Spotlight - April 2019 (2)

Policy Station

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.

Become aquainted with the policy development and review process

The Office of Policy Administration posts committe-approved policies on their website for a 30-day public review. Once final approval is given, the office posts the policy on the website as in effect.

- View the New and Recently Revised policies.

Policies currently Under Review:

The 'Contests, Drawings, Games, and Prizes, FIN-ACC-640' (among others) has been recently revised and placed on the website for public review.

Please send feedback to policies@iu.edu.

Fiscal Checklist & Deadlines

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

See the April Printable Calendar for more information.

REMINDER: During the payroll clean up through the completion of payroll closing, eDocs related to that pay group will not be finalized by Campus HR. This eDoc hold will assist for a cleaner payroll.  

Questions? Do you need assistance related to staff or temporary related eDocs? Please email hredocs@iu.edu to reach an IU HR Transaction Services team member. You may also contact Emily Kirkman to discuss these deadlines.

Office of Student Financial Assistance (OSFA) Important Dates & Deadlines 
NOTE: For information on how to pay a student, please check out the Student Payment Guidelines Decision Tree.

The last day to enter scholarships/fellowships for Fall 2018/Spring 2019 is May 3, 2019. 

Summer 2019
Summer 2019 Scholarship EntryNow
Summer 2019 Disbursement DateApril 28,2019
Run Summer 2019 Authorization Failure ReportApril 29,2019
Remember to request Item Types

Requesting new item types can take up to 6 weeks to create, so please submit any new item type requests for 20AY. Submit your item type requests on our SharePoint site under Forms.

Personalized Trainings
 

OSFA offers personalized trainings based on your department’s needs. Please contact the office at deptsch@indiana.edu if you’re interested.

Purchasing Year End Deadlines 
Fiscal Year 2019 will draw to a close on June 30, 2019. To help you prepare, IU Purchasing is providing you with the following year end tips and deadlines.

Year End Deadlines:

Purchasing Assisted Orders

Deadline: May 31
For Purchase Orders (POs) to be processed by purchasing staff before the end of this fiscal year, please submit all requisitions in KFS a few days prior to the May 31 deadline.

Complex requisitions may require special processing or additional approvals to comply with policies, and should be submitted well in advance of this deadline.

Note: FY19 requisitions will not be entered in BUY.IU. There is no guarantee that requisitions entered into KFS after the May 31 deadline will be processed in FY19. Your department may be required to reenter late requisitions into BUY.IU for processing in FY20.

Shop Catalogs (B2B) Orders

Deadline: June 14
B2B orders process faster than others, which allows departments to continue initiating routine orders into June for FY19.

Please keep in mind, however, that B2B orders are charged to the fiscal year in which they are delivered, billed, and the payment is processed, not the year in which they are created.

Ordering by June 14 will allow most B2B vendors to deliver before the end of FY19, but complex orders or orders to vendors with slower shipping terms should be placed as soon as possible.

P-Card Transactions

Deadline: June 14
P-Card transactions are booked to the fiscal year in which the associated Chrome River Expense Report* is approved by the account manager. Approval of Chrome River Expense Reports on Sunday, June 30, 2019 will book the expense to FY19.

P-Card restrictions still apply, as defined on the Purchasing website: P-Card Restrictions.

*Chrome River Expense Reports for P-Card reconciliation went live on 7/11/2018.

Purchase Order encumbrance clean up in KFS

Deadline: Ongoing
Purchase orders in KFS should remain open until billing is received and payments have been processed. To manage your open KFS POs:

- Request billing so payment can be made.
- Do not close a PO upon receipt of goods. The PO must remain open in order to pay the bill.
- If the PO is completely paid and no additional payment processing is expected, then close the PO to release any remaining encumbrance.

FY20 Requisitions:

All Fiscal Year 2020 orders will be processed in BUY.IU. You will be able to enter your FY20 requisitions for non-"Shop Catalogs" orders beginning May 1, 2019. Due to implementation of the new system, however, Purchasing will not release any FY20 orders to suppliers until July 1, 2019.

Because many "Shop Catalogs" vendors provide immediate shipping, we cannot accept FY20 "Shop Catalogs" requisitions before July 1.

Recurring Orders:

Now is the best time to check your current recurring orders and ensure they are properly funded for the remainder of FY19. Fiscal Year 20 recurring orders should be entered into BUY.IU. This includes any recurring orders that are currently in KFS and extend past June 30, 2019.

