Spotlight - June 2019 (3)

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.

Please send feedback to policies@iu.edu.


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Fiscal Checklist & Deadlines

2019 Year-End Closing at a Glance 

The 2019 Year-End Closing Newsletter provides our readers with information that will be helpful throughout the year-end closing process.

Send an email to fmsreqst@iu.edu if you have any questions.

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Human Resources E-doc and Payroll Adjustment Voucher Deadlines - May 2019

View the May 2019 eDoc Deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers.

Note: June edoc Deadlines and printable calendar to be posted soon. Please check back


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.

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Payroll: Student Enrollment Verification - Exempt from Social Security Taxes

Student Enrollment Verification: Students working at Indiana University in regular hourly (HRR), work study (HRW), and student academic (AS0,AS2) jobs are exempt from Social Security and Medicare tax withholding if they are enrolled at least half time.*

*Exception: If students have other active jobs that are “benefits eligible” (not regular hourly or student academic), they will not be treated as students and will not be exempt. 

Summer Student Criteria
  • Graduate Students – must be enrolled in 2 hours for the exemption (there are Thesis and Dissertation Course exceptions)
  • Undergraduate Students – must be enrolled in 3 hours for the exemption
  • Enrollment for Summer I and Summer II are combined into a single session and those hours are used for the verification process. 

Academic Year Student Criteria
:
  • Graduate Students – must be enrolled in 4 hours for the exemption (there are Thesis and Dissertation Course exceptions)
  • Undergraduate Students – must be enrolled in 6 hours for the exemption

The system assigns general session dates that are used for the verification process. The dates for this year are
:
  • Spring, 2019:  January 7 – April 29, 2019
  • Summer, 2019:  May 13 – July 26, 2019
  • Fall, 2019:  August 26 – December 16, 2019
  • Spring, 2020:  January 13 – April 30, 2020

The enrollment verification process uses the earnings period dates from the voucher and the enrollment status on the day the payroll is processedIf students enroll late, they may not meet the enrollment criteria on the day the payroll is processed and will be subject to the tax.

Please contact Cassie Rosenburgh for questions.

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Office of Student Financial Assistance (OSFA) Important Dates & Deadlines 

Authorization Failure Reports

Please remember to run your Authorization Failure Report for Summer awards.
Contact
deptsch@indiana.edu on how to submit a Manual Disbursement Form for the awards on the Authorization Failure Report. 

Item Type Creation

Now is the time to begin requesting new SIS item types for any scholarships/fellowships that you wish to begin awarding in Summer 2019 and Fall 2019. The new item type creation process can take a maximum of 6 weeks to complete, depending on volume and staffing. To request a new item type, complete and submit the Item Type Request Form located on the OSFA Scholarship SharePoint.

NOTE: For information on how to pay a student, please check out the Student Payment Guidelines Decision Tree.

Personalized Trainings

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

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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.

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KFS Accounts Receivable (AR)

Acounts Receivable Invoice Write-Off Reminder

Please make sure any KFS AR invoices that are/will be 365+ days old as of 6/30/19 are written off and in final status no later than 5 p.m. on Friday, June 21st.  If you have invoices that are aged out to 365 days but have productive activity, please add a note to the “Notes and  Attachments” section of the invoice explaining why the invoice should remain open. Be sure not to attach any documentation containing critical data.

It is very important to make sure the correct document type is used when clearing KFS AR invoices. Please ask the following questions prior to writing off an invoice to ensure you are using the correct edoc in KFS:

Is the invoice a duplicate or need to be reversed? If the answer is yes, and the invoice is from the current fiscal year, please use the Invoice Correction edoc to reverse the invoice. If the invoice is from a prior fiscal year, please use the Customer Credit Memo edoc.

Was the invoice short paid due to returns, price adjustments, or to remove open balances that will not be received due to costs associated with doing business, i.e. bank fees deducted for wire transfer payments? If the answer is yes, use a Credit Memo edoc to clear the remaining balance of the invoice.

Is the balance of an outstanding invoice due to non-payment stemming from the customer not being able to pay (bankrupt, dispute, unresponsive, etc.)? If the answer is yes, use the Write-Off edoc to write off the invoice as bad debt. Please do not use the Write-Off edoc to clear small balances under $1 from invoices.

