Spotlight - July 2019 (4)

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.

Recently Revised Policy:
Discretionary Leave of Absence, HT-05-10

Become acquainted 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

FMS Operations - 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 - June 2019

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

Note: July 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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FMS - Important Changes Regarding Employee Reimbursements

→ This topic will be discussed at the June 26 meeting of CATS, so please join us there if you are interested.

Two important changes involving employee reimbursements are coming at the end of this month:
 
  • Employees will manage their direct deposits for travel and out-of-pocket reimbursements through Employee Self Service; and
  • Departments will process employee out-of-pocket reimbursements through Chrome River.
Three separate actions are required to authorize direct deposit payments to IU employees. Soon, employees will no longer have to go to three different webpages to manage their direct deposit information.

Beginning June 27, this information will be authorized and updated in one location - the Employee Center

When the consolidation of the direct deposit information occurs, current travel and out-of-pocket reimbursement direct deposit accounts will be inactivated, so employees will need to set up a new direct deposit account in the Employee Center into which their travel and out-of-pocket reimbursements will be deposited. Please note that direct deposit changes cannot be made until after the implementation on June 27. Employees who do not set up new reimbursement accounts will be issued paper checks.

Payroll direct deposit instructions are not affected by these changes. Employee payroll direct deposit will remain the same until the employee edits those instructions in the Employee Center. 

Employees who have recently received a travel or out-of-pocket reimbursement will receive a targeted message about the change, as well as an IU Login interrupt, to encourage them to designate a direct deposit account for their reimbursements. 

An additional change will take place on July 1, when employee out-of-pocket reimbursements will be processed through Chrome River instead of KFS. The Office of Procurement Services has developed a new standard operating procedure (SOP), Out-of-Pocket Reimbursements and Business Refunds for Employees and Students, SOP-PURCH-11 to support departments processing these reimbursements. The SOP will provide procedural guidance and policy requirements associated with out-of-pocket reimbursements and refunds, and additional materials will be available before implementation.

If you would like to read more about the direct deposit changes, please visit the FMS site for a recent article on the subject.

You may contact Charlie Sinex or Tammy Bean if you have any questions.

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BUY.IU - Frequently Asked Questions (FAQ)

Suppliers

My supplier is in BUY.IU but is inactive. How do I use them?
Choose the "Enter Manually" option when creating your non-catalog order and enter the supplier's basic information. Purchasing will locate the inactive record in the supplier database and invite them to complete the registration process.

Also, Review the Manually Enter a Supplier video to learn more.

My supplier is active but the fulfillment address I need isn't listed. How do I add it?
The Supplier Workgroup can add additional fulfillment addresses to the supplier's profile. Email supplier@iu.edu and include the supplier's name along with the missing fulfillment addresses.

Additional supplier resources:
Requisitions


The billing address for IU is listed as Scranton, Pennsylvania on my Requisition. Is that right?
Yes. Digital Mail Room, the third-party which receives invoices against POs generated in BUY.IU, is located in Scranton.

I have documentation I want to attach so my Fiscal Officer has it during their review. Where should I attach it?
Internal communication should be included in the Comments section of the Requisition. This section is similar to the Notes and Attachments tab in KFS. Do not use the Internal Notes and Attachments section of the Requisition. If you have a quote or other communication which should be sent to the supplier with your PO, include it in the External Notes and Attachments section of the Requisition.

How do I mark an order as "Restricted" to ensure it routes through Purchasing for additional review?
In the General section of the Requisition, click the check box next to the "Order Restricted?" field. Be sure to log a Comment describing the action you are requesting.

Additional requisition resources:
Approvals


I received an email saying I have a document to approve in BUY.IU, but when I click the link in the email I get an error message about system access. What is this?
You will receive a message if you try accessing BUY.IU via email without first logging into the system. Login to BUY.IU via the task tile on One.IU and try the link again. You can also review this video walkthrough to learn more about approving documents in BUY.IU.

I'm a delegate but I'm receiving notifications to approve documents. Why?
BUY.IU does not distinguish between the Fiscal Officer or individuals in a delegate role. Individuals in any of these roles have equal permissions in BUY.IU.

Also, Review this short approval workflow video to learn more.

Additional requisition resources:


If you have any questions, please contact the BUY.IU team at askbuyiu@iu.edu

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

Item Type Creation

As a reminder, the new item type creation process can take a minimum of six weeks to complete. Please submit any new SIS item type requests for scholarships/fellowships that you wish to award starting in Fall 2019. For IU Foundation accounts (Accounts that start with a 25 or 26), please contact Emily Trueblood (estrue@iu.edu).