You should run an IUIE report by user name or by chart and org to identify orders expiring at the end of this fiscal year, and:

- If a PO does not include enough funds to pay the remaining invoices received this year, then contact the assigned contract manager or PO initiator to request an amendment.
- If the PO is set to expire and must be renewed for next year, or if the PO extends past June 30, 2019, then you must initiate a new order in BUY.IU.

Click here to find more information about training and timelines for BUY.IU.

KFS AR Write-Off Instructions
Accordng to IU policy I-500, Accounts Receivable balances over 12 months old and lacking current productive activity should be written off even if the invoices are placed with a collection agency.

All invoices that will be 365 days or older at 6/30/19 should be written off using an Invoice Write-off (INVW) edoc no later than June 21, 2019. Invoices deemed uncollectible prior to aging out to 365 days should be written off when collection efforts have been exhausted. In instances where productive activity exists for invoices over 365 days old, explanations should be added to the notes section of the Invoice (INV) edoc. Please refer to the guide below for the correct document type to use when clearing KFS AR invoices:

→ The invoice is a duplicate or is incorrect and needs to be re-issued:
A Correction document should be used to reverse the invoice as long as the invoice is from the current fiscal year and does not have any payments or a partial credit memo applied to it. The Correction button will be available at the bottom of invoices in final status for the entire fiscal year in which the invoice was created. The Correction button will not be available once the invoice crosses fiscal years.

→ There is a small balance on the invoice due to returns, price adjustments, or to remove open balances that will not be received because of the cost of doing business, i.e. bank fees deducted for wire transfer payments:
Use Credit Memo (CRM) edoc to clear the remaining balance of the invoice and include a reason for the credit memo.

→ The balance of an outstanding invoice stems from the customer not being able to pay (bankrupt, dispute, unresponsive, etc.)
Use the Write-Off (INVW) edoc to write off the invoice as bad debt. Collection effort comments should be added to the invoice prior to it being written off, and the Invoice Write-off (INVW) edoc should include a reason for the write-off, i.e. customer is unresponsive (see collection notes on invoice), bankruptcy, unresolved customer dispute, etc. Please do not use the Write-Off (INVW) edoc to clear small balances under $1 from invoices; instead a Credit Memo (CRM) should be used to clear the invoice.

Remember…writing off an invoice does not prevent you from collecting the money from the customer at a later date! 

Questions? Please contact Ben Rudman.
Corrections, Credit Memos, and Write-Off eDocs
It is that time of year again when all open invoices need to be reviewed for write-offs. When reviewing your open invoices, please remember there is a significant difference between corrections, credit memo, and write-off edocs. The following are examples of when to use each document type. Please review these examples prior to writing off any invoices.

Correction edoc: the correction process is used to reverse an invoice that should not have been created. An invoice cannot be corrected if there have been payments or credits applied to it. To correct an invoice, go to Customer Invoice document search on the main KFS menu. You can also use the general “Search for Documents” at the top of the main KFS screen. 

Credit Memo edoc: Credit Memos are used to credit the original invoice due to returns, price adjustments, etc. For example, if an invoice was short paid by $20 due to bank fees, a credit memo would be used to remove the balance since the $20 was a cost of doing business with the customer. They are NOT used for write-offs or reversals. 

Write-off edoc: The Customer Invoice Write-off document is used to write-off the balance of an outstanding invoice due to non-payment. Goods or services were provided to the customer but they will not or cannot pay the invoice (bankrupt, customer is disputing what is owed, etc). Do not use a write-off document to clear small balances from the invoices, i.e. twenty cents, one dollar, etc. 

Note: Any notes or comments pertaining to an invoice need to be entered on the invoice not in the customer setup. When write-off edocs are created, the document pulls any notes from the customer setup into the write-off document.  Therefore, notes entered into the customer setup cannot be invoice specific because all campuses use the same customer database. 

All of the above information along with additional training material can be found on the FMS Accounts Receivable webpage at https://fms.iu.edu/non-student-ar/.

Please contact Ben Rudman is you have any questions.

Effort Certifications
Fiscal Officers and Principal Investigators are requested to verify the Effort Certification Document (EC) 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 contact Rayna Amerine if you need any assistance.