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

If you have any questions about Non Student Accounts Receivables, please contact nonstdar@iu.edu.

AR Clinical Trials Billing Reminder

When billing for clinical trials, please use the attached instructions.  All billing for CTIN should be billed under UA-CTIN to allow payments to be remitted to the correct lockbox. Please review the Instructions for Updating the KFS Invoice Billing Org document to ensure that your department is billing properly.

Sending Checks to Lockbox Locations

FMS Accounts Receivable has noticed an increase of customer checks being sent to locations that are not the proper lockbox. All KFS invoice check payments should be directed the lockbox address listed on the KFS invoice remittance information.

Please do not have customers send checks directly to department addresses or FMS directly, as this creates additional time to process payments accurately and is not as secure as sending payments to the lockbox.
Please contact your customers to remind them that checks should be directly mailed to our lockbox address and not to other locations.

Questions about AR? Please contact Ben Rudman.

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New Warning Message for F1/J1 Visa Holders

After working in conjunction with the Office of International Services, IUHR, and UITS, a new message warning message on both the Clock and Time Detail tabs for employees with an F-1 or J-1 visa. A screenshot of the warning is provided below. This is to remind those students and their supervisors that visa regulations limit them to 20 hours of work per week during semesters.



Questions? Please contact the Office of International Services or call 812-855-9086. 

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Effort Certifications - Office of Research Administration

The Office of Research Administration has regrouped a number of reports on the Dashboards.

Research Administration Dashboards – The Research Administration dashboards in One.IU are interactive reports relating to sponsored research at IU. The reports below have been organized in the following categories: those with a red border include award data, those with a blue border include proposal data, those with a purple border are overview reports that typically contain award and proposal data, those with a gray border include expenditure information, and those with a yellow border include subaward data.

Research Administration Dashboards

ORA Departmental Management Dashboards
The ORA Departmental Management Dashboards are interactive reports relating to sponsored research at IU. These reports can be used by fiscal officers, departmental administrators, and principal investigators to assist with the detailed management of their sponsored projects.  This is where the Institutional Base Salary Payroll has been relocated.

ORA Departmental Management Dashboards

Be sure to Mark the ORA Departmental Management Dashboard from your Homepage for easy access.
Spring Effort Certifications

Where has the year gone? Yes, June is almost here – thus the end of the Spring Effort Period. Salary Transfers will cut-off July 31, 2019 for any transaction prior to June 30,2019 at that time. So take a minute to double check:

  • Salary Caps (using the updated rates for Jan – June)
  • Confirming Salary Transfers, eDocs, maintain funding documents have fully routed
  • Monitoring proposal activity and % of sponsor award funding for Principle Investigators

Spring Periods
ReportIssue DateApproval Deadline
Monthly 12-pay (MO2 - 1/1 to 6/30)August 15October 14
Academic 10-pay (AO2 - 1/1 to 5/31)August 15October 14
Biweekly (B02-1/1 to 6/30)August 15October 14
Fiscal Officers and Principal Investigators are requested to verify the Effort Certification Document (EC) is a reasonable reflection of effort across all institutional activities. 

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.

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IU Foundation Fiscal Year-End Deadlines

June 30, 2019 Administration Fiscal Year Processing Deadlines

Deposits
In order ensure charitable gifts are deposited and recorded in the current fiscal year, all deposits must be received by IUF, or the appropriate lockbox, by the following dates.

