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

RESOURCES, AND EMPOWER INDIANA UNIVERSITY BLOOMINGTON EMPLOYEES.”

VOLUME 6 ISSUE 1 January 2018

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

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

FISCAL CHECKLIST & DEADLINES..............................2-7

TAX TIDBIT..................................................................7

TRAINING……….........................................................8

Campus Administrative Training Series (CATS) Knowledge Base

Knowledge Base financial activity of the month: Equipment Loan - Faculty Policy that supports this activity: CSOP 6.0: Equipment Loan

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 – Human Resources The following Human Resources policies were updated on January 9, 2018:

• Pay and Salary Setting, HR-03-30 - Updated to correct an error created by the HR policies project. • Overtime, HR-06-30 - Updated to correct an error created by the HR policies project. • Reduction in Force, HR-10-20 - Updated the use of accrued time off section in order for consistency with the

Voluntary and Involuntary Separation policy.

If you have any inquiries, please consult with the policy contact or send a message to the Office of Policy Administration.

View the “New and Recently Revised” as well as the “Under Review” tabs on the website

to keep yourself abreast with University policies. For questions/comments about the policy process, please contact the Office of Policy Administration.

POLICY STATION

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Payroll: PAO/PAS/PAU employees in the BWP pay group

The following information applies ONLY to PAO/PAS/PAU employees in the BWP (biweekly professional) pay group.

The attendance year for biweekly paid employees ends with the last full pay period in the calendar year. Accordingly, this year the BWP attendance year ended December 30, 2017.

• Biweekly PR02 (B002011218) was processed on January 8. The period end date was December 30 and that was the last payroll in the 2017 attendance year. Final year-end attendance balances for 2017 were determined after that payroll was complete.

• Employees in the BWP pay group bring forward remaining PTO hours up to the PTO earned per year (240 or 288 based on years of service and FTE) to establish their 2018 PTO beginning balance. They also have the option to transfer up to 96 PTO hours into their SCK bank.

BWP Attendance and timesheet processing: January 18, 2018:

• Review TIME data on payroll vouchers and make modifications if appropriate before 4pm. • Enter transactions on the voucher in the Other Earnings section to transfer hours from PTO to SCK using

the following codes: o Transfer from PTO accrued bank using PTA (negative hours transaction) o Transfer from PTO available bank using PVA (negative hours transaction) o Transfer to SCK bank using SKA (positive hours transaction) o You must enter ALL THREE earn codes; PTA(-),PVA(-),SKA(+).

• Transfer hours must not exceed 96 hours, including hours that were transferred automatically for employees with balances exceeding annual limit (240 or 288).

January 23, 2018:

• Department runs IUIE report; Payroll Hours Balance BWP Summary for period end date: 01/13/2018 to review balances.

• Corrections can be processed in future payrolls.

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

FISCAL CHECKLIST & DEADLINES

3 FISCAL CHECKLIST & DEADLINES (continued)

Payroll: Kuali Time - Leave Accrual Information – Reset 2018

Leave Accrual Information - Timesheets are reflecting the New 2018 Attendance Balances

Leave Accrual Information: Employees may ask why they have adjusted negative hours on their Vacation/PTO Available balance.

• When we update the accrual balances after each BW payroll, the Available balance is a calculated field.

• This information is based on years of service, accrued hours, and hours taken. o 0 thru 13 years of service: 304 maximum hours usage o Beginning 14 service years: 784 maximum hours usage

**In the example below, the employee has 1077.84 hours in their VAC Accrued balance and more than 14 service years. The max available to use for a year is 784 hours. The system subtracts the ‘available to use’ hours from the VAC Accrued balance to calculate the correct VAC Available balance (1077.84 accrued – 784.00 available to use = 293.84 adjustment). The negative adjustment is displayed below in the Hours Adjust column.

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

Pay Dates for Biweekly and Monthly Staff payments

Please visit FMS Payroll – 2018 Pay Dates page and add it to your bookmarks.

If you have further questions on the payroll cycle, you may contact your FMS Payroll Processor.

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Announcement: Critical Data on KFS

Congratulations to the 1,709 KFS users who have completed the Critical Data in KFS training since the training went live on December 4! The remaining 2,165 KFS users who have not yet completed the training must do so before Monday, March 5. All KFS users who have not completed the Critical Data in KFS training by Monday, March 5 will have their KFS access revoked.

