Knowledge Base Activities of the Month |
Newly updated and/or added activities Accountable Mail - Updated 3/24/2020 Staff Position Approval Request Independent Contractor Approval Form Note: Many Budget Construction (BC*) activities in the Knowledge Base will be updated in accordance with the new FY 2020-21 Budget Construction Guidelines. Due to COVID-19 budget construction activities are currently pushed back approximately two weeks. Budget Administration and Planning is working diligently to meet the new deadlines. The policies referenced in the CATS Knowledge Base are issued under the authority of various University Administration and Campus offices and do not necessarily reflect policies that are issued and approved by IUB campus administration. Contact Us for questions. |
Spotlight - May 2020
Spotlight
·Volume 8··Issue 4··May 2020·THE SPOTLIGHT PUBLICATION SERVES TO EDUCATE, TO INFORM, TO PROVIDE RESOURCES, AND EMPOWER INDIANA UNIVERSITY BLOOMINGTON EMPLOYEES.
Fiscal Checklist & Deadlines
Human Resources - E-Doc and Payroll Adjustment Voucher Deadlines |
View the deadlines here for temporary and staff related eDocs and staff separation paper adjustment vouchers. Send an email to hredocs@iu.edu if you have any questions. back to top |
Human Resources - Recording Time Off During COVID-19 |
For key up to date informatin see HR Website. 1. Recording time off during COVID-19 View COVID-19, UA-20 policy
2. On-Campus Essential Employees The university is not closed, but is limited to On-Campus Essential (OCE) services. Employees not designated as OCE are not permitted to travel to campus to complete their work. 3. Working Remotely
4. New Positions
5. Additional Pay
6. Illness
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FMS Working Remotely |
As you may have already been informed, FMS Payroll has made the decision to work remotely and avoid ‘in person’ contact. Staff is available via phones and email. Please use email to contact your FMS payclerk if possible. If you have an emergency, you can submit the FMS Support Form and someone will contact you for assistance. You may also call customer service number as well: 812-855-0375. The Financial Management Services staff will be working remotely as much as possible. See update on FMS support during COVID-19. This change impacts all areas of FMS. During this time, staff will continue to provide expertise and support in as timely a manner as possible. The majority of FMS teams will be available via email and phone. However, during this time, please use the methods outlined below when contacting these areas.
Check printing on the Bloomington campus will be limited checks will be printed on Monday, Wednesday, and Friday only. These changes impact check printing only. ACH payments, also known as direct deposit, will still be processed on a daily basis. Payroll checks for employees without direct deposit setup will be mailed pending address verification. Please submit any questions using the FMS Support Form. back to top |
FMS Payroll - Work Study Students - End of 2019/2020 Academic Year |
Work Study Reminder: The 2019/2020 academic year work study session for undergraduate students ends on May 9, 2020.
If you have any questions, please contact your FMS payroll processor or Nikki Pavlopoulos (marsh3@iu.edu; 812-855-8744) for assistance. back to top |
Office of the Bursar - No Late Fees in April and May, Past Due Encumbrance Threshold Raised to $5,000 |
Due to the COVID-19 disruption, we will not assess late fees in April and May. If there are students who need longer exemptions from late fees, departments can email bursar@indiana.edu. We are happy to accommodate. Effective immediately we are also increasing the past due encumbrance threshold from $200 to $5,000. Students who have accounts in collections or write-off will still be encumbered. If you have students that have account questions or need financial assistance, please direct them to Student Central at scu@indiana.edu. back to top |
Office of Student Financial Assistance (OSFA) - Important Dates and Deadlines | ||||||||
The last day to enter scholarships/fellowships for Fall 2019/Spring 2020 is May 8, 2020.
Item Type Requests Please submit any new item type requests for 21AY as they can take up to 4 weeks to create. 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. NOTE: For information on how to pay a student, please check out the Student Payment Guidelines Decision Tree. back to top |
Fee Remission - Summer 2020 (4205) | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
This communication is intended to reach any individual who does fee remission (Third Party Contract – TPC) data entry for your department or who has requested to be added to the list serve to receive fee remission information. As you know earlier this spring the Bursar sent an email for Summer 2020 4205 fee remissions (see March 13 email as well as the two attachments: TPC Batch Spreadsheet Template and BL 4205 TPC contained in it). Campus administration made updates to the summer 2020 rates due to all courses moving to virtual offerings. The chart below summarizes the changes. Please note that the single per credit hour rate of $370 for residents and $1,165 for nonresidents applies to Undergraduates only (see chart). This message is intended to make you aware of this information in case you need to make updates to your summer 2020 TPC. Please send an email to blbursar@indiana.edu if you need to make changes.
