Spotlight - November 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.

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 AND Year-End Pay Dates Announcement 

View the November 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.

The HR announcement on Year-End Pay Dates and Paid Time-Off Accruals for Staff Employees is now available.
Please share with others in your department.


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FMS - Biweekly Paid Staff - Year-End Attendance Reminders

The attendance year for biweekly paid staff ends with the last full pay period of the calendar year. In 2019, the last full pay period ends December 28, 2019. All time-off benefit hours used thru 12/28/19 count towards 2019 usage maximums. 

Any hours used beginning December 29, 2019 will count towards the maximum usage for 2020

You should be running the BW1/BWP Payroll Hours Balance Report(s) in the IUIE (Master Catalog >Departmental Reporting > Payroll Reports-Departmental) for your BW1 and BWP staff after each biweekly payroll. Please review the reports carefully and provide the following information to your biweekly staff employees. Any negative balances should be corrected or calculated as an overpayment.

Biweekly Staff Employees (BW1):
  • Any prior year holiday hours saved from 2018 must be used before
December28, 2019. Hours are listed in the column marked ‘Hol PY’.

Biweekly Professional Staff Employees (BWP):
  • Any prior year holiday hours saved from 2018 must be used before December28, 2019. Hours are listed in the column marked ‘Hol PY’.
  • The PA leave plans have a max usage per year of 240 or 288 based on service years. You can review PTO hours used during this attendance year in the ‘PTO Tkn’ column. The system recalculates the remaining PTO hours that are available for use after each payroll process. The available balance is displayed in the ‘PTO Avl’ column.
  • The accrual rate is listed in the last column marked ‘PTO Acrl’. Employees with a 240 limit accrue 9.24 and a 288 limit accrue 11.08 per pay period (based on 100% FTE).
  • The PA leave plans have the same 240/288 limit on the number of remaining PTO hours that may be carried forward to the next attendance year. You may want to remind employees that have large accrued balances about the December 28th
  • Employees in PA leave plans are allowed to move up to 96 PTO hours into their Sick bank at attendance year-end if they wish to do so. As part of the year-end reset process, we will automatically move any PTO hours exceeding 240/288 (up to 96) to the Sick bank so they will not be lostYou will receive another communication about this process in early January.
  • Departments with PAU employees using exchange hours: Those hours will remain in the bank and move over to the new attendance year.

SS/SM Policy: Vacation Time, HR-05-120
PAO/PAS/PAU Policy: Paid Time Off (PTO) for PA. HR-05-70

If you have any questions, please contact your FMS Payroll Processor.


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FMS - Monthly Paid Staff - Important Year-End Payroll Reminders

Please review these important year-end reminders: 

Monthly Paid Employees: Please share this information!
  • The November 27 paycheck will be the final paycheck in 2019 for monthly paid faculty and staff.
    Indiana University pays the December paycheck for monthly paid faculty and staff on the first business day in January.
  • The December, 2019 paycheck will be paid on Thursday, January 2, 2020.
    Please take this into consideration if you have automatic withdrawals from your bank accounts and ensure that you have adequate funds to cover these withdrawals.

Prior Year Holidays: Staff employees need to use any remaining prior year (2018) holiday hours by the last full pay period of the calendar year.
  • The date for Biweekly paid staff is December 28, 2019.
  • The date for Monthly paid staff is December 31, 2019.

If you have questions, please contact your FMS Payroll Processor.


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Third Party Contracts (TPC) - Spring 2020 (4202)

ANNOUNCEMENTS / REMINDERS

The deadline to enter TPCs manually is December 16, 2019. If you would like your TPCs loaded in batch, we must have your batch file no later than December 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 TPC batch spreadsheet templateand filter out duplicates.

The initial Spring 2020 bill will be processed on December 19, 2019 and due January 10, 2020. For TPC credits to be on the bill, TPCs must be loaded on or before December 16, 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 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.

SAAs Student Academic Appointees on a qualifying TPC (5400 object code) will be given until March 10, 2020 to pay their Spring 2020 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 January 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 January 10 and February 10 due dates. In addition, when viewing their bill online, eligible SAAs will see a message stating that they have until March 10 to pay without late fees even though their bill shows a different due date.

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. View the SF Bill Training Guide.

CONTRACT INFORMATION

Please view theMaster Listing of IU Bloomington TPCs for Spring 2020. To find your TPCs, you can filter the spreadsheet with various options. For example, if you have your fall TPC number, you can filter on column A to find the equivalent spring 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. 