Many IU staff members have reached out to FMS staff with questions about what constitutes a KFS user. Please note that all IU staff have access to a limited set of permission in KFS, whether or not they are KFS users. Some of those permissions include:

• Place orders using Shop Catalogs. • Initiate and submit Requisitions. • Initiate and submit new Vendor Records. • Delegate a Travel Arranger in TEM. • Initiate and submit Travel Reimbursements and Travel Authorizations in TEM.

If your job duties in KFS require only the functions listed above, you may no longer need KFS access. Contact your Fiscal Officer, or another staff member in your department with fiscal responsibilities, so they can initiate a System User Role document to revoke your KFS access. FMS staff cannot revoke a KFS user’s access at the user’s request.

By contrast, KFS access is required to perform the following functions: • Initiate, submit, search for, and view most Financial Processing documents, including Distribution of

Income and Expense (DI) and Transfer of Funds (TF) documents. • Conduct General Ledger and Labor Balance Inquiries. • Create KFS groups and add members to KFS groups. • Initiate and submit Chart of Accounts maintenance documents, including setting up account delegates

and global account delegates.

If you are a KFS users whose job duties require the above functions, you must complete the Critical Data in KFS training by Monday, March 5, to retain your KFS access. All KFS users who have not completed the training by Monday, March 5 will have their KFS access revoked.

See Critical Data in KFS Training for FAQs and information about how to enroll in the training. Online Presentation!!! - No Need to Register

If you’d like to learn more about the KFS Training Requirements, join FMS staff for an online presentation and Q&A session on Wednesday, February 7, from 10 - 10:30 a.m. Simply join our Zoom meeting.

Steve Miller (Director of Payroll, Customer Service, and Training), and Elisabeth Mason (Senior Training & Documentation Specialist) will facilitate the meeting.

If you have further questions, you may contact Elisabeth Mason, FMS Training (812) 855-555.

FISCAL CHECKLIST & DEADLINES (continued)

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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.

KFS Upgrade on February 10 – 11th KFS will undergo a software upgrade the weekend of February 10-11, 2018. The functionality of KFS documents will not change. Apart from minor technical improvements, the only change to KFS will be to the interface. Expect to see the new KFS interface beginning Monday, February 12, 2018. The upgrade will affect all aspects of KFS, including Purchasing and Travel documents.

KFS Outage KFS will be unavailable on Saturday, February 10 and Sunday, February 11 during the upgrade. Normal operations will resume on Monday, February 12.

Sneak Peek Want to take a look at the new KFS interface before the February upgrade? Sign into the Test Environment. You’ll need to CAS and Duo authenticate, even if you’ve already logged into another IU system.

Online Info Sessions Join FMS staff for a 30-minute online presentation and Q&A session about the new KFS software. Facilitators will discuss the differences between the current and new versions of KFS, showcase some of the new features in the KFS upgrade, and respond to participant questions. Simply join our Zoom meeting prior to the start of the webinar. Info session dates and times:

• Thursday, February 1, 2018; 2-2:30 p.m. • Friday, February 2, 2018; 10-10:30 a.m. • Tuesday, February 13, 2018; 2:30-3 p.m. • Wednesday, February 14, 2018; 10-10:30 a.m.

More Information More information, including screenshots of the new interface and a list of technical improvements, is available on FMS Training – KFS 7.0 Upgrade. Please feel free to reply to this email with any questions.

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

FISCAL CHECKLIST & DEADLINES (continued)

6 FISCAL CHECKLIST & DEADLINES (continued)

A-21 Effort Reports: Salary Transfer Deadline for Fall Period FY2018

Salary Transfer Deadline for Fall Period (July 1, 2017 – December 31, 2017) In preparation for Effort Certification for the Fall period FY 2018, please have all Fall FY2018 Salary Transfers, for any effort regardless of account type, fully approved by January 31, 2018 to prevent cancellation of en-route documents.

