Spotlight - September 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.

New and Recently Revised Policies:

Unnoficial Withdrawal Policy, USSS-10

Paid Family Leave for Academic Appointees, ACA-50

Policies Under Review
(policies posted for its 30-day review):


Establishing University Policies, UA-08
, has been posted for its 30-day review.

University Records Retention and Disposition policy, UA-18

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 September 2019 eDoc Deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers.

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


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People Soft Transition Update

Included here is an update on the pilots, a reminder about the upcoming posting moratorium, a job posting to check out, and a notice about upcoming staff communications.

The HR Talent Acquisition Team has completed three weeks of the pilot program of PeopleSoft TAM and they are happy to share that the pilot is running extremely well. Multiple IU HR (UA-HUMM) job opportunities have been successfully posted and filled. Feedback from job applicants has been very positive, with one hire sharing that the PeopleSoft TAM system was much easier to use than the “clunky” PeopleAdmin system.

As a result of the IU HR pilot success, UITS job postings will be added to our pilot program beginning August 15. This will provide a more robust test of the system to ensure that we are on target for the October 1 university-wide go live. 

Expanding the pilot also allows more HR professionals and recruiting teams to explore some of the benefits of PeopleSoft TAM:

  • A dashboard that lets you track applicant progress at a glance
  • A more responsive system (less time spent waiting)
  • Automated workflows for creating postings and hiring proposals
  • Quickly and easily add recruiting/interview team members
  • True internal job postings
  • In-house technical support

The HR Team is confident that the efficiencies in the new system can help recruiting teams at IU reduce the time required for job postings, offers, and approvals. 

The email we sent on July 19 has a summary of the information and resources you need for the transition and full information is always available online. Please share any questions you have about the transition via askHR.

Key Dates

Pilot PhaseJob Posting MoratoriumPeopleSoft TAM Go LiveTransition PhasePeopleAdmin Retires
July 22 – Sept. 30Sept. 13 – 30Oct. 1Oct. 1 – Dec. 20Dec. 21

Reminder: The Job Posting Moratorium Begins Sept. 13

To efficiently transition to our new system, a moratorium (freeze) on job postings will go into effect at 5 p.m. on Friday, September 13 and continue through October 1.

Any job postings for September must be submitted/routed from the department to the appropriate Budget office (Campus HR for temporary jobs) in PeopleAdmin no later than 5 p.m. on September 13.
 This moratorium does not affect job postings for pilot programs.

Why have a moratorium? Most importantly, it ensures that the final PeopleAdmin postings have two weeks’ posting time, it gives external job boards time to transition, and it simplifies our Office of Federal Contract Compliance Programs (OFCCP) applicant flow records reporting.

How to Prepare for the Moratorium

  1. Review and bookmark the online resources
  2. Share information about the transition and moratorium with your leadership and recruiting teams, as needed. You can use all or some of this slide deck.
  3. Plan ahead for the moratorium with the tips below.

Moratorium Info and Tips
Explore a PeopleSoft TAM Job Posting


Click the 'Job Posting' link below to view one of the pilot job postings in PeopleSoft TAM. You'll find the new mobile-friendly system refreshingly easy to use. To see how the step-by-step application process works, click the Apply for Job button. If you go through the entire process just to check it out, be sure to stop at the Review and Submit step, unless you truly intend to apply.

View a Job Posting
What’s Next

All staff at IU will learn about the PeopleSoft TAM transition and how it affects them in an email from IU HR and an article in Inside IU at the end of August. Remember, throughout the transition, all job postings can be found by visiting jobs.iu.edu
The IU HR Talent Acquisition Team


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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.

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 Emilie Trueblood estrue@iu.edu or call 812-855-2940.

Personalized Training


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

Fall IUIE Departmental Authorization Failure Report

Please be sure to run the IUIE Authorization Failure Report for the Fall 2019 semester if you are posting new awards or making changes to existing awards. For instructions on running this report, please contact our office at deptsch@indiana.edu.


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PAYROLL - Work Study Processing: 2019/2020 Academic Year

2019/2020 Academic Year Work Study Period for All campuses: August 11, 2019 thru May 9, 2020. 

Undergraduate Work Study

Work study students are granted awards for an academic period (Academic year and Summer). Each department is responsible for running the Work Study Limit of Earnings IUIE report after each payroll to ensure hours worked do not exceed the award amount. You can also find the limit on the payroll voucher (the limit is for the complete two week pay period). If the award is exceeded, the department will be responsible for appointing the student in a Temporary (hourly) job and covering all wages. Below is a description of the eDocs for work study students:
 
  1. Hire eDoc – Use to hire student into a job/position in your department. For Fall 2019/2020, use the Hire eDoc unless the student worked during Summer session in your department. 
  • If the student is new to the University, you will need to process the background check and a “Maintain Person” eDoc entering the information from the Personal Profile Form (ED).
  • The effective date of the job and the effective date of the work study limit must be the same.
  • Bloomington departments will be using SharePoint to complete the Work Study Authorization Card on-line. The link is: https://indiana.sharepoint.com/sites/bosfa/fws/default.aspx.If the authorization is not in SharePoint and the department receives a paper authorization, the completed paper authorization may be attached to the edoc. For assistance in using SharePoint, please contact: iubosfa@indiana.edu.
  • We must be able to verify the authorization and limit information in SharePoint or receive the paper copy before we can final approve the hire eDoc.
  • The student will receive an email directing them to complete the Direct Deposit Bank authorization and Tax forms on-line in the Employee Center. You should not need to collect paper forms.
  