Authorization Failure Reports

Remember to continue to run your Authorization Failure Report for summer awards.

Training

We have the following trainings scheduled for September 2019 for Refresher and New Departmental User. Please use the Scholarship SharePoint site to register; we will be having one in-person training and a Zoom presentation for each training. If you sign up for a Zoom meeting, please make sure you sign up on the SharePoint site and the Zoom link provided.

New Departmental User TrainingRefresher Training
Wednesday, September 4 ~ 9:30 - 11:00 at IMU Persimmon RoomTuesday, September 5 ~ 9:30 - 11:00 at IMU Oak Room
Tuesday, September 17 ~ 2:00 - 3:30 via Zoom - View LINKTuesday, September 24 ~ 1:00 - 2:30 via Zoom - View LINK

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

Please contact the office at deptsch@indiana.edu if you have any questions.

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FY 2019 June Auxiliary Vouchers & Year End Dates

This is a reminder that Monday, July 15th will be the final day to post AVs for June FY 2019. Please be sure that Auxiliary Vouchers have received approval and routed to the Auxiliary Accounting action list by 5:00pm Monday. Also, we are requesting the Accounts Receivable Allowance for Doubtful Accounts support to be submitted with your Balance Sheet Backup. This is to eliminate effort duplication that previously existed in some departments. The deadlines for Year-End Variance Analysis and Balance Sheet backup are below. If your campus has specified earlier due dates, please follow their instructions. 

Reporting Organizations

Listed below are the key due dates for “reporting” organizations for Fiscal Year 2019:

Monday, August 5Variance Analysis and Balance Sheet Backup reports must be provided to Auxiliary Accounting. Different departments/campuses may have earlier deadlines.
Wednesday, August 14Follow-up questions distributed to units.
Wednesday, August 21Deadline for the responses to the follow-up questions from the units must be provided to Auxiliary Accounting.
Non-Reporting Organizations with Over $250,000 in Revenue

Listed below are the key due dates for “non-reporting” organizations with more than $250,000 in revenue for Fiscal Year 2019:

Monday, August 5Variance Analysis and Balance Sheet Backup Deadline. Different departments/campuses may have earlier deadlines.
Wednesday, September 4Variance Analysis questions distributed to units.
Wednesday, September 11Responses to the variance analysis follow-up questions must be provided to Auxiliary Accounting.
Accounts Receivable Allowance for Doubtful Accounts

Listed below is the key date for all departments:

Monday, August 5To alleviate duplication of efforts for auxiliaries and service centers, we are requesting that allowance for Doubtful Accounts and Write-off support be submitted to Auxiliary Accounting with Balance Sheet Backup rather than sending to Accounts Receivable separately. Please see the updated ARSOP for computing the allowance for doubtful accounts at  ARSOP 2.0 Allowance for Doubtful Accounts.pdf

Reminder: Departments utilizing KFS AR will still need to have write offs completed in KFS before the end of the day on Friday, June 21st.

Additional information about Variance Analysis and Balance Sheet Backup can be found in the Reference Information section of the Auxiliary Accounting website.

If you have any questions, please contact us at AuxAcct@iu.edu.

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KFS Accounts Receivable (AR) - ARSOP 2.0 - Allowance for Doubtful Accounts

Please take the time to review the updated operating procedure Allowance for Doubtful Accounts, ARSOP 2.0 for calculating the allowance for doubtful accounts.

This calculation is required to be submitted to Auxiliary Accounting each fiscal year with their Balance Sheet Backup. 

Questions about AR? Please contact Ben Rudman.

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Effort Certifications - Spring Effort Certifications and Fiscal Year Closing

End of the Fiscal Year and End of the Spring Effort period is June 30th. Be aware of the which documents to use during the Year End closing. 

Contract and Grant Closing

Since most Contract and Grant (C&G) accounts do not expire at the university’s fiscal year, Year End (YE) documents are generally not required on C&G accounts.  If it is necessary to process a YE document because a non-C&G account is involved, then YE documents may be processed until First Closing. All cost transfers for Fiscal Year 2019 affecting C&G accounts should be completed by First Closing. 

No transactions will be processed against C&G accounts after Monday, July 8, for the Fiscal Year 2019, see the Document/Transaction Processing Deadlines. All transactions after that date will be booked into Fiscal Year 2020.