For those who have employees receiving salary (effort) on Federal and Federal Pass Through Sponsored Awards, Effort Certification reports will be generated on February 19, 2018 and the deadline for approval of these documents will be April 18, 2018. Please note the schedule below: Report: 2018 A01 Academic Fall Periods Covered: 8/1/2017 - 12/31/2017 Effort Reports Generated: February 19, 2018 Approval Deadline: April 18, 2018

Report: 2018 M01 Monthly Periods Covered: 7/1/2017 - 12/31/2017 Effort Reports Generated: February 19, 2018 Approval Deadline: April 18, 2018 Report: 2018 B01 Biweekly Periods Covered: 7/1/2017 - 12/31/2017 Effort Reports Generated: February 19, 2018 Approval Deadline: April 18, 2018

For Effort Certification document approval in the Kuali Financial System go to: http://www.researchadmin.iu.edu/GrantContract/gc-gfo/gfo_effort.html. 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.

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Tax Immigration Uploader FMS Tax now has available a “Tax Immigration Document Uploader” to securely submit information directly to the Tax department. Please visit our web site under International Tax Treaty: http://go.iu.edu/nra-visit-upload. Always remember to fax W-8’s and/or W-9’s, after updating the vendor record, to Purchasing for POs and Accounts Payable for DVs. Do not include the tax forms in the upload to Tax. Instructions are noted on Tax’s web site, as well. NOTE: Starting January 1, 2018, immigration documents are no longer accepted by fax or campus mail from IU departments. This new change will reduce and hopefully eliminate unknown, unidentified, and/or unreadable tax documentation. For assistance, please contact University Tax Services at taxpayer@iu.edu.

TAX TIDBIT

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

Spring 2018

Run Spring 2018 Department Authorization Failure Report Now Priority date for Fall 2018 Scholarship Entry for Incoming Freshmen. This is a recruitment priority deadline for incoming freshmen scholarship entry. In mid-February, the OSFA will begin awarding incoming freshmen and sending financial aid notification letters to potential students.

February 1, 2018

Payments to Students The Student Payment Guidelines website is 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.

Sign Up for New Upcoming Training Opportunities at Scholarship SharePoint Site. Also, see Training section for upcoming dates.

Questions? Please send an email to deptsch@indiana.edu.

FISCAL CHECKLIST & DEADLINES (continued)

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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

Thursday, February 8 9:00 – 11:00am ~ Poplars W183

Contact Donna Burkhardt for information.

Disbursement Voucher Certificate Both sessions require DUO authentication.

⫸Disbursement Voucher Basics Tuesday, February 20

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

Monday, March 19 9:00 – 11:00am ~ 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 Offered once a month. Click link above for details.

⫸ Payroll Essentials Friday, January 19

9:00 – 11:00am ~ 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 and

payment card systems. Every 2 years. Please sign up here. For questions, please contact Melissa Hartley,

or call 812-855-2930. See Treasury Operations Training page for other useful information.

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 - Online

Attendees must have both KFS and IUIE access to participate in this training. See links for

prerequisite(s). ⫸ Advanced Financial Reports

Thursday, February 15 9:00 – 11:00am

⫸ Basic Financial Reports Tuesday, February 13

9:00 – 11:00am Questions? Please contact FMS Training.

Office of the Bursar Upcoming Training Opportunities. Sign up here.

⫸New Departmental User Training: March 20th – 1:30pm-3:30pm ~ Persimmon Rm, IMU March 27th – 9:30am-11:30am ~ Sassafras Rm, IMU

⫸Departmental User Refresher Training: March 22nd – 9:30am-11:30am ~ Maple Rm, IMU

March 29th – 1:30pm-3:30pm ~ Sassafras Rm, IMU For additional questions, please contact

deptsch@indiana.edu.

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Spotlight

Vol. 6, Issue 1

January 2018

Indiana University

Bloomington, IN

The Spotlight is a publication

designed to Educate,

Inform, and Provide Resources

to Empower Indiana University

Bloomington employees.

Contact Information: tba

Budgetary Administration & Operations (BAO)

Contributors: T. Michael Ford Patti Quimby

Nancy Vázquez-Soto

Special Thanks to: Dina Adkins

Rayna Amerine Donna Burkhardt Elizabeth Mason

Sandy McElhinney Tonya Pottorff

Cassandra Rosendburgh 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.

Indiana Memorial Union 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 February 2018 and will include current sections… and much more.