Spotlight - August 2019

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.

The Policy Advisory Board has updated over 10 university-wide Human Resources policies. 
View the New and Recently Revised policies.


Become acquainted with the policy development and review process

The Office of Policy Administration posts committee-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.

Please send feedback to policies@iu.edu.


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Fiscal Checklist & Deadlines

Human Resources E-Doc and Payroll Adjustment Voucher Deadlines

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

August 2019 eDoc Deadlines will be available soon.


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


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P-Card Program Update

NOTE: This update became effective on July 10, 2019. The following changes are applicable to all active P-Cards.

Procurement Card Program Policy, FIN-PURCH-07

FIN-PURCH-07
which became effective March 12, 2019, governs the use of the P-Card and Meeting Card. The policy establishes the standards, internal controls, and safeguards for the administration of the Procurement Card Program, including the reconciliation of cardholder transactions in the financial system. Additionally this policy establishes the basis on which segregation of duties will be enforced.

Standard Operating Procedures (SOP) are currently being developed in support of the new policy. You may also visit the P-Card Categories section in the Procurement Services website for appropriate use guidelines.

Single Transaction Limit

The default, single transaction limit is $4999.00. This means you will be able to complete an allowable, single transaction less than or equal to $4999.00 on your P-Card without assistance from a P-Card Administrator, or writing to pcardhlp@iu.edu to request a temporary increase.

Transactions at $4999.01 and greater require pre-approval from your Fiscal Officer and Purchasing prior to P-Card payment.

Cycle Credit Limit

The default, cycle credit limit is $20,000.00. This means you will be able to complete allowable transactions in the current cycle up to $20,000.00.

The account cycle is the period of time from when a statement starts and ends. This period is generally one calendar month, but does not necessarily start and end at the beginning/end of each month. The P-Card cycle is 10th–10th. The credit limit refreshes on the 11th of each month, unless the 11th occurs on a weekend or holiday. The credit limit refreshes on Monday following a cycle end date on a Saturday or Sunday. The credit limit refreshes on the next business day following a holiday.

Your Fiscal Officer may request a temporary increase to the credit limit when additional money is needed to meet transaction demand in the active cycle. For example, a department may be registering multiple people for a conference offering an early bird discount and the total amount of the combined registrations exceeds $20,000.00. A temporary increase can be processed to cover the total amount needed.

Hospitality Transactions

Hospitality transactions up to $4999.00 are allowable on the P-Card without Purchasing pre-approval. If you have a document that requires review and signature by Purchasing, please forward to pcardhlp@iu.edu for review and signature prior to payment. Unit/Department restrictions may apply. Seek guidance from your fiscal officer if you have concerns about hospitality payments in your area.  

See July 24, 2019 CATS Presentation P-Card Updates for related information.

Questions? Please send an email to pcardhlp@iu.edu.


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Office of Student Financial Assistance (OSFA)  - Important Dates and Deadlines

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

2019-2020 Academic Year:

Fall 2019 Scholarship/Fellowship EntryNow 
Fall 2019 Financial Aid Disbursement DateAugust 16, 2019
Run Fall 2019 Department Authorization Failure ReportAugust 27, 2019
Begin processing Fall 2019 IUF Scholarship Reimbursement eDocsSeptember 2019
 Upcoming Training Sessions:

New Departmental User TrainingWednesday, Sept 4, 20199:30-11:00 IMU Persimmon Room
 Tuesday, Sept 17, 20192:00-3:30 via Zoom – to register for Zoom: https://iu.zoom.us/meeting/register/a6a1e5a4a082a6d17c24e00bf0acd2b8
Refresher Scholarship TrainingThursday, Sept 5, 20199:30-11:00 IMU Oak Room
 Tuesday, Sept 4, 20191:00-2:30 via Zoom – to register for Zoom:  https://iu.zoom.us/meeting/register/95ee2f6e74858e8d8c34be5db4a05ad8 
FA 101 TrainingTuesday, Sept 17, 20199:30-11:30 IMU Oak Room
 Thursday Sept 19, 20192:00-4:00 via Zoom – to register for Zoom: https://iu.zoom.us/meeting/register/5091f87a1984c6027510d14dfea9e911 
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.

For IU Foundation accounts (Accounts that start with a 25 or 26), please contact Emily Trueblood (estrue@iu.edu).

Personalized Training


OSFA offers personalized training based on your department’s needs. Please contact the office at deptsch@indiana.edu if you are interested or with any inquiry.


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On-Campus Work Limits for International Students

International students are allowed to work up to 20 hours per week on campus. Working more than that can create a violation of immigration status. Please direct students to consult with the office of International Services (OIS) before performing any additional work.

ALLOWABLE - with no additional permission
- 20 hours per week or less, on-campus hourly OR
- 50% FTE less student academic appointment contract (AI, RA, TA, GA - think contract hours, not actual hours) OR
- Combination of on-campus jobs, totaling 20 hours per week or less
- Additional hours of on-campus work during university breaks

NOT ALLOWABLE - Please consult with OIS prior to work
- Saying that a student with a 20 hour contract really put in 15 hours, and giving them additional hourly work
- Any work that would put hours over 20 for any given week (not even 1 hour)
- 20 hours on contract plus 10 hours hourly, even if it is from another department
- Ad hoc, one-time only work, in addition to contracted or hourly work above 20 hours in any week

ALL OFF-CAMPUS WORK REQUIRES SPECIAL PERMISSION

Learn more at https://ois.iu.edu/employment 

See July 24, 2019 CATS Presentation Hiring Non-Resident Studentsfor related information.

