Spotlight - March 2019 (1)

Policy Station

Newly Updated IU Policies
The IU policies website keeps us abreast on current and new university-wide policies. We offer you a view into these policies with the hope that you will use it as a resource in decision making.

UPDATE: The Policy Advisory Council has recently approved 14 university-wide Purchasing policies.

Read more

Fiscal Checklist & Deadlines

Human Resources E-doc and Payroll Adjustment Voucher Deadlines
View the March 2019 eDoc Deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers

Campus Holiday
NOTE: Beginning in 2019, FMS Payroll will be loading the Campus Holiday accrual directly to the payroll voucher!
Update as of 3/19/2019: Payroll Hours Balance Reports - Campus Holiday 2019 

As the 2019 Campus holiday was auto-loaded to the payroll voucher, you can run the Payroll Hours Balance Reports for your BW1 and BWP staff to review the holiday accrual. 

IUIE > Master Catalog > Departmental Reporting > Payroll Reports-Departmental > Payroll Hours Balance BW1 Summary; Payroll Hours Balance BWP Summary 

- Run for the 03/09/2019 pay period end date. 
- Be sure to ‘Send to Completed Reports’.
- The Campus holiday will be under the ‘Hol CY’ column.
Corrections can be made on future payrolls.  If you have any questions, please contact your FMS payroll processor.

The Campus Holiday is available to use on or after March 1, 2019. Supervisors and payroll processors no longer need to add HAC (holiday accrued) to the timesheets for BW1 and BWP employees. When approving your vouchers on Thursday, 3/14/2019, please confirm the correct amount of HAC is appearing for all eligible employees. Remember the accrual is prorated based on the employee’s FTE.

Watch for a follow-up message in a few days with more information regarding the Campus Holiday and it’s use. Additionally, you may review the HR policy, Holidays, HR-05-30 

Below is general information and instructions for BW1/BWP employees:
- HAC (holiday accrued) code will be auto-loaded to the payroll voucher and adds hours to the holiday bank.
- Campus Holiday is not a ‘premium’ holiday.
- Campus Holiday is prorated by FTE. 
- The maximum hours that can be accrued = 8.0. 
- Partial hours may be used/accrued.

When employees use hours in their holiday bank at a later date, they should indicate HTK (holiday taken) on their timesheet. This code will reduce the holiday bank. Employees are permitted to use the Campus Holiday in the same pay period it is accrued. There will be a WARNING on the timesheet during approval routing. This is only a warning and it will pay correctly.

**Manual entry of the HAC code on the timesheet or directly on the payroll voucher is no longer necessary.

If you have questions, please contact your FMS payroll processor.

Background Check Charges
Background Check charges to departments - Effective 1/1/2019
IU Human Resources has not charged the cost of individual background checks to departmental accounts as of July 1, 2018. The suspension of these charges was temporary as we worked through various factors such as program changes, compliance strategies and the RFP process for vendor selection. 

Charges to departmental accounts resumed with background checks initiated January 1, 2019 and beyond. The January charges were billed to departments in February and will continue on a monthly basis. 

As of January 1, 2019, the base cost of a background check is $17.50, a reduction from the prior cost of $20.00. As in the past, the actual cost may be higher due to additional charges for other services, court fees and state assessments. The cost for processing Form I-9s and E-Verify cases are included in the background check charge. In addition, our current vendor, GIS, has merged with HireRight and we are currently working through process changes. It is possible that the current fee of $17.50 may increase slightly as system platform changes take place but this is yet to be determined.

Also, we are no longer able to support the Account Billing database for various reasons. If you need further information regarding background check charges, please contact the initiator of the KFS document. 

For questions, please contact IU Human Resources at

Effort Certifications for Fall FY2019
Effort Certifications for Fall FY2019 have been generated
For employees whose institutional base salary is paid in part or in full from federal or federal pass-through award accounts, Effort Certification documents (ECD) covering Fall FY2019 have been generated.

