Spotlight - July 2020

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.


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KFS Year-End Information

Year End (YE) versions of several Financial Processing and Labor Distribution documents are now available in KFS. If you have the KFS User role, you have access to these special documents. These documents are used to book transactions to the prior fiscal year (FY 19-20) after June 30 to Final Closing. Read more

A major part of the year-end closing activities involves the generation of special closing-related financial transactions. The special year-end documents will be made available in the KFS FP module to accommodate the year-end closing activities. Read more

For year-end accounts payable accrual changes click here

For additional information click here.

Please submit any questions using the FMS Customer Service Team.


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Payroll Updates - FMS Customer Service

At this time, the Customer Service and Payroll teams are planning to continue working remotely until the end of the year.

Here are some reminders for the new semester: 

  1. Please remind employees to sign up for direct deposit as soon as they are able. Printing and mailing of paper checks happen 1 time per week so there will be a delay in payments that are not direct deposit.
  2. Employees may continue to record VNL/PNL instead of VAC/PTO. Those codes reduce their balances but do not counts towards the max usage in a year.
  3. Timesheets are routing for pay period ending July 11, 2020. Payroll will go back to the normal process where ‘zero hour’ timesheets will NOT route for approval beginning next pay period. If you experience problems with the Time system, please submit the Time Support Form on the Help tab.
  4. Please use the FMS Support Form if you are not able to contact your FMS payroll processor.
  5. There are lots of information posted on the website Payroll Processor Information.


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Office of the Bursar

Drop/Add Access Fee 

Bloomington updates for this year (Fall 2020 and Spring 2021)
  • The Drop/Add Access fee ($8.70) will not be charged. 
    • The Drop/Add access fee was charged for making schedule adjustments more than two days after initial registration.
  • The Late Program/Schedule Change fee ($23) will be charged
    • Assessed for each course dropped after the 100% refund period.
  • The Late Registration fee ($60 - $220) will be charged.
    • Assessed to students whose initial registration for the term is on or after the Friday before the 1st day of the semester. The fee increases each week of the semester.

If there are students who need longer exemptions from late fees, departments can email bursar@indiana.edu

If you have students that have account questions or need financial assistance, please direct them to Student Central at scu@indiana.edu


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Fee Remissions - Fall 2020 (4208)

This information is intended to reach any individual who does fee remission (Third Party Contract – TPC) data entry for their department.

Please view the following important documents:

4208 (Fall 2020) Fee Remission Contracts
TPC Batch Load Template

For guidance through the fee remission process please refer to the Standard Operational Procedures and Third Party Contract (TPC) Job Aid for the process.

A complete listing of training guides for fee remissions (Third Party Contracts) is published on the SIS training site. Please review the training information.

Please review the guides listed below:

Third Party Contracts (TPC)


Dates And Reminders For Fall 2020 Fee Remissions


The 1st bill of the Fall term will be processed on August 20, 2020 with a due date of September 10, 2020. In order to have the TPC credit listed on the August 20, 2020 bill TPCs need to be batch loaded on or before August 10, 2020. If you want the TPC credit to show on the first bill of the fall term you should have manual data entry completed by August 13, 2020.

If you'd like your TPCs loaded in batch we must have your batch file no later than noon on August 10, 2020. The minimum number of rows that we can load in batch is 50. You can combine TPC numbers in one file. Be sure to use our TPC Batch Load Template, remember to filter out duplicates and attach it to the Qualtrics form at https://iu.co1.qualtrics.com/jfe/form/SV_blUE7wVTEEzB7pz. For more information on the batch load process please email the Office of the Bursar at bursar@indiana.edu.

View the 4208 (Fall 2020) Fee Remission Contracts master listing of IU Bloomington TPCs for Fall 2020 to find your TPCs. You can filter the spreadsheet with various options. For example, if you have your Summer TPC listing, you can filter on column B and find the equivalent Fall TPC in column C. You may also filter on column J and find your departmental account as an alternative search option. If you have any questions concerning the spreadsheets, or need assistance finding your TPC numbers, please email the Office of the Bursar at bursar@indiana.edu.

TaskDate
Fall 2020 TPC list distributed7.06.20
Fall 2020 tuition/fees appear on student accounts (if enrolled for 4208)7.20.20
Fee remissions begin to calculate on student accounts7.23.20
Deadline for fee remission batch entry for August bill due September 108.10.20
Deadline for fee remission manual entry for August bill due September 10 (to allow time for OSFA review)8.13.20
First Fall 2020 bill available online8.20.20
First day for Fall 2020 financial aid disbursement (if enrolled for 4208 and eligibility tests passed)8.14.20
Fall 2020 classes begin8.24.20
Fall 2020 bill due9.10.20
IU Department TPC Request page turned off for 2020-21 Academic Year06.16.21
IU Department TPC Request page turned off for Summer 202109.16.21
Note: Dates are subject to change. 


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

Summer 20 and 21AY FWS Update for On Campus Employers

OSFA is pleased to announce the offer of 100% federal portion for your Federal Work-Study (FWS) employees for Summer 2020 and the 2021 Academic Year. This means that you will not have to incur any payroll expense for your FWS students up to their FWS award amount. We strongly encourage you to use FWS funding for the next academic year.

Here are some steps to help you determine if you are hiring a FWS student.

  • Ask your employees if they have FWS in their financial aid package. 
    • If yes, you will want to hire these students as FWS so that you are not responsible for any of their wages up to their award amount.
    • If no, you will want to hire them as regular hourly but should submit their names to IUBOSFA@indiana.edu for a possible employer appeal.  We will review employer appeals mid to end of September.  Our office will let you know at that time if you are able to change them over to FWS.
  • If the student is unsure if FWS is part of their financial aid package, you can submit a request to IUBOSFA@indiana.edu to check their eligibility.