Any exceptions to this policy will require authorization from the Office of Research Administration (ORA) prior to submitting the YE document. ORA approval may be granted if there is a compelling reason and if the transaction does not affect financial reporting of the C&G account to the agency (for example, financial reports on many State of Indiana awards are due by July 15, which would preclude any YE documents after First Closing). ORA staff will not enter a note confirming the authorization – the initiator of the YE document is responsible for including a note on the YE document indicating that ORA approval has been obtained, and naming the ORA staff member with whom the transaction was discussed.

Please review the ORA policy on Cost Transfers to learn more information about timely transfers of expenses to and from grant accounts. Cost transfers outside 90 days or across fiscal years are more heavily scrutinized. If you have any questions or need more information, please contact ORA at resdev@indiana.edu.

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

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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Bursar - Fall 2019 Third Party Contracts (TPC) Announcements / Reminders

The deadline to enter TPCs manually is August 12, 2019. If you would like your TPCs loaded in batch, we must have your batch file no later than August 2, 2019. The minimum number of rows that we can load in batch is 50. TPC numbers can be combined in one file. Be sure to use the attached TPC batch spreadsheet template and filter out duplicates.

The initial Fall 2019 bill will be processed on August 16, 2019 and due September 10, 2019. For TPC credits to be on the bill, TPCs must be loaded on or before August 12, 2019. 

New Users

The Office of the Bursar offers online TPC training. The training is required for new users and available to anyone who wants a refresher. Write to bursar@indiana.edu to request the training links. Once you notify us that you have completed the online training, we will approve your security access to the IU Department TPC Request page.

Fee Rates

To the extent that you have funds, you can award a student any fee remission percentage that you choose. For your convenience, fee rates are available on the Student Central website and from the University Budget Office. To determine how to review your TPCs and to make changes to your TPC setup, please email bursar@indiana.edu.

Deferred Payment for Student Academic Appointees (SAA)

Student Academic Appointees (SAA) on a qualifying TPC (5400 object code) will be given until November 10, 2019 to pay their Fall 2019 bill without incurring late fees. This is done as a courtesy to allow time for their paychecks and/or other funding to be received.  The billing process is the same for SAAs as it is for other students — their bills will be generated monthly, their accounts will be shown as past due if not paid by September 10, and services such as transcripts and new term enrollment are stopped while their account is past due — but eligible SAAs will have a service indicator that prevents late fees for the September 10 and October 10 due dates. In addition, when viewing their bill online, eligible SAAs will see a message stating: "Per your department, you are eligible for deferred payment. Because of this, you will not be charged a late fee for the bills due 8.10.19  and 10.10.19. You will need to pay your balance in full by 11.10.19 to avoid late fees. However, campus housing should be paid when due to avoid a contract violation. To register for a new term or obtain a transcript, your balance must be paid in full." If you have questions, please contact Student Central at scu@indiana.edu.  

Student Financial (SF) BILL

If you have access to enter TPCs on the IU Department TPC Request page, you also have access to view student accounts via SF Bill. Contact the Bursar for the SF Bill training guide.

CONTRACT INFORMATION - Contact the Bursar at bursar@indiana.edu for a listing of IU Bloomington TPCs for Fall 2019.

Important Dates For Fall 2019:

TaskDate
Fall 2019 TPC lists distributed06.24.19
Fall 2019 tuition and fees appear on student account (if student is enrolled for term)07.22.19
Fee remissions begin to calculate on student accounts07.22.19
Deadline for fee remission batch entry for August bill due September 1008.02.19
First day for Fall 2019 financial aid disbursement (if eligibility tests passed)08.16.19
Deadline for fee remission manual entry for August bill due September 10 (to allow time for OSFA review)08.12.19
First Fall 2019 bill available online08.16.19
Fall 2019 classes begin08.26.19
First Fall 2019 bill due09.10.19
IU Department TPC Request page turned off for 2019-2020 Academic Year (fall and spring data entry)05.06.20
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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:

Service Component for Student Awards, 5.02 - The purpose of this standard operating procedure is to provide units and departments with guidance on how to pay students, specifically, when to pay student awards vs. wages. At times, there are awards provided to students that contain a service component, and based on the attributes of the required service, should be reported as wages paid through payroll instead of a student award. This procedure discusses the differences in classifications to assist in the disbursement process per IRS regulations for tax reporting. 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: 

Wednesday, 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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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

Our next Spotlight issue is coming in August 2019 and will include current sections and much more. 

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

Spotlight Contributors
Rayna Amerine
Pam Ayers
Sarah Chavez
Emily Kirkman
Steve Miller
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.