1

Spotlight “THE SPOTLIGHT PUBLICATION SERVES TO EDUCATE, TO INFORM, TO PROVIDE

RESOURCES, AND EMPOWER INDIANA UNIVERSITY BLOOMINGTON EMPLOYEES.”

VOLUME 5 ISSUE 9 December 2017

Table of Contents BUDGETARY ADMINISTRATION & OPERATIONS…………1

POLICY STATION..........................................................1

FISCAL CHECKLIST & DEADLINES..............................2-4

TAX TIDBIT..................................................................4

SPOTLIGHT FEATURE...................................................5

TRAINING……….........................................................6

Campus Administrative Training Series (CATS) Knowledge Base

Knowledge Base financial activity of the month: Mobile and Other Electronic Devices Policy that supports this activity: Mobile Plan and Device Allowance, FIN-ACC-480

Questions, comments, concerns? Send us a message through the CATS website’s Sounding Board and make sure to add your name and email address if you’d like to be reached.

BUDGETARY ADMINISTRATION & OPERATIONS (BAO)

University Policies

See the “New and Recently Revised” as well as the “Under Review” tabs on the website to keep you abreast w ith university policies.

For questions/ comments about the policy process, please contact the Office of Policy Administration.

POLICY STATION

2

Human Resources: December 2017 E-doc Deadlines

A message from Emily Kirkman, Senior Transaction Specialist, Customer Care, IU Human Resources

After reviewing the FMS cut-off dates for the December 2017 payroll calendar, I wanted to communicate the following deadlines for Temporary and Staff related electronic eDocs and staff separations paper adjustment vouchers. Please contact me directly if questions arise about this notice.

For the monthly pay period ending December 31st -- All monthly-paid Staff eDocs should be received in the Campus HR action list by December 18th. This will enable final approvers to meet the payroll deadline of December 20th. This applies for any activity that needs to be reflected on the January 2nd paycheck.

For the biweekly pay period ending December 30th -- All biweekly-paid Temporary and Staff eDocs should be received in the Campus HR Action List by December 31st. This will enable final approvers to meet the payroll deadline of January 3rd. This applies for any activity that needs to be reflected on the January 12th paycheck.

Staff Terminations The deadline to send a paper adjustment voucher (PAV) is two days prior to the job flag related to the payroll in which the employee last worked. Paper adjustment vouchers are to be emailed to hredocs@iu.edu.

More information including a printable calendar of the above deadlines> HR Systems page about eDoc deadlines.

If you have further questions, you may contact your FMS Payroll Processor.

FISCAL CHECKLIST & DEADLINES

Office of Student Financial Assistance (OSFA) Important Dates & Deadlines

2017-2018 Academic Year

Spring 2018 Scholarship/Fellowship Entry Now Spring 2018 Financial Aid Disbursement Date December 29, 2017 Run Spring 2018 Department Authorization Failure Report January 2, 2018 Begin processing Spring 2018 IUF Scholarship Reimbursement eDocs January 2, 2018

Payments to Students We are excited to introduce our new Student Payment Guidelines website intended to assist departments with determining how best to pay a student. This website is a supplement to the Student Payment Guidelines document which can be found on the CATS website (see Financial Aid). For additional questions, please contact deptsch@indiana.edu. Personalized Trainings We are happy to offer personalized trainings based on your department’s needs. Please contact our office at deptsch@indiana.edu if you’re interested.

See Training section for dates and sign up Scholarship SharePoint Site. Questions? Please send an email to deptsch@indiana.edu.

3

Mail Services: Accountable Mail – New Bags!

Accountable Mail users:

Per the request of the office of the Treasury/University Budget Office we are making a change to the current accountable mail bags from “Currency” to “Confidential Document” (see image below). Please order a new supply and return to us your unused “currency” bags. Send an email to Mail Services to request these new bags. Please advise Accountable Mail users of the following:

• On the bag we only want to see “TO” and “FROM” portion written. • For security reasons DO NOT write the “Contents” on the front of the bag. • The request procedures in place will remain the same.

Please contact Bo Shipley, IU Mail Services manager or call for questions.

You may also send an email to Mail Services for assistance.

FISCAL CHECKLIST & DEADLINES (continued)

Office of the Bursar – TPC

We will provide new Third Party Contract (TPC) information for you next month. Stay tuned!

If you have question, please email Dina Adkins, Director Bursar Processing and Client Relations, University Bursar Office.

4

IRS Form 1099-MISC and IU Reportable Object Code

University Tax Services (UTS) recently created a new webpage for 1099 reportable object codes. This new webpage has dropdowns for various 1099 categories, listed are the most commonly used reportable object codes. UTS compiled these frequently used codes to help departments choose the appropriate code for the 1099 category. If you believe that your transaction does not fall under one of the listed codes, you can still run the IUIE Reportable Object Code report to see the list of all reportable object codes.

If you have a question as to whether your transaction should be using a reportable object code, please see our 1099 FAQ’s or you can always send your question to taxpayer@iu.edu. Links to the IUIE Reportable Object Code report and 1099 FAQ’s can be found on this new webpage. Our new 1099-Misc Object Code Reference webpage can be found using the following link: https://go.iu.edu/1099-objects

For assistance, please contact University Tax Services at taxpayer@iu.edu.