Email OIS at ois@iu.edu or call 812-855-9086 with questions.


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REMINDER: FY 2019 June Auxiliary Vouchers & Year End Dates

The deadlines for Year-End Variance Analysis and Balance Sheet backup are below and 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. 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.
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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Third Party Contracts (TPCs) - Fall 2019 Fee Remission

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. Questions may be directed to bursar@indiana.edu.

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 SCU’s website and from the University Budget Office. See attached Review Contracts Guide to determine how to review your TPCs. If you need to make changes to your TPC setup, please email bursar@indiana.edu.

Deferred payment for SAAs - Student Academic Appointees 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

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. See the attached SF Bill training guide.  

CONTRACT INFORMATION

In the Master Listing of IU Bloomington TPCs for Fall 2019 you will find your TPCs. You can filter the spreadsheet with various options, for example, if you have your summer TPC number, you can filter on column "A" to find the equivalent fall TPC in column "B". As an alternative search option, you can also filter on column "J" to find your departmental account. If you have questions about the spreadsheets or need assistance finding your TPC numbers, please email the Office of the Bursar at bursar@indiana.edu.

The Bursar Training SF BILL Access presentation as well as the Review Contracts Guide and the Batch Spreadsheet Template are available for your use.
 

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
Note: Dates are subject to change


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Effort Certifications - Spring Effort Salary Transfer Deadline - July 31, 2019

For employees whose institutional base salary is paid in part or in full from federal or federal pass-through award accounts, IU generates effort certification documents covering fall, spring, and summer periods. Effort is verified based on an after-the-fact reporting system. Read more information on Effort Reports contained on the Research Administration website.

Effort Certifications for Spring 2019 begun on July 1st.

This is a reminder to be sure that all eDocs and Salary Transfers for effort between January and June are FULLY routed before the close of business on Wednesday, July 1st 2019. In reviewing accounts, please double check NIH Salary Cap limitations and committed Cost Share requirements.

Those documents not fully routed will auto disapprove and ORA assistance will be required for salary transfers on any account for the fiscal periods prior to July 1st, 2019.

View the Common Salary Object Codes and Applicable Effort Periods document, a check-list for the object codes that help identify appointments being certified.

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 Effort Certification Documents (ECD) is a reasonable reflection of effort across all institutional activities. 

To locate the Effort , 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.


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Tax Tidbit

University Tax Services - Tax Standard Operating Procedures (TSOP)

Taxable Prizes & Awards, 9.03

Indiana University Policy FIN-ACC-640, Drawings, Games and Prizes outlines the acceptable parameters related to giveaways and prizes. Once the appropriateness of the prize is approved/reviewed, then the possible taxability of the prize needs to be determined.
The value of a prize is generally considered taxable income to the recipient and may require the University to report the value of the prize to federal and state revenue agencies.

NOTE: Indiana University’s tax reporting obligations will differ depending on the individual receiving the prize and various other factors. In certain cases, departments may be liable for taxes that cannot be withheld. In addition, participants should be notified by the initiating department/unit of the potential tax consequences of accepting the 

Please contact University Tax Services with any questions by emailing 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, August 29
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. The following classes are available to IU faculty and staff. These trainings offer an opportunity to learn core skills related to using BUY.IU appropriately and effectively. We encourage you to attend as many as you like, as many times as you like.
Classes being offered:

Subscribe to the BUY.IU news list.

Questions, please send an email 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 offer ongoing training. For additional information on Tax Training, please contact taxpayer@indiana.edu.
Class being offered: 

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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.

2019

Financial Policies - Thursday, August 22 from 1:30 - 3:15pm 
Chart of Accounts - Thursday, September 5 from 9:00am - 10:30pm 
Non-Student AR - Thursday, October 3 from 9:00 - 10:30am 
University Payroll - Thursday, November 7 from 9:00 - 10:30am 
University Tax - Wednesday, December 4 from 9:00 - 10:45am 

2020

Accounts Payable presentation (pending, check back) Wednesday, January 15 from 1:00 - 3:00pm 
University Budget - Wednesday, February 12 from 1:30 - 3:00pm 
Auxiliary Accounting - Wednesday, March 4 from 9:00 - 11:00am 
Capital Assets - Thursday, April 16 from 9:00 - 10:30am 
Financial Systems Operations - Wednesday, May 27 from 9:00 - 10:30am 

Register here.

 
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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.  See Treasury Operations Training page for other useful information.
For questions and/or 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


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Travel - Chrome River Basics Webinar

This webinar recording provides an overview of Chrome River, IU's expense management system, Procurement Card, also known as P-Card, reconciliation, and reconciling travel expenses.


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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
- increase or decrease an award
- cancel a student from a Third Party Contract 


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Family Educational Rights and Privacy Act (FERPA)

FERPA is a federal law designed to protect the privacy of education records.
Take the Staff and Faculty FERPA tutorial here.

Questions? Contact the Office of the Registrar at registrar@indiana.edu / 812-855-9349.


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Research Administrator Team (RAT)

The Research Administrator Team (RAT) holds quarterly gatherings of staff and departmental administrators and fiscal officers where topics of interest to the IU research administration community are discussed.

IU Bloomington: Wednesday, October 9, 2:00-3:30 PM, IMU, Dogwood Room

IUPUI:  Thursday, October 10, 1:30-3:00 PM, Riley Outpatient Center (ROC), Ruth Lilly Auditorium


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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 September 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
Patricia Anderson
Pam Ayers
Sarah Chavez
Holly Hopper
Amy Pfaff

Tonya Pottorff
Jennifer Reeves
Juliet Roberts
Susan Whitt

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.