Spotlight - August 2020

Fiscal Checklist & Deadlines

Human Resources - E-Doc and Payroll Adjustment Voucher Deadlines

View the August 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: Work Study Processing - 2020/2021 Academic Year

***This message is intended to reach units that have undergraduate workstudy students in their payroll*** 

2020/2021 Academic Year Work Study Period for All campuses: August 9, 2020 thru May 8, 2021. 

Undergraduate Work Study
Work study students are granted awards for an academic period (Academic Year and Summer). Each department is responsible for running the Work Study Limit of Earnings IUIE report after each payroll to ensure hours worked do not exceed the award amount. You can also find the limit on the payroll voucher (the limit is for the complete two week pay period) and on the student’s timesheet. If the award is exceeded, the department will be responsible for appointing the student in a Temporary (hourly) job and covering all wages. Below is a description of the eDocs for work study students:

Hire eDoc
Use to hire student into a job/position in your department. For Fall 2020/2021, use the Hire eDoc unless the student worked during Summer session in your department.
 
  • If the student is new to the University, you will need to process the background check and a “Maintain Person” eDoc entering the information from the Personal Profile Form (ED).
  • The effective date of the job and the effective date of the work study limit must be the same.
  • Bloomington departments will be using SharePoint to complete the Work Study Authorization Card online. If the authorization is not in SharePoint and the department receives a paper authorization, the completed paper authorization may be attached to the eDoc. For assistance in using SharePoint, please contact: iubosfa@indiana.edu.
  • We must be able to verify the authorization and limit information in SharePoint or receive the paper copy before we can final approve the Hire eDoc.
  • The student will receive an email directing them to complete the Direct Deposit Bank authorization and Tax forms online in the Employee Center. You should not need to collect paper forms.

Maintain Job Data

Use this eDoc if the student worked in your department during Summer session and has a new award for Fall 2020/2021.

  • You will need to change the employee class in the Job Data section (change it from SM Ugrad to AY Ugrad if you are appointing them for the Fall).
  • You may also change their pay rate at the same time by changing the rate on the appropriate screen.
  • Please indicate the new work study limit amount in the notes section.
  • We must be able to verify the authorization and limit information in SharePoint or receive the paper copy before we can final approve the eDoc.

Maintain Pay Rate

Use this eDoc to give the student an increase in pay. No work authorization is required with this eDoc.

Terminate
Use this eDoc to terminate the job when the student is no longer working for you.

  • Please remember to do this so that they will be removed from your vouchers and reports that we run each pay period.
  • Please use an effective date one day after the last day worked, or the end of the last Academic Year or Summer session.

Reminders
  • Please do not let work study students begin working before you have the work study authorization from Student Financial Assistance. The eDoc must be approved and saved in HRMS before the student can begin work.
  • Be sure student is clocking in/out of Kuali Time on the correct job record number.
  • Terminate the job if student is no longer working for your department.
  • Warning: If the student drops below the half time enrollment requirement, the student and department will be charged for Social Security/Medicare taxes.
  • Please run the IUIE report after each payroll and ensure that the student does not exceed the allotted limit. The limit is also printed on the left hand side of the workstudy payroll voucher and the student’s timesheet. The Office of Student Financial Assistance determines the limit amount and approves any increases.
  • All hire and maintain job data eDocs require the work authorization information is in SharePoint. 

Work Study related questions or comments should be sent to wrkstudy@iu.edu (FMS WorkStudy).
FMS Payroll Work Study contacts: Nikki Pavlopoulos (marsh3@iu.edu) 5-8744 or Belinda Arthur (belarthu@iu.edu) 5-8235.
FMS Customer Service hours are Monday-Friday, 9:00am-4:00pm.
Questions? Contact your Payroll Processor.


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FMS Payroll: Student Enrollment Verification - Exempt from Social Security Taxes

Student Enrollment Verification
Students working at Indiana University in regular hourly (HRR), work study (HRW), and student academic (AS0,AS2) jobs are exempt from Social Security and Medicare tax withholding if they are enrolled at least half time.*
*Exception: If students have other active jobs that are “benefits eligible” (not regular hourly or student academic), they will not be treated as students and will not be exempt.

Academic Year Student Criteria
  • Graduate Students - must be enrolled in 4 hours for the exemption (there are Thesis and Dissertation Course exceptions)
  • Undergraduate Students - must be enrolled in 6 hoursfor the exemption
 
Summer Student Criteria
  • Graduate Students - must be enrolled in 2 hours for the exemption (there are Thesis and Dissertation Course exceptions)
  • Undergraduate Students - must be enrolled in 3 hours for the exemption
  • Enrollment for Summer I and Summer II are combined into a single session and those hours are used for the verification process
  
The system assigns general session dates that are used for the verification process. The dates for this year are:
Spring, 2020January 13 – April 30, 2020
Summer, 2020May 18 – July 31, 2020
Fall, 2020 August 31 – December 13, 2020
Spring, 2021January 19 – April 30, 2021
Summer, 2021May 17 – July 30, 2021

T
he enrollment verification process uses the earnings period dates from the voucher and the enrollment status on the day the payroll is processedIf students enroll late, they may not meet the enrollment criteria on the day the payroll is processed and will be subject to the tax.

FMS Customer Service hours are Monday-Friday, 9:00am - 4:00pm.
Questions? Contact your Payroll Processor.


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FMS Payroll: FFCRA and Keep IU Healthy Earn Codes

Please be aware that there is a spreadsheet available to you with the new earn codes for Families First and Keep IU Healthy.
Payroll has added 2 links on the FMS website, Payroll page for your reference to the UHRS page and Earn Code list: COVID-19 Resources.

