organizations, Self-Govern (SGSO)
Study Abroad Scholarship Matching Program
Tax Compliance Guidelines
- Foreign Visitors and Foreign Vendors
  - Tax Issues Relating to Payments to Foreign Visitors and Vendors
- Gifts, Prizes and Award
  - Taxation of Gift, Prizes and Awards
- Independent Contractors
  - Employee vs. Independent Contractor
  - Form 1099-MISC Reporting
- Payroll Taxes
  - Payroll Tax Compliance
- Sales Tax Information
  - Sales and Use Tax Attention: IU 501(c)(3) status was relinquished early this year 2020. This activity will be archived in January 2021. - Updated 12/2/2020
- Student and Scholarship Resources
  - General Information about IRS Form 1098-T
  - Taxation of Scholarships & Fellowships - US Residents
- Unrelated Business Income
  - Unrelated Business Income Tax (UBIT)
TIME - Timekeeping System
Tuition Benefits (Fee Courtesy) - BC* Updated 3/27/2020
Travel website
- Pre-Travel Checklist
Travel Mileage Rates - BC* Updated 5/13/2020
UITS Rates for Direct Billing - BC*
- For FY 2021, UITS Rates are not available as of 5/14/2020
University Provided Vehicles
Vacant Positions - Academic NEW! 5/19/2020
Visiting Scholars NEW! 9/14/2020