The Knowledge Base |
| The Knowledge Base activities related to Budget Construction (BC*) have been updated in accordance with the new FY 2020-21 Budget Construction Guidelines. Due to COVID-19 budget construction activities were pushed back approximately two weeks. 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 - July 2020
Spotlight
·Volume 8··Issue 5··July 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 |
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. back to top |
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:
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Office of the Bursar |
| Drop/Add Access Fee Bloomington updates for this year (Fall 2020 and Spring 2021)
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. back to top |
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.
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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.
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. back to top |
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:
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.
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. back to top |
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 Affairs. Read more Please send an email to travel@iu.edu for questions. back to top |
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:
IUB Mail Services will not resume delivery until they are notified to do so by the head of the department or the office manager. back to top |
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
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.
The IU Foundation will also track requests for lobbying compliance. Refer to policy Membership and Sponsorship, VPE-02 for contacts. 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 |
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 |
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 |
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 Sandy McElhinney Valerie Pena Jennifer Reeves 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.