TAX TIDBIT

A-21 Effort Reports

NOTE: IU Policy and Federal Regulations governing the administration of federal funds require that salary charges to grants and contracts be verified (which is accomplished through the effort certification document). For salary charges on federal awards that are not certified within the 60-day time period, the salaries may be deemed to be unallowable and the expenditures moved to a departmental account. The Office of Research Administration (ORA) has made several attempts to communicate this deadline to you. If an extension of time is required, please submit your request in the manner outlined in IU policy Effort Certification Under Uniform Guidance SPA-11-004.

Please contact Rayna Amerine if you have any questions. Always refer to the KFS Guidance for Document Routing and Approval.

Check out the Effort Certification website for more information.

Reminder: Updates to DI and GEC documents

Changes to the KFS Distribution of Income and Expense (DI) & Renaming of the General Error Correction (GEC)

On January 1, 2018, technical edits will be placed on the KFS DI document to restrict certain transactions. These new document restrictions will require that all lines on the DI be in the same basic accounting category (asset to asset, liability to liability, income to income, expense to expense). For example, revenue that is recorded in object code 1804 (Income Clearing) can be distributed to 1800 (Other Income) and 1500 (Sales & Services). However, under the new edits, the system will NOT allow a user to move funds from 9400 (Deferred Revenue) to 1800 (Other Income).

This change is being implemented in order to minimize any unintended impact on the external financial statements, the university’s F&A proposal and federally restricted recharge activity. We realize that some transactions legitimately need to cross accounting categories. These transactions will now move to either the Auxiliary Voucher Recode or the General Error Correction (GEC) document. To more accurately reflect the functionality of the GEC document, on January 1, 2018, it will be renamed the General Accounting Adjustment document.

If you have question, please email Kathy Cochard or call (812) 855-9901

FISCAL CHECKLIST & DEADLINES (continued)

5 Spotlight Feature

LOVE YOUR HEART!

THANK YOU!

Rozzie and Hoosier are Wishing Everyone the Best of Blessings and Happy Holidays!

6

TRAINING Training dates and information might change over time. Contact the responsible unit or contact person to be informed of the current status for a specific item.

Campus Administrative Training Series (CATS) Thursday, January 25 – 1:30–3:30pm ~ Frangipani Rm, IMU For additional dates and topics please visit the CATS web site.

KFS Purchasing

Requires DUO authentication ⫸ KFS Purchasing Training - Basics

Wednesday, January 10 9:00 – 11:00am ~ Poplars W183

Contact Donna Burkhardt for information.

Disbursement Voucher Certificate Both sessions require DUO authentication.

⫸Disbursement Voucher Basics Tuesday, January 23

9:00 – 12:00pm ~ Poplars W183 ⫸Disbursement Voucher Special Considerations

Thursday, January 23 9:00 – 12:00pm ~ Poplars W183

See FMS Disbursement Voucher Certification for information on the current requirements. Questions?

Please contact FMS Training.

FMS Payroll ⫸ Kuali Time for Supervisors & Payroll Processors

Thursday, January 18 2:00 – 3:30pm ~ Poplars W183

⫸ Payroll Essentials Friday, January 19

2:00 – 4:00pm ~ Poplars W183 Questions? Please contact FMS Training.

Office of the Treasurer ⫸ Face to Face Revenue Training

Intended for full-time employees involved in revenue processing/access to University banking/payment

card systems. Every 2 years. Contact Melissa Hartley /812-855-2930 to schedule a

face-to-face training.

Travel Contact Travel Training for dates.

Fee Remission Third Party Contract (TPC) Training for new users is offered on

the 2nd Tuesday of each month at 12 noon. To schedule a training session,

please send an email to bursar@indiana.edu.

Organizational Development Classes are online and available for registration. Contact Wendy Cornwell or

call 855-9674 with any questions.

FERPA Training ⫸ FERPA for Staff

For training contact the Office of the Registrar at registrar@indiana.edu / 812-855-9349.

Financial Aid For personalized trainings, please contact the Financial Aid Office at deptsch@indiana.edu.

FMS – Online sessions Critical Data in KFS

Available 24/7. See LINK. Questions? Please contact FMS Training.

Financial Reports

⫸ Basic Financial Reports Tuesday, January 16

1:30 – 3:30pm ~ Poplars W183 ⫸ Advanced Financial Reports

Thursday, January 18 9:00 – 11am ~ Poplars W183

Questions? Please contact FMS Training.

For Financial Processing sessions please contact FMS Training.

7

Spotlight Vol. 5, Issue 9

December 2017

Indiana University

Bloomington, IN

The Spotlight is a publication

designed to Educate,

Inform, and provide Resources

to Empower Indiana University

Bloomington employees.

Contact Information:

Rozzie Gerstman Budgetary Administration

& Operations (BAO)

Contributors: T. Michael Ford Patti Quimby

Nancy Vázquez-Soto

Special Thanks to: Dina Adkins

Rayna Amerine Donna Burkhardt Kathy Cochard Emily Kirkman Tonya Pottorff

Bo Shipley Samaria Warsaw

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.

Gingerbread House, IMU by @officialimu

Do you know anybody who should be receiving

this publication? Please send an email to

cats@indiana.edu to be added.

Upcoming Spotlight issue…

Our next Spotlight issue is coming in January 2018 and will include current

sections… and much more.