  1. Maintain Job Data – Use this eDoc if the student worked in your department during Summer session and has a new award for Fall 2019/2020.
  • You will need to change the employee class in the Job Data section (change it from SM Ugrad to AY Ugrad if you are appointing them for the Fall).
  • You may also change their pay rate at the same time by changing the rate on the appropriate screen.
  • Please indicate the new work study limit amount in the notes section.
  • We must be able to verify the authorization and limit information in SharePoint or receive the paper copy before we can final approve the eDoc.
 
  1. Maintain Pay Rate – Use this eDoc to give the student an increase in pay. No work authorization is required with this eDoc.
 
  1. Terminate – Use this eDoc to terminate the job when the student is no longer working for you.
  • Please remember to do this so that they will be removed from your vouchers and reports that we run each pay period.
  • Please use an effective date one day after the last day worked, or the end of the last Academic Year or Summer session.
 
Reminders:
  • Please do not let work study students begin working before you have the work study authorization from Student Financial Assistance. The eDoc must be approved and saved in HRMS before the student can begin work.
  • Be sure student is clocking in/out of Kuali Time on the correct job record number.
  • Terminate the job if student is no longer working for your department.
  • Warning: If the student drops below the half time enrollment requirement, the student and department will be charged for Social Security/Medicare taxes.
  • Please run the IUIE report after each payroll and ensure that the student does not exceed the allotted limit. The limit is also printed on the left hand side of the workstudy payroll voucher. The Student Financial Assistance office determines the limit amount and approves any increases.
  • All hire and maintain job data eDocs require the work authorization information is in SharePoint.

If you have questions, please don't hesitate to contact our office.

Work Study related questions or comments should be sent to
wrkstudy@iu.edu (FMS WorkStudy).

FMS Payroll Work Study contacts: 

Nikki Pavlopoulos, marsh3@iu.edu,  855-8744
Linda Morrow, lmorrow@iu.edu, 855-6800
Belinda Arthur, belarthu@iu.edu, 855-8235

FMS Customer Service hours are Monday-Friday, 9:00am-4:00pm.


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PAYROLL - Changes to Missed Punch and Timesheet Routing

Please see the following good news about Missed Punch and Zero Timesheets! 

Based on feedback received, FMS Payroll has implemented the following changes to the timekeeping system effective Thursday, August 8th:

  • Missed Punches will no longer require supervisor approval. When an employee completes a Missed Punch document, it will now require an explanation which will be saved as a Note on the timesheet. The Missed Punch docs will generate an FYI to the employee’s supervisors so they are aware of the incident and explanation. Missed Punch Auto-Approvals will go away.
  • The timesheets of temporary employees (HRR, HRP, and HRW paygroups) that do not have hours or notes will be routed to FINAL status without requiring review and approval. This will also reduce the number of auto-approvals, particularly during the summer months. We strongly recommend supervisors and/or their employees add Notes to the timesheet whenever there are difficulties recording hours. This will ensure the timesheets maintain the original routing path and will route to supervisors for review, adjustments, and approval.

These changes will hopefully streamline the review and approval processes and reduce some administrative burden.

If you have any questions contact FMS Support.


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Human Resources - Change to Add/Maintain Person eDocs, Tuesday, September 3rd

HR eDocs Users:

  • Effective Tuesday, September 3rd, the “Military Status” question will no longer appear on Add New Person and Maintain Person eDocs. 
  • If you have Add New Person or Maintain Person documents saved to your Action List that you initiated prior to 9/3/2019, please cancel and re-initiate them.
  • HR will continue collecting Military Status from employees via updated screens in Employee Self-Service and all new employees will be encouraged in their new hire e-mail notifications to complete the New Employee Activity Guide. Starting Tuesday, September 3rd, the New Employee Activity guide will include steps to document Veteran/Military and Disability statuses.
  • Please use this updated Personal Profile Form (ED) that no longer includes the Military Status question.

These changes will hopefully streamline the review and approval processes and reduce some administrative burden.

If you have any questions contact FMS Support.


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Third Party Contracts (TPCs) - Fall 2019 Fee Remission

The initial Fall 2019 was processed on August 16, 2019 and is due September 10, 2019. For TPC credits to be on the bill, TPCs must have been loaded on or before August 12, 2019. Contact bursar@indiana.edu for questions.

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 Student Central University’s website and from the University Budget Office. See Review Contracts Guide (below) 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 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 Certifications Documents (ECD) for the Spring (Jan – June 2019) period have been generated.

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

Spring Periods:

ReportIssue DateApproval Deadline
Monthly 12-Pay (M02 – 1/1 to 6/30)August 15thOctober 14th
Academic 10-Pay (A02 – 1/1 to 5/31)August 15thOctober 14th
Biweekly (B02– 1/1 to 6/30)August 15thOctober 14th
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 October 14, 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)

New semester begins! This is a perfect time to have Tax meet with your student/employees regarding the tax implications of scholarships and a job. Our international students/employees are not the only ones effected by tax implications, our domestic students /employees as well.

Please contact taxpayer@iu.edu to set-up a time for Tax to meet with your group. These meetings can last from 15 minutes to one hour; depending on your request.


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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, September 19
1:30 - 3:30pm (end time varies)
Whittenberger, IMU

Agenda to be announced.


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Purchasing

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.
Please contact taxpayer@iu.edu to set-up a time for Tax to meet with your group. These meetings can last from 15 minutes to one hour; depending on your request.

For additional information on Tax Training, please contact taxpayer@indiana.edu.



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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.
20192020 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

Contact Susan Whitt for questions at scwhitt@iu.edu


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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 October 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
Ann Boyer
John Brumley
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.