IMPORTANT DATES FOR SPRING 2020 (4202)

TaskDate
Spring 2020 TPC list distributed10.31.19
Spring 2020 tuition/fees appear on student accounts (if enrolled for 4202)11.22.19
Fee remissions begin to calculate on student accounts11.22.19
Deadline for fee remission batch entry for December bill due January 1012.02.19
Deadline for fee remission manual entry for December bill due January 10 (to allow time for OSFA review) 12.16.19
First Spring 2020 bill available online12.19.19
First day for Spring 2020 financial aid disbursement (if enrolled for 4202 and eligibility tests passed) 01.03.20
Spring 2020 classes begin01.13.20
First Spring 2020 bill due01.10.20
IU Department TPC Request page turned off for 2019-20 Academic Year06.16.20
IU Department TPC Request page turned off for Summer 202009.16.20
Note: Dates are subject to change


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Benefits Open Enrollment Impacts on HR eDoc Processing

HR eDoc Initiators:

With Open Enrollment right around the corner, this time of year is often problematic if 1/1/2020 New Hire eDocs are processed before final benefit plan and rates are published in HRMS. We don’t want new hires to receive 2019 plan information and rates when their benefits aren’t effective until 2020.

We’re asking that you delay submitting new hire eDocs (or other job actions that may affect benefits) with effective dates of 1/1/2020 or after until November 11, 2019. 

Please contact Campus HR hredocs@iu.eduor Academic Affairs apps@indiana.edu with questions.


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Buy.IU - Important! Open KFS POs

NOTE: The information below does not apply to your capital lease Purchase Orders (POs) in KFS. Capital lease POs are those that have principal and interest payments as the line items on the PO and use object codes 7099 and 4403. Capital Assets will be converting these POs to BUY.IU in December. Please follow the below instructions for all your other POs to ensure they are closed by December 31. Questions? Please contact Joy Maddox, jemaddox@iu.edu 

As of January 1, 2020, new invoices will no longer be processed in KFS. As an initiator and/or fiscal officer or delegate of an open purchase order in KFS, you must take action in preparation for this change.

We are taking this action because operating out of two systems is extremely risky for several reasons:

  • Risk of duplicate payment/incorrect pay
  • Delayed payments to suppliers
  • Audit risk
  • Tax payment and reporting
  • Increased system maintenance cost related to supporting and administering KFS and Jaggaer
  • Significant cost of additional temporary staffing to support Accounts Payable function in two systems

Please find your open encumbrances by running either the GL Open Encumbrance View in IUIE or the Open Encumbrance Lookup in KFS, and then:

Close the purchase order if you do not anticipate any additional invoices; or
Move the purchase order to BUY.IU by following these instructions if you anticipate additional invoices.

Please close or move your open KFS purchase orders prior to December 31, 2019. Your failure to do so may result in delayed or missed payments to your suppliers.

→ Have you visited the BUY.IU News & Notes Publication Archive page? If not, go check it out. ←
There you will find fresh information on all new updates happening as you read this note! 

Contact the Buy.IU Team at askbuyiu@iu.edu for questions. 


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PeopleSoft TAM Transition Update - It's Here! PeopleSoft TAM is Live!

PeopleSoft TAM is now the Jobs at IU application and recruiting system for all staff and temporary positions. You may begin submitting job openings for approval in PeopleSoft TAM. See below for important information on how to manage any remaining open PeopleAdmin job postings through December 20, 2019, and links to training and support documents to help you begin using PeopleSoft TAM.

How to Access PeopleSoft TAM for Recruiting
Visit One.IU and enter your Employee Center
At the top, click the pull-down menu that says “Employee Self Service”
Now, choose “Recruiting”

If you encounter errors, clear your cache and try again. A link is also available at the IU HR Employment webpage, or you can click the Hiring Managers tile at One.IU. For future use, you can click the button below, then bookmark the PeopleSoft TAM page.

Click to enter PeopleSoft ATM


How IU Employees Can Access PeopleSoft TAM
Visit jobs.iu.edu and click the new “Current IU employees” button.

IU staff employees received an email on October 1 instructing them on how to set up their new PeopleSoft TAM system for use.

Key Dates

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

During the transition phase, there’s some important information for you to know about how to manage job postings moving forward. The two systems will now co-exist through December 20, 2019:Use PeopleSoft TAM to submit, post, and apply for staff jobs.
Use PeopleAdmin through December 20, 2019, to manage and close any remaining open job postings previously approved in PeopleAdmin. Jobs not filled/closed by December 20 will be closed and must be re-opened in PeopleSoft TAM.

A link to PeopleAdmin for hiring managers is available at the Employment section of the HR Website under Department Resources. Applicants can use PeopleAdmin to check the status of applications they submitted in that system. A link to the legacy PeopleAdmin system is available at jobs.iu.edu.

Getting Started Using PeopleSoft TAM
HR Business Partners have received in-person training on how to use the new system and are prepared to assist with PeopleSoft TAM. You can get started with the resources below, which are always available at the HR website’s Employment webpage. Click the link below to view and bookmark the training and support page for later. Additional support materials, such as video tutorials, are being developed now.