Fall Periods
ReportIssue DateApproval Deadline
Monthly 12-Pay (M01 – 7/1 to 12/31)February 18thApril 18th
Academic 10-Pay (A01 – 8/1 to 12/31)February 18thApril 18th
Biweekly (B01– 7/1 to 12/31)February 18thApril 18th
Fiscal Officers and Principal Investigators are requested to verify the ECD is a reasonable reflection of effort across all institutional activities. 

To locate the Effort Certification Documents, log into One.IU with DUO Token, then access your Action Item Listing application. 

Additional information can be found at: Guidance for Document Routing and Approval or tracking documents Searching for Effort Documents in KFS

Please note the approval deadline for the Fall Effort Certification Documents will be April 18, 2019 per I.U. policy; Effort Certification Under Uniform Guidance SPA-11-004 

Please contact Rayna Amerine if you need any assistance.

Foreign National Information System (FNIS)
FNIS Warning on Hire eDocs Warning on Hire eDocs
To all Hire eDoc initiators:

If you receive the notice below while completed an HR eDoc for a new hire, here is what it is telling you:


It is NOT telling you to stop the eDoc process. Instead:

- This message is advising you that this individual appears to be a non-US citizen and may be subject to special tax withholding.
- You should notify this person to fill out the Foreign National Information System (FNIS) questionnaire with IU Tax immediately.
- Your unit/department may be liable for taxes, fines and penalties if this is not completed.
- You should send the following link to the new employee so they can obtain a FNIS password to start the questionnaire:
- You should complete the Hire eDoc and submit.

If you have questions, please contact FMS Support.

DUO Tokens
A Reminder...
We would like to remind you that individuals must keep their DUO token upon retirement or termination of employment with their department. Please do not request that the individual turn in their DUO token on the last day of employment. The person will need to use this token (or another enrolled device) to gain access to their W-2 information for the following year. 

The token belongs to only one individual and cannot be shared or reused after the person is no longer employed. If the DUO token is no longer functioning properly, the token must be disposed of as e-waste [1, 2].  Send the token with a note indicating that it is e-waste to via campus mail to:

IU Surplus Stores
Attn: Todd Reid
2931 E 10th Street
Bloomington, IN 47408 

[1] What is e-waste?
[2] About single-button hardware tokens for Two-Step Login (Duo):

Tax Tidbit

How to Process and Pay REUs
New Tax Standard Operating Procedures (TSOP)! 
There is a TSOP to provide guidance to units and departments at Indiana University on how to appropriately process payments related to sponsored research programs during the summer (REUs and the like) for undergraduate students. This includes information on how to process "stipend" payments in the most efficient and compliant manner and where to direct questions related to the program.
- IU students will have payments processed through the SIS.
- NON-IU students will have payments processed through KFS on a DV.

This TSOP 5.03 – Summer Research Program for Students - REUs can be found on Tax’s website under Standard Operating Procedures on Student Tax

Please contact University Tax Services with any questions by emailing


Project Recharge: Get Ready for BUY.IU
In the coming months, IU is rolling out a new purchasing system: BUY.IU
Check out the Purchasing website for more information about the upcoming change. 
Questions? Contact us by emailing
BUY.IU consolidates catalog shopping, requisitioning and disbursement vouchers into one convenient location. This new system will replace the current Purchasing/Procurement (PURAP) module in KFS. If you or members of your department are involved in purchasing or issuing disbursement vouchers, we highly recommend you attend one (or more) of the demonstrations. 

The Project Recharge Communications Team is holding a series of webinars and appearances across campus to provide ongoing information about the rollout. The goal with this outreach effort is to empower users with as much opportunity to be prepared as possible.

