Spotlight - October 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:

Selection and Filling Positions, HR-02-110  recently revised

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

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Fiscal Checklist & Deadlines

Human Resources E-Doc and Payroll Adjustment Voucher Deadlines

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

Send an email to if you have any questions.

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PeopleSoft Upgrade - Release Complete

The PeopleSoft/HRMS upgrade is complete and was successful. The Human Resource Management System (HRMS) environment is now available to users. 

Before you log in to HRMS:

→ Remember to clear your browser cache before you log in again.
→ For your convenience, here is a Knowledge Base link to an article regarding clearing cache, cookies, etc. for various internet browsers: 

If you encounter any issues, please contact us via the HRMS Support Center.

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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.

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

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.

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, 2019May 13 – July 26, 2019
Fall, 2019August 26 – December 16, 2019
Spring, 2020January 13 – April 30, 2020
Summer, 2020May 18 – July 31, 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.

Questions? Please contact your Payroll Processor.

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

Authorization Failure Reports 

Please run your Department Authorization Failure Report to verify that student’s awards have disbursed. If the award should be disbursed, please submit a Manual Disbursement Form. If the award should not be disbursed, please cancel award in the SIS. 

Continuation Accounts 

As a reminder, please check your continuation account to see if your department has any item types associated with it. Every department should have a continuation account which would be similar to 23- xxx-89. This account allows any system to accept expenditures if an account within the unit has expired, such as a C&G account. The continuation account should be reconciled as soon as possibleand those expenses moved to a more appropriate account. No expenditures or income should ever reside in the continuation account. Therefore, item types for financial aid should never be associated with a continuation account. If a financial aid award hits the continuation account please work with the Financial Aid Office at IUB to reassign the award to a more appropriate funding source with the appropriate item type to be used. 

Item Types 

Item types are associated with specific accounts. The item type should mirror the purpose, the funding source, and if the funding will be for a graduate student or undergraduate student. Gifted funds for undergraduate students should be a 25-account and the object code 5880 should be used with the item type, the object code and the students to be in sync. This is how financial reporting has fiscal integrity. Item types for graduate students should also follow the same practice. Their account will be a 26-account and the object code will be 5820 for a fellowship or 5400 for fee remissions. See grid:

GIFTED FUNDSUndergraduateGraduate
Object Code5880 – Scholarship5820 – Fellowship5400 – Fee Remission 

For IU Foundation accounts (Accounts that start with a 25 or 26), please contact Emilie Trueblood 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 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

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

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Effort Certifications - Spring FY2019

Spring Effort Certification deadline for review and approval is Monday, October 14th. The Summer Effort Reports will be generated on Tuesday, October 15th with a December 16th deadline.

Effort Certifications are only generated for those individuals who have received salary on a federal or fed pass through sponsored award accounts.

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

Become acquainted with IU 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 - IU Employees or Student Employees Receiving Payment for Services

IU employees or student employees who are receiving payment for services should complete the Independent Contractor Questionnaire (ICQ), available on University Tax Services website. Tax uses the information provided to determine how the individual should be compensated; it should be rare that we pay an employee as an independent contractor. 

If Tax makes the determination that the individual should be treated as an independent contractor and paid via BUY.IU, a Check Request or Non-Catalog order could be appropriate. In either case, you would need to attach Tax’s response to the ICQ confirming how the payment should be treated to the Requisition in the Comments section. You will also need to answer “yes” to the ICQ question in the General section of the Requisition (pictured below).

Please contact for questions or 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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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, November 20
1:30 - 3:30pm (end time varies)
Whittenberger, IMU

Agenda to be announced.

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Purchasing - Buy.IU

BUY.IU is IU’s 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

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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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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 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

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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.
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.
  • Revenue Processing Training - Next Session on Thu, Oct 31, 10AM - 12:00PM

See Training Dates for other campus training.

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

For questions and/or future training dates please contact Melissa Hartley or call 812-855-2930.

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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 / 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

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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 November 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
Andy Hoover
Emily Kirkman
Jennifer Reeves
Cassandra Rosenburgh

Susan Whitt

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.