Important Reminders:
  1. All approvals for leaves, questions about leaves, and information about leaves is managed by UHRS teams. See website Working Through COVID-19.
  2. Your departmental HR representative should be your first point of contact. They will work directly with UHRS to resolve all issues.
  3. Please send questions to askhr@iu.edu so they can be assigned to the correct team.
  4. Encourage your employees and supervisors to add NOTES to timesheets for any leave situations.
  5. The new earn codes can be added to the timesheet by the Payroll Processor (approver). 
  6. The new earn codes are active from July 1, 2020 thru December 31, 2020.

Questions? Contact your Payroll Processor.


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Office of the Bursar: Zoom Office Hours for IU Departments

Do you have questions about tuition and fees, fee remissions, student billing?

Bring your questions during the Office of the Bursar Zoom Office Hours. University Bursar will be holding question and answer sessions for IU staff via Zoom. Drop in and ask a question or stay for the entire session.

These sessions for IU Departments will be held every Thursday effective 7/30/2020 until 9/10/2020 from 10:00 AM to 11:00 AM via zoom - https://iu.zoom.us/my/askbursar

Send an email to bursar@indiana.edu for questions/concerns.


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Office of the Registrar - ALL Campus Meeting Q & A 

The Office of the Registrar held a very successful All Campus Meeting on Wednesday, July 29.

As it was promised during the meeting, the Q & A, power point presentation, and recording are now available. They are all included in this link.

If you have questions about these particual areas, please don't hesitate to reach out: 


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

2020 - 2021 Academic Year

Fall 2020 Scholarship/Fellowship EntryNow 
Fall 2020 Financial Aid Disbursement DateAugust 14, 2020
Run Fall 2019 Department Authorization Failure ReportAugust 17, 2020
Begin processing Fall 2019 IUF Scholarship Reimbursement eDocsSeptember 2020

Authorization Failure Reports
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 - Registration required

New Departmental User TrainingTuesday, Sept 15, 202010:00 AM – 12:00 PM via Zoom – to register for Zoom https://iu.zoom.us/j/94942112221?pwd=L3BGU1FzM3d1R01mY0pHZ2hwakhmdz09
Refresher Scholarship TrainingThursday, Sept 17, 202010:00 AM – 12:00 PM via Zoom – to register for Zoom https://iu.zoom.us/j/98655884718?pwd=TUJjT2VOTGRqUC9nUkZNTmtoNURQZz09 

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.

Please contact the office at deptsch@indiana.edu if you have any questions.



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Purchasing - COVID-19 FAQ 

This link will take you to a list of topics related to, for example purchase of facial masks and plexiglass sheilds, order status and modifications, etc.

Visit the Purchasing BUY.IU Resources page to keep up with information about training, new developments, and more.

Questions? Reach out to the VPCFO Training ad Communications team at estc@iu.edu 
Need support? Send a message to the team.


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Office of Research Administration (ORA) - Subrecipient Monitoring Update 

Subrecipient Monitoring Update
ORA High-Risk Invoice Document Check
 

The Uniform Guidance requires IU to complete a risk assessment determining if a subrecipient is high-risk. When a subrecipient is ascertained to be high-risk, additional documentation is required with every invoice. The specific invoicing requirements are included within the subaward agreement for every high-risk subrecipient with a cost-reimbursable subaward on a fed/fpt grant. 

To be compliant with Uniform Guidance, IU has requested the following information be included with the invoice since December 2014 when Uniform Guidance became effective. To facilitate this compliance, effective September 1, 2020, every high-risk invoice must have the following invoice information and supporting documentation prior to invoice approval:

  1. Major expense categories
  2. Current period costs
  3. Cumulative costs
  4. Signed certification statement
  5. Detailed transaction listing
  6. Labor detail 

ORA will move the total invoice cost to the continuation account for any sampled high-risk invoice that does not have these required six items.

An email notification will be sent to the account FO and PI. Once the documentation is obtained and considered to be adequate, ORA will move the invoice cost back onto the grant account.

Please see the ORA Website for contact information and procedures on subrecipient monitoring.


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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 VPCFO Training and Communications 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 estc@iu.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.
There are no scheduled Tax training at this point. 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.

To see whether or not you need training, the Revenue Training Log can be accessed here

​If you have any other questions email rprm@iu.edu.


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Travel - Chrome River 

Contact the VPCFO Training and Communications Team at estc@iu.edu for any inquiries.
Travelers/Arrangers
Monday, August 17, 2020 - 9:30 - 10:00 am
Wednesday, August 19, 2020 - 2:00 - 2:30 pm
Friday, August 21, 2020 - 11:00 - 11:30 am

Approvers
Monday, August 24, 2020 - 9:30 - 10:00 am
Wednesday, August 26, 2020 - 2:00 - 2:30 pm
Friday, August 28, 2020 - 11:00 - 11:30 am

Chrome River Analytics and Reports
  • Click here for Travel Training
  • Click here for Chrome River Analytics and Reports training documents

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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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Human Resources Training and Workshops for ALL Campuses

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:

Virtual Workshops
HR Training Portal
 (view, register, or cancel classes)
Legal Compliance Series for Supervisors
Professional Development Series - Coming up soon 
LinkedIn Learning

And much more.


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Upcoming Spotlight Issue

Our next Spotlight issue is coming up 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
Tim Burris
Sandy McElhinney
Jennifer Reeves
Cassie Rosenburgh
Lisa Scully

Editor:
Nancy Y. Vázquez-Soto - email me nvazquez@indiana.edu 

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.