Spotlight - December 2019

Fiscal Checklist & Deadlines

Adverse Weather Notice to Staff and Academic Employees

Do you know where to go to find informaion about adverse weather and how it affects IU operations?

Every year, Human Resources posts the Adverse Weather Notice on their website. Please share with others in your workplace.


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Human Resources E-Doc and Payroll Adjustment Voucher Deadlines AND Year-End Pay Dates Announcement 

View the December 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 Payroll REMINDERS

Monthly Paid Employees:

  • The November 27 paycheck was 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.

Biweekly Paid Employees:

  • 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.

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.


FMS Payroll: 2020 Calendar

The 2020 Payroll Calendar is now available on the FMS Payroll webpage. Contact your FMS Payroll Processor for questions.


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Changes to Fee Remission Process

The Vice President and Chief Financial Officer (VPCFO) continuous improvement team recently finished a project focusing on fee remissions. The project was submitted with the problem statement:

Fee remissions are awarded and processed in many ways. Several issues result, including manual processing wherein people enter fee remissions directly into the PeopleSoft client, lack of departmental oversight into fee remission entry, lack of clarity in terms of responsibility, and no policy governing fee remissions.

The project resulted in:

  • An online request form for all things fee remissions: request access to the SIS, complete training, request new TPCs, request updates to existing TPCs or submit awards for processing. The Fee Remission Request Form is available at One.IU 
  • A standard operational procedure outlining responsibilities and processing standards. See Fee Remission Processing, 1.0.

What does this mean to me?

Existing Users—Read the Standard Operating Procedure, Fee remission Processing, 1.0.

New/Change TPC Setup—If you need to request a new TPC or make changes to your existing TPC setup, use the online form to submit the request.

Update item type account/object code—If you need to update the account and/or object code used on a fee remission item type, use the online form to submit the request.

Batch Loads—If you need to add at least 50 students to a TPC, submit the batch file using the online form.

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. Use the online form to access training materials and submit a request for access to the system. 

Additionally, we have added a new feature to the request page. In SIS on the ‘IU Department TPC Request Page’, the ‘Related Content’ link at the top of the screen will allow users to view the TPC setup. Click the ‘Related Content’ link and then select ‘TPC Setup’. The TPC Create page will now display at the bottom of the screen allowing users to easily see the TPC long description to determine what a TPC pays (or special setup notes).

Please let us know if you have any questions by sending an email to bursar@indiana.edu


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

2019-2020 Academic Year 

Spring 2020 Scholarship/Fellowship EntryNow
Spring 2020 Financial Aid Disbursement DateJanuary 3 ,2020
Run Spring 2020 Department Authorization Failure ReportJanuary 6, 2020
Begin processing Spring 2020 IUF Scholarship Reimbursement eDocsJanuary 6, 2020

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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Capital Asset Management: Improvements to the Asset Configuration Document (ACD)

Capital Asset Management wanted to share some recent improvements to the Asset Configuration Document (ACD).

  1. When configuring an ACD if a system asset exists with no selected lines and asset information, upon submit the system will display the following message: “System Asset # has no items selected. Would you like to clear it before continuing?” Clicking ‘yes’ will clear the system and allow you to submit the document. If you intended for the system to be an asset, click ‘cancel’. This will return you to system configuration screen.
  2. The description text box is now grayed out, making it more apparent that a line must be selected to begin a configuration.
  3. The hover text over the Asset Type Code has been modified to say “This field is only available if the asset will be placed in service within thirty days of receipt”. Alerting the user that they must first answer the question, ‘Will the asset be placed in service within 30 days of receipt?
  4. The location quantity defaults to blank, previously it defaulted to 0.
  5. To clarify what location should be entered, the following text was added under the location title ‘Enter the location(s) where this asset will be used’.
  6. When navigating to the asset type code lookup, the system will display the line item description at the top of the screen. 
  7. Asset lookup:
    a. Asset numbers are now sorted in numeric order.
    b. Added lookups for Building Code, Room Number, Asset Type, Org Owner Chart of Accounts Code, Org Owner Account Number, and Org Owner Organization Code.
  8. On the Overview page, a new edit will stop the user from entering too much text ensuring notes are not lost when clicking the add button.
  9. On the Workflow page, the action, “In action list approve”, was modified to read, "In action list complete", so it would be clear to processors that they are completing the document and not approving.

Helpful Information for the Asset Configuration Document

  1. The Asset Configuration Document appears in the KFS Action list, or One.IU Action list, when the requisition becomes a PO. To find out when the ACD is available for processing, you can set your action list ‘preferences’ to receive an immediate notification.
    a. In your Action List in KFS, click ‘preferences’ in the top right hand corner
    b. In the Email Notification Preferences section, go to Document Type Notifications.
    c. For document type, enter in CAM.ACD, and select your notification preferenced.
    d. Click ‘add’.
  2. Use the ‘ad hoc route’ available on the Workflow page to send the ACD to someone else for completion if you don’t have the information needed to complete the document. The recipient should be advised that the PO is not released to the suppler until the ACD is successfully submitted.
  3. Before creating a capital requisition, review CSOP 8.0, Capitalization of Moveable Equipment. This CSOP will alert to you items that should never be capitalized, like Maintenance and Warranty agreements (Use object code 4776 - Service Maintenance Contracts). BUY.IU hint: When setting up the Accounting Codes, enter the object code in the header that is correct for the majority of line items. To change the object code for specific line items, click the ‘edit’ button on the line item.  

Questions? Contact Theresa Cain, tcain@iu.edu


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Tax Tidbit

University Tax Services - Tax Forms

The following tax forms are available electronically from Indiana University. In order to issue forms electronically, IU must receive consent. Please use the following links to consent to receive tax forms electronically.

1098-T

https://one.iu.edu/task/iu/view-1098-tax-form?searchTerms=1098?login=truehttps://fms.iu.edu/tax/students/form-1098-t/eform-access/

W-2

https://one.iu.edu/task/iu/w2-consent?login=truehttps://fms.iu.edu/tax/employees/form-w-2/

1042-S

https://fms.iu.edu/tax/international/fnis-help/fnis-help/ 

W-2 and 1098-T electronic delivery consent is accessed through One.IU.

1042-S electronic delivery consent is accessed through the Thomson Reuters FNIS portal. 

Timing for when all of these forms will be available can be found on the following page:https://fms.iu.edu/tax/about-us/tax-form-forecast/

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, January 29
Whittenberger, IMU
1:30 pm - 3:30 pm (time may vary)

Agenda to be announced by email.


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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.

2020


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 January 2020 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
Theresa Cain
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.