Grants Management Toolkit (GMT) 
Grants Management Toolkit (GMT) replaces Myra as ORA’s dashboard for faculty and departmental administrators to access information regarding their proposals and awards. GMT was designed based on feedback from investigators and departmental administrators, and provides numerous new features that did not exist in MyRA. These enhancements include:

- Viewing proposals and awards for multiple investigators at the same time
- Viewing proposals and awards for Co-PIs
- Viewing attachments for proposals and awards on a project in one location
GMT also saves user preferences, so users can immediately see the investigators and projects they viewed last time when they return to GMT

GMT may be used to:

- Identify enroute, pending, and funded proposals
- Identify active, in progress, and closed awards
- Review an at-a-glance project summary
- Review expenditure information across an entire project or for a specific account, or even a specific subaccount
- Readily access Kuali Coeus attachments, including award agreements (based on existing KC permissions)

Questions regarding GMT may be submitted to ora-inst-rpt-l@list.indiana.edu.

Tax Tidbit

University Tax Services - Tax Standard Operating Procedures (TSOP)
Standard Operating Procedures are created to serve the university community with step by step instructions and/or guidelines on routine operations. This month we would like for you to become acquainted with one of tax services many SOPs:

Service Component for Student Awards, 5.0 - The purpose of this tax standard operating procedure is to provide units and departments with guidance on how to pay students, specifically, when to pay student awards vs. wages. Read more.

Questions about any TSOP? Please contact University Tax Services at taxpayer@iu.edu.

Training

CATS Sessions
CATS sessions are intended to provide information to help, inform, and assist you as an important member of your respective unit’s fiscal and administrative team. 
Next CATS Session: 

Thursday, April 25
10am - 12 noon
Frangipani Room, IMU

Agenda

10:00 -  10:30am ~ Grants Management Toolkit Demo
Presenter: Caitlin Homenda, Contract & Grant Administration

10:30 – 11:00am ~ Transition of Student Org Accts
Presenter: Brittany Hubbard, Bursar

11:00 – 11:45am ~ BuyIU (Training, Q&A)
Presenter: Sarah Chavez, FMS

Chrome River - Webinar
This session will provide faculty and staff 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. 
Class currently being offered:

Questions about Travel Training, please contact 
Donna Burkhardt.

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:
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 24/7 by enrolling in IU Expand.

University Tax Services
University Tax Services is offering these trainings in May and August. For additional information on Tax Training, please contact taxpayer@indiana.edu.
Classes being offered: 
University Finance Fundamentals (UFF)
University Finance Fundamentals (UFF) is a ten-month a la carte training series designed for all employees with accounting and finance responsibilities – including support staff.
Upcoming sessions in May 2019:

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.
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:

Face to Face Revenue Training - Next Session on Thursday, May 16, 10am-12noon, Dogwood Room, IMU

If you have ANY staff that are DUE for training, please forward this information to them and ask them to sign up! 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.

Auxiliary - Rate Setting Workshop
The Rate Setting Workshop is brought to you by Auxiliary Accounting
Contact AuxAcct@iu.edu for questions.
This workshop will help all departments meet the FY20 Rate Setting Template deadline of May 1st, 2019.

The next workshop at IUB will be held on Friday, April 26th.

If you are interested in attending the Bloomington workshop, please email AuxAcct@iu.edu.

Fee Remission Third Party Contracts (TPC) in SIS
Third Party Contracts (TPC) allow organizations, agencies and internal IU departments to apply credits to student accounts to pay specific costs for students. TPC training is offered online. Contact SIS for questions.
On the TPC in SIS online tutorial you will learn how to:
- locate the IU Department TPC Request page
- link a student to a Third Party Contract
- increse or decrease an award
- cancel a student from a Third Party Contract 

Bloomington Organizational Development Classes
Training and Organization Development provides consultation and professional coaching to IU campuses across the state. They 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 registrar@indiana.edu / 855-9349.
Take the Staff and Faculty FERPA tutorial here.

Upcoming Spotlight Issue

Spotlight Contributors
Rayna Amerine
James Becker
Sarah Chavez
Melissa Hartley
Emily Kirkman
Tonya Pottorff
Jennifer Reeves
Cassie Rosenburgh
Ben Rudman

Editor:
Nancy Y. Vázquez-Soto

Contact Information:
Aimee Heeter
Patti Quimby

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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.