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IU Procurement |
Buy.IU System Changes Several changes were implemented in BUY.IU on May 1st. These changes impact the requisition document and several commodity codes. Read more. Allowable purchases for employees working remotely
Cancellation Fees/Refund of Deposit
Click here for updates from Buy.IU. back to top |
Travel Management Services |
Travel guide related to COVID-19: https://travel.iu.edu/pdf/Travel-Guidance.pdf Office of Procurement Services SOP reuqesting Reimbursement for Travel Impacted by COVID-19: https://purchasing.iu.edu/policies/pdf/SOP-TVL-02.pdf How should faculty/staff reimburse employee if personal card is used? Travel is referring the decision to FOs. Traveler must provide adequate documentation for the audit record and provide a statement about using credits if travel costs are reimbursed instead of held in credit voucher. Element of trust & verify needed to mitigate risk of double dipping. Taxability for reimbursements when personal card is used
How is this to be monitored? Chrome River is being adapted for COVID-19 reporting. Egencia tracking for IU paid travel credits (may be gaps in other Designated Agency tracking). Departments will track credits internally. Travelers issued credit for out-of-pocket payments are not IU’s burden to track since credits belong to traveler and can be used for business or leisure, though effort made in SOP to encourage self-reporting to fiscal staff. back to top |
Like many universities and businesses across the nation, Indiana University has directed that FY21 budgets be reduced in base funding to help address the negative financial impact of the COVID-19 crisis. As such, the university is looking for areas of cost savings across the organization in order to help preserve jobs, services, and activities most directly related to the core mission of education and research. As part of FY21 budgeting, Indiana University will end all stipends for cell phones or home internet connections on June 30th 2020 (unless required by law, external compliance or contract). The elimination of these stipends will help save over $2M that are needed to support the core mission of education and research. Additionally, the current IU policy governing these reimbursements was developed in 2005. Since that time, personal cell phone ownership and home internet have become nearly ubiquitous for adults, in percentages similar to those of other basic utilities. This change in policy recognizes that evolution of technology and personal adoption and aligns IU policy to it for everyone. This change in policy will help the university achieve its essential budget reductions during this difficult time. back to top |
Training
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. |
The Buy.IU team has produced several Buy.IU video recordings for your convenience:
Click here for BUY.IU news and notes archive. Subscribe to the BUY.IU news list. Questions, please send an email to fmstrain@indiana.edu. back to top |
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. |
All classes are being offered online due to COVID-19:
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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 back to top |
University Tax Services |
University Tax Services offer ongoing training. |
Please contact taxpayer@iu.edu with your inquiries about training. back to top |
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. |
All classes are being offered online due to COVID-19:
Register here. back to top |
Office of the Treasurer |
All full time employees involved in revenue processing or with access to University banking/payment card systems must attend face-to-face training every two years. See Treasury Operations Training page for other useful information. |
Please contact Melissa Hartley for updates on training during COVID-19. Face to Face Revenue Processing Training Full time staff that handle, process, reconcile revenue and/or have access to banking systems (or supervise those that do), as well as all fiscal officers that oversee the handling of money, are required to attend Face to Face Revenue Processing training every 2 years. Please refer to policy Processing Revenue, FIN-TRE-120 for details. Any staff member can attend any training session listed on the training schedule, even if at another campus. For those at the new Fort Wayne campus, please sign up and attend a session at IU Kokomo, IU South Bend or any other campus that works for you. Full-Time Employees: Attendance at a face to face training session is mandatory every two years. Part-Time and Student Hourly Employees: They are encouraged to attend a Face to Face Revenue Processing training session, but may meet the training requirement by taking and passing the Revenue Processing Tutorial every two years. To see whether or not you need training, the Revenue Training Log can be accessed here. back to top |
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 here 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 back to top |
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. back to top |
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:
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. back to top |
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. back to top |
Upcoming Spotlight Issue
Our next Spotlight issue is coming next month and will include current sections and much more. Would you like to receive this publication? Please Join our Listserve and spread the word. |
This month's contributors: Dina Adkins Melissa Hartley Brittany Hubbard Jennifer Reeves Cassandra Rosenburgh Amanda Srichareon Editor: Nancy Y. Vázquez-Soto Contact Information: Aimee Heeter Patti Quimby back to top |
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.