OSFA fully encourages on-campus employers to take advantage of this wonderful opportunity. Please call 812-855-6500 if you have any questions or email iubosfa@indiana.edu

Authorization Failure Reports

Please remember to run your Authorization Failure Report for Summer awards. Contact deptsch@indiana.edu on how to submit a Manual Disbursement Form for the awards on the Authorization Failure Report.

Item Type Creation

Now is the time to begin requesting new SIS item types for any scholarships/fellowships that you wish to begin awarding in Summer 2020 and Fall 2020. The new item type creation process can take a maximum of 6 weeks to complete, depending on volume and staffing. To request a new item type, complete and submit the Item Type Request Form and Update Form located on the OSFA Scholarship SharePoint.

Personalized Training

OSFA offers personalized training based on your department’s needs. Please contact the office at deptsch@indiana.edu if you're interested.

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

For IU Foundation accounts (Accounts that start with a 25 or 26), please contact Emilie Trueblood estrue@iu.edu or call 812-855-2940.


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IU Procurement - Process Change: PPE & Sanitization Item Ordering AND Announcement

As of Wednesday, July 1, IU Procurement made updates on how to purchase PPE and sanitization supplies.

To ensure the needs of the entire University are met, purchases of the following types of items should no longer be made by individual departments using traditional procurement methods such as BUY.IU or P-Card:

  • Cloth Masks (available in August)
  • Disinfectant Wipes
  • Disposable Isolation Gowns
  • Face Shields
  • Safety Glasses
  • Gloves
  • Hand Sanitizer (7oz or 32 oz)
  • N95 Masks
  • Roll Towels
  • Spartan Sani-Tyze
  • Spray Bottles
  • Spray Nozzles

These items are in limited supply and must be ordered by Purchasing to ensure adequate distribution across all campuses. In order for all Indiana University campuses to get the items they need as quickly and efficiently as possible, a new process has been developed.

  1. Purchasing will order the items above from suppliers which will be stored in two warehouses, located in Indianapolis and Bloomington.
  2. Departments will order items using a FireForm based upon biweekly usage. When placing your order, order enough supplies to cover a two-week time period.
  3. Orders will be reviewed and approved by RC Fiscal Officers, then distributed to departments within 24-48 hours.

To help you navigate this change, several new resources are available to you:
Questions? Contact Purchasing using the BUY.IU Support Form. Select "PPE Ordering" as your question type when submitting the form.

ANNOUNCEMENT:

Accounts Payable (AP) team joins Purchasing. 

Effective Wednesday, July 1, 2020, Accounts Payable, currently part of Financial Management Services, will join the Office of Procurement Services. This change will allow Procurement Services to deliver a cohesive Procure-to-Pay process and better serve university stakeholders and suppliers. Read more

Click here for updates from Buy.IU.


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IU COVID-19 Domestic Travel Guidance - Travel Management Services

The IU Covid domestic travel guidance became effective on June 1st until further notice.

The guidance for travel within the United States is in addition to existing IU travel policies; they supersede existing policies only where there is a specific conflict. The guidance can be expected to change on short notice, as the COVID health situation evolves or federal and state guidance changes.

International travel, both outgoing from the U.S. and incoming to the U.S., is covered by guidance issued by the Office of the Vice President for International AffairsRead more

Please send an email to travel@iu.edu for questions.


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Accountable Mail Services is BACK 

Accountable Mail Services RESUMES

The Bursar's office reopened for business on July 6, and campus mail services also resumed accountable mail service for needed deposits on the same date.
Before you submit an accountable mail request for delivery to another office, please be sure that office is open and accessible for business.

Resuming Pickup and Delivery to Your Department

Once an office is open and the building is accessible for business, the head of the department or the office manager must contact us at Mail Services to restart mail service. USPS will be notified to resume service to the department. Each department will need to contact other independent delivery services such as UPS, FedEx, and DHL to resume pickup and delivery.

To notify us to restart service, please email the following information to iumail@indiana.edu or Bo Shipley, Manager, IUB Mail Services at eshipley@indiana.edu:

  • Department name
  • Address
  • Date to resume service

IUB Mail Services will not resume delivery until they are notified to do so by the head of the department or the office manager.



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Memberships and Sponsorships - Important Changes to the Policy 

Recent changes to the Membership and Sponsorship, VPE-02 policy became effective March 30, 2020.

Changes include the following:

Prior approval is no longer required for

  • Memberships to external organizations
  • Individual event tickets to internal or external events
  • Attendance or registration to internal or external conferences
  • Subscriptions to external communications outlets
  • Promotional items to be used by a unit for recruitment, conference attendance or promotional activity

Prior approval is still required for


Sponsorship activities and full-table purchases for external community-oriented, charitable, or business-related events and organizations. Any sponsorship/table request with a cost of more than $10,000 must also be approved by the Vice President and Chief Financial Officer.

Sponsorship now done through BuyIU

The sponsorship process is now using the BuyIU system. Submit a New Check Request in the BuyIU system no less than 7 days prior to event sponsorship and table purchase deadlines. Information provided on the form replaces the information on the original sponsorship request form. After review and approval from the office of VP for Government Relations and Economic Engagement, the request will flow to the appropriate fiscal officer so that payment can be processed.

Coding in BuyIU

All sponsorships or table purchases should be coded appropriately so they comply with federal lobbying regulations.

  • Sponsorships – 4880
  • Table Purchases – 4180

The IU Foundation will also track requests for lobbying compliance.

Refer to policy Membership and Sponsorship, VPE-02 for contacts.


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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


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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 with your inquiries about training.


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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 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


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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.
  • Click here for webinars and video tutorials.

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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 


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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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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
Sandy McElhinney
Valerie Pena
Jennifer Reeves

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.