View Training and Support page


Things you can do:


Step-by-step user guides are available to help you:


Administrative user guides specifically for HR administration, budget, and affirmative action professionals are also available at the training and support page. These guides are restricted to pre-defined users, and a Box account login is required. Don’t forget to visit the FAQ for answers to the most common questions about using PeopleSoft TAM.

On December 21, PeopleAdmin withh be retired. Thank you to all of our pilot participants, the HR Systems Team, UITS, and the HR Business Partners for their help in getting PeopleSoft TAM off the ground. We look forward to continuing our adoption of PeopleSoft TAM and appreciate your feedback.

Contact askHR@iu.edu for questions.


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

Fall IUIE Departmental Authorization Failure Reports 
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. Please contact deptsch@indiana.edu for help with running the report.

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
PurposeScholarshipFellowship
Account25-xxx-xx26-xxx-xx
Object Code5880 – Scholarship5820 – Fellowship
5400 – Fee Remission 

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.

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


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Effort Certifications - Summer FY19

Summer FY19 Effort Certifications are routing with a deadline of December 16th. 

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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Interconnected

Webserve Account Owners and Contacts

A reminder from the Web Services Support & Enterprise Web Technical Services teams:

To prevent your web site from being disabled you must migrate from Webserve to IU Sitehosting before the following dates:
  • Most sites on Webserve (all sites that use PHP) that have not migrated will be disabled on December 23, 2019.

New: New: Open Support Sessions
Members of Support Center Tier 2 Web Services Support, WebTech Linux and WCMS, and the IU Web Framework developer team will be offering open support sessions via a Zoom videoconferencing room where account owners and developers can get answers to their support and migration questions.

First Support Session Nov. 12
The first open session will be held Tuesday, November 12 from 1pm to 5pm. Sessions will be held every Tuesday from 1pm to 5pm through December 17, 2019. To join the support session from PC, Mac, Linux, iOS, or Android, visit: iu.zoom.us/s/842985658.

All sites still on Webserve, regardless of content, will be disabled on March 20, 2020.

View the Webserve accounts that you own (authenticate with IU Login).
You will also see the virtual host names associated with the Webserve account and a link to the Sitehost account request form for each of your Webserve accounts.

If you are not the owner of any Webserve accounts, the report will be blank. If you no longer need one or more of your Webserve accounts, please contact sct2@iu.edu to retire your account.

For information on the Webserve retirement and transition to IU Sitehosting see the "IU Sitehosting" service page.
There is new information on that page about MachForm and the future of Webserve accounts - new accounts and virtual hosts stopped being created on October 1, 2019.

If you have questions, please contact Support Center Tier 2 (Web Services Support) at sct2@iu.edu, or via phone: 812-856-SCT2 (7282) option 4, or 317-278-SCT2 (7282) option 4.


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Indiana University United Way Campaign - Giving Back to the Community We Live In

Your gifts have the power to change the world, right here at home through this campaign.

Last year, IU raised $808,680 to assist United Way of Monroe County and the 24 local nonprofit member agencies that address some of our community’s most pressing problems.

This year, the aiming is even higher in order to create a broader community impact. IU Bloomington campus goal this year is $821,000. This is a great opportunity for you to get involved in building the strongest community possible.

There are a few ways to give and they can all be found here. The deadline to donate is fast approaching: December 12. Thanks in advance for your participation because Change Begins with You!

United Way

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Redistribution List - Purchasing

The Disposal and Redistribution of University Property, FIN-PURCH-11 policy was created:

  • To assure that the university receives the greatest possible return for its property
  • To assure that surplus property is used wherever there is a need within the Indiana University community
  • To assure that free and open competition shall exist for all sales of Indiana University property
  • To assure that the decision to sell property, and the method of disposal shall not be the responsibility of a single person

IU Purchasing helps departments distribute surplus materials to other departments through the Purchasing Redistribution List. Go subscribe now!

NOTE: Your other option to dispose of IU property materials is Surplus Stores. They manage the redistribution and disposal of unneeded university property for IU.


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Tax Tidbit

University Tax Services - Accountable Plan Reimbursements, SOP 9.02

University Tax Services has developed the standard operating procedure (SOP) Accountable Plan Reimbursements, SOP, 9.02, "to provide guidance and reference to units/departments on the rules and requirements of the accountable plan in accordance with Internal Revenue Service (IRS) for reimbursements to employees, students and outside parties." 

Become acquainted with this SOP as it contains a very useful flowchart for a better understanding of the procedure.

Please contact taxpayer@iu.edu 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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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, 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 fmstrain@indiana.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.
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 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.
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 December 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
Anne Boyer
Sarah Chavez
Andy Hoover
Emily Kirkman

Joy Maddox
Jennifer Reeves
Juliet Roberts
Cassandra Rosenburgh

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.