Spotlight - January 2020

Fiscal Checklist & Deadlines

Human Resources E-Doc and Payroll Adjustment Voucher Deadlines

View the January 2020 eDoc Deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers.

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


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FMS Payroll: 2019 Year End W-2 Processing 

Please see the following information about 2019 W-2 processing.

Terminated Employees:
  1. For terminated employees, the Form W-2 retrieval process will remain the same for those who provided consent to receive the form electronically. Terminated employees who have an alternative email address in HRMS will receive an email from IUW2 when the forms are available in mid to late January.
  2. Those who do not have an alternative email address will be reset to receive paper forms.
  3. All terminated employees have access to the Employee Center in One.IU until October of the following calendar year (October 2020 for purposes of this email). If they need to have their passphrase reset or have forgotten their passphrase, they should be instructed to contact the UITS Support Center at (812) 855-6789.

Active Employees:
  1. Active employees that have consented for electronic W-2 delivery will receive an email from IUW2 in January when the form is available.
  2. Active employees are required to sign up for DUO if they haven't already completed that process (One.IU.edu; then search for DUO).
  3. Active employees that have not consented will receive paper forms postmarked by Jan 31, 2020. If they want to consent and sign up for DUO they can access the forms immediately after they are created in January (One.IU.edu; then search for Employee Center).

W-2 Reissues:
  1. If forms are lost, we will begin the reissue process the second week of February.
  2. Employees that would like to request a duplicate copy can either consent for electronic delivery to obtain a copy immediately in the Employee Center, or can complete a request form at https://tax.fms.iu.edu/cgi-bin/tax/form_request to receive another paper copy.
  3. Employees that need to update their home address should update their Personal Information in the Employee Center at http://www.indiana.edu/~uhrs/pubs/forms/hrms/change.pdf.

Please see the Tax Forecast page on the FMS website - https://fms.iu.edu/tax/about-us/tax-form-forecast/.


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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 - Salary Transfer Deadline for the Fall Period FY2020 - 30 day notice

It is that time again to review and reconcile accounts for the Fall Effort Period (July 1 through December 31st) for all salary appointments (A01, B01, and M01). 

Salary transfers for this time period will be able to process through the end of business on January 31st. Be sure to follow the document(s) through to finalization in KFS. 

The Fall Effort Certifications will generate Monday, February 17th for those employees with salary paid from federal and 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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IU Foundation Scholarship Reimbursements for the 2019-2020 AY

Announcements

The IU Foundation would like to encourage you to start submitting your Scholarship and Award Reimbursement edocs for 2019-2020 beginning on February 2, 2020 in order to prevent a massive influx in May and June.

To guarantee edoc approval by FYE, all Fall/Spring edocs must be submitted early enough to be routed through unit approvals and in IUF’s action list no later than April 15, 2020 with documentation to show donor intent compliance attached to the notes section.

To guarantee edoc approval by FYE, all Summer edocs and Fellowship Health Fee edocs must be submitted early enough to be routed through unit approvals and in IUF’s action list no later than June 15, 2020 with documentation to show donor intent compliance attached to the notes section. 

Training

IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs) are available via Zoom on the following dates. Please email iufacct@indiana.edu with the date you would like to attend. You can also check ETA Web Notices periodically to see if additional dates are added.
 
  • Monday, February 3 10-11:30am
  • Monday, March 2 10-11:30am
  • Monday, April 6 10-11:30am
  • Monday, May 4 10-11:30am
  • Monday, June 1 10-11:30am
Tips
 
  • To make future edoc searches and research easier, please consider using the following format in your Scholarship and Award Reimbursement edoc description.
    • 03700012345_Jane Doe Scholarship_2019-2020 (or Spring 2020)
  • Both both Fall and Spring terms can be reimbursed on one edoc for the same item type being reimbursed from one IUF account.
  • Multiple students can be listed on one edoc for the same item type being reimbursed from one IUF account.

IMPORTANT DATES FOR SPRING 2020 (4202)

Spring 2020 financial aid disbursement1/3/2020
Spring 2020 classes begin1/13/2020
100% refund deadline1/19/2020
Begin submitting 2019-2020 scholarship reimbursement edocs no later than…2/3/2020
Fall/Spring 2019-2020 IUF Scholarship & Award Reimbursement edoc must be in IUF's action list to guarantee approval by FYE4/15/2020
Edoc approval cutoff for 2019-2020 (2pm)6/30/2020
  IMPORTANT DATES FOR SUMMER 2020 (4205) 
Summer 2020 financial aid disbursement 5/8/2020
Summer 2020 classes begin 5/18/2020
100% refund deadline 5/24/2020
Begin submitting Summer 2020 scholarship reimbursement edocs no later than…6/1/2020
Summer 2020 IUF Scholarship & Award Reimbursement edoc must be in IUF's action list to guarantee approval by FYE 6/15/2020
Edoc approval cutoff for 2019-2020 (2pm) 6/30/2020

Have questions? Please contact Wendy Dion at
wdion@iu.edu


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Tax Tidbit

University Tax Services - “Scholarships”, “Fellowships” and Tax

IU provides scholarships to undergraduate students to aid such individuals in pursuing their studies. A fellowship is provided to graduate students for their benefit to aid in the pursuit of study or research.

These are payments for which services are not required and any aid the university processes is recorded in the student’s bursar account.

If a service is being provided then the payment is considered compensation and the university would record the payment through payroll.

Did you know that all scholarships/fellowships should be considered taxable unless they are used for tuition and other “qualified education expenses”?

Did you know that the taxable portion of the scholarships/fellowships must be reported by the student on their income tax return as income?

Did you know that the university is required to withhold federal and state income tax from non-resident alien (foreign) students’ taxable scholarships/fellowships unless they qualify and apply for tax treaty through the University Tax Department?

Did you know that if IU reimburses travel expenses to an individual and expects no service from that individual in connection with the travel expense, then the travel is considered taxable to the individual as a scholarship?

For more information regarding scholarships/fellowships and tax visit University Tax Services website: https://fms.iu.edu/tax/students/

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.
Training being offered:


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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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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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.
Here are the dates for RAT meetings:

January:
IUPUI - Thursday, January 23 from 1:30 - 3:00 pm, Riley Outpatient Center, Ruth Lilly Auditorium
IUB - Friday, January 24 from 1:30 - 3:00 pm, Indiana Memorial Union, Dogwood Room 

April:
IUB
- Wednesday, April 15 from 1:30 - 3:00 pm, Indiana Memorial Union, Dogwood Room
IUPUI - Thursday, April 16 from 1:30 - 3:00 pm, Riley Outpatient Center, Ruth Lilly Auditorium

Contact Susan Whitt for questions at scwhitt@iu.edu


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IU Foundation Compliance and Disbursement Services eDocs Training 

IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs)
IUF Compliance and Disbursement Services Edocs Training sessions (includes all IUF edocs) are available via Zoom on the following dates:
  • Monday, February, 10 - 11:30am
  • Monday, March 2, 10 - 11:30am
  • Monday, April 6, 10 - 11:30am
  • Monday, May 4, 10 - 11:30am
  • Monday, June 1, 10 - 11:30am

Please email iufacct@indiana.edu with the date you would like to attend. You can also check ETA Web Notices periodically to see if additional dates are added.


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Upcoming Spotlight Issue

Our next Spotlight issue is coming in February 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
Wendy Dion
Emily Kirkman

Jennifer Reeves
Cassandra Rosenburgh

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.