Bloomington Gift Deposits (cash, check or credit card)
          
June 27, 2019Gifts directed to IUF depositor 
IU Bloomington PO Box 6460, Indianapolis, IN 46206-6460
Lockbox Gift Deposits (cash, check or credit card) 

June 27, 2019IU East PO Box 6461, Indianapolis, IN 46206-6461 
IU Northwest PO Box 6462, Indianapolis, IN 46206-6462
IU Southeast PO Box 6459, Indianapolis, IN 46206- 6459   
IU School of Medicine PO Box 7072, Indianapolis, IN 46207-7072   
IUPUI PO Box 6460, Indianapolis, IN 46206-6460
IU South Bend PO Box 6460, Indianapolis, IN 46206-6460
IU Kokomo PO Box 6460, Indianapolis, IN 46206-6460
Gifts in Kind Deposits (gifts of personal property or stock)

June 21, 2019 Must be received by IUF Revenue Operations in Bloomington. 
Disbursements

In order to accommodate adequate compliance review and problem resolution, all disbursement e-docs must be received by IUF Compliance & Disbursement Services by the following dates to ensure that payments, transfers and e-docs are paid in the current fiscal year.  Requests received by the dates below will ensure that disbursements are reflected on your June 30th, 2019, IUF statement of account, as well as, your university account for fiscal year end reimbursements.

E-DOC Deadlines:

May 31, 2019Fall/Spring 2018-2019 Scholarship Reimbursements 
June 17, 2019 Summer 2019 Scholarship Reimbursements
June 17, 2019ETA to IU Transfers, Direct Vendor Payment e-docs & Cash Transfers between IUF accounts for this fiscal year must be submitted by end of business day June 17. For expenses occurring in June, please submit request by June 17, 2019. 
Please direct questions to: 

Martin Leal, Director Revenue Operations, 855-6300 or mleal@iu.edu
Debra Ikerd, Director Compliance & Disbursement Services, 855-3144 or dikerd@iu.edu

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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:

Research Experiences for Undergraduate (REU), 5.03 - The purpose of this tax standard operating procedure is to provide guidance to units and departments at Indiana University on how to appropriately process payments related to sponsored research programs 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. Read more

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

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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, June 26
1:30 - 4:00pm (end time varies)
Frangipani Room, IMU

Agenda to be announced.

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Buy.IU

 BUY.IU is IU’s new procurement system. This new system is powered by Jaggaer, an industry leader in the fields of procurement, contract management, supplier management, and more. 
For Boomington Buy.IU Office Hours, click here

View information sessions here and check back for updates!


Subscribe to the BUY.IU news list.

Questions, please send an emil to askbuyiu@iu.edu.

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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
 
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Payroll

FMS provides training related to payroll in HRMS, the Human Resource Management System. Training is required for NEW departmental payroll processors on the Bloomington and Indianapolis campuses.
Click here to begin tutorials and access training videos for NEW payroll processors:

Payroll Essentials
HRMS Data Use Tutorial
FERPA Tutorial
Training Videos
System Access

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University Tax Services

University Tax Services is offer ongoing training trainings. For additional information on Tax Training, please contact taxpayer@indiana.edu.
Class being offered: 
  • Sales Tax - Next Session on Thu, Aug 22, 9:00AM

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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.
There are currently no classes scheduled.

Please check back later for new list of classes for fiscal year 2019-20.
 
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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.
For future training dates please contact Melissa Hartley or call 812-855-2930.

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! 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.

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Capital Asset

The mission of the University Administration Capital Asset Management department is to provide the highest quality service and guidance in asset management to university organizations while fulfilling the financial recording and reporting requirements of the university. Please submit questions to capasset@iu.edu for more information.
The Capital Asset office is offering KFS Inventory Document Training in two sessions, June 4th and 5th

The June 4th: Poplars W183 at 1:30pm
This session is targeted towards capital asset representatives that have the KFS CAMS role 10203 (asset authorization). Bring your active DUO Token in order to fully participate in the hands-on section of the training session. 

The June 5thThis session will be a show-and-tell online Zoom session.
Participants are asked to bring questions and submit them via chat. 

Registration for these sessions is now available on the FMS Training Catalog.
 
Click on Capital Asset Inventory Document Training hyperlink to jump to the target section.

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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 

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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.

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Upcoming Spotlight Issue

Spotlight Contributors
Rayna Amerine
John Brumley
Sarah Chavez
Emily Kirkman
Jennifer Reeves
Cassie Rosenburgh
Ben Rudman

Editor:
Nancy Y. Vázquez-Soto

Contact Information:
Aimee Heeter
Patti Quimby

Would you like to receive this publication?
Please Join our Listserve and spread the word.


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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.