Catch the team in person at CATS or online on the following dates:

Wednesday, March 20, 1:30 p.m. BUY.IU
Friday, March 22, 9 a.m. BUY.IU
Friday, March 22, 1:30 p.m. BUY.IU
Thursday, March 28, 1:30 p.m.CATS, Frangipani Room, IMUSupplier Workflow
TBD (multiple webinars) in BUY.IU
Thursday, April 25, 10 a.m. - 12 noon (special CATS session) CATS, Frangipani Room, IMUFY20 REQs and Check Request in BUY.IU presentation topic pending
Chrome River
The Chrome River training session will provide both faculty and staff with the information needed to start using Chrome River for submitting travel expenses and/or reconciling P-Card transactions. This is a webinar and therefore a demonstration of the system. 
An Introduction to Chrome River Travel and Expense Webinar - Next Session on Wed, Mar 20 2019, 09:30AM

Click here to register.
KFS Financials
Attendees must have both IUIE and KFS and access to participate in this training. There may be pre-requisites. Questions? Contact FMS Training
Classes being offered:
Critical Data in KFS - Available online 24/7
IUIE Financial Reports - Next Session on Wed, Mar 20 2019, 09:00AM
Standard Monthly Reports - Next Session on Thu, Mar 21 2019, 09:00AM
Disbursement Voucher Certification Part 1 - Next Session on Tue, Mar 26 2019, 09:00AM
Disbursement Voucher Certification Part 2 - Next Session on Thu, Mar 28 2019, 09:00AM
Getting Started with KFS - Next Session on Tue, Apr 02 2019, 09:00AM
Common KFS Documents - Next Session on Wed, Apr 03 2019, 09:00AM
Introduction to Financial Reports - Next Session on Thu, Apr 04 2019, 09:00AM
KFS Balance Inquiries - Next Session on Tue, Apr 09 2019, 09:00AM
Payroll Essentials
Payroll Essentials is a prerequisite for Human Resource Management System (HRMS) voucher access. The training takes approximately 6 hours to complete.
New departmental payroll processors may access the course by enrolling in IU Expand.
University Finance Fundamentals (UFF)
University Finance Fundamentals (UFF) is a ten-month a la cart training series designed for all employees with accounting and finance responsibilities – including support staff.
Upcoming sessions in April and May 2019:

Capital Assets
Financial Systems Administration
Office of the Treasurer
All full time employees involved in revenue processing or with access to University banking/payment card systems must attend a Face to Face Revenue Training every two years.
For questions, please contact Melissa Hartley, or call 812-855-2930. See Treasury Operations Training page for other useful information.
Face to Face Revenue Training - A new Bloomington training session for the face to face Revenue Processing Training has been added. This training is REQUIRED for full-time staff that handle, process, reconcile revenue, have access to banking systems, AND/OR Supervise those that do any of these tasks. If you have ANY staff that are DUE for training, please forward this information to them and ask them to sign up! 

Thursday May 16th from 10am-12noon
Dogwood Room, IMU

Staff should sign up here.

To see whether or not you need training, the Revenue Training Log can be accessed here.
If someone took training on Spring 2017 or PRIOR, they are DUE for training again.
Fee Remission Third Party Contract (TPC)
See Third Party Contract in SIS.
Questions? Please send an email to
TPC training is now available online. 
Bloomington Organizational Development Classes
Training and Organization Development provides consultation and professional coaching to IU campuses across the state. We also provide learning opportunities through seminars and workshops. Contact Wendy Cornwell or call 855-9674.
Current training programs:

HR training portal
 (view, register, or cancel classes)
Legal Compliance Series for Supervisors

And much more.
Family Educational Rights and Privacy Act (FERPA)
FERPA is a federal law designed to protect the privacy of education records.
For training contact the Office of the Registrar at / 812-855-9349.
Take the Staff and Faculty FERPA tutorial here.

Upcoming spotlight issue

Our next Spotlight issue is coming in April 2019 and will include current sections… and much more.
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Spotlight Contributors
Rayna Amerine
Anne Boyer
Sarah Chavez
Wendy Cornwell
Melissa Hartley
Emily Kirkman
Tonya Pottorff
Cassie Rosenburgh

Nancy Y. Vázquez-Soto

Contact Information:
Aimee Heeter
Patti Quimby
Disclaimer: Please note that any information and commensurate dates that appear in this publication are only current as of the date of publication and may change over time. Hence, please contact the responsible unit or contact person to be informed of the current status for a specific item.