Office of Financial Management Services
          FMS Newsletter

New at FMS
National organization honors Indiana University with its Innovation Award
Important Dates for Fall 2008
Summer W-4 now available online.
August 19: IUB Payroll Fair
August: Kuali (KFS) demonstrations available
Oct. 13-14: Campus Payroll Conference
Oct. 20 Period 03 Auxiliary Vouchers due
Oct. 31 Auxiliaries: Send completed Variance Analysis and reports
Nov. 7 Auxiliaries: Follow-up questions sent to organizations
Nov. 14 Auxiliaries: Answers to follow-up questions due
For more details see below.

The National Association of College and University Business Officers (NACUBO) presented Indiana University with the association's 2008 Innovation Award at the NACUBO Annual Meeting in Chicago on July 12. Receiving the award for IU are Kathleen McNeely and Neil Theobald (left and center in photo) from NACUBO President, John Walda.

award presentedThe NACUBO Awards program identifies and encourages individual excellence and innovation in the management of college and university business and financial affairs. Nominations are accepted year-round, with the selection process held annually in the spring.

Indiana University will receive the award, which recognizes process improvement and resource enhancement, for the Kuali Financial System (KFS). The KFS project is working to create a comprehensive suite of financial software that meets the needs of all Carnegie Class institutions.

With two major functionality releases completed and a third just around the corner, KFS demonstrates that higher-education-specific software can be developed through the successful collaboration of a community of institutions.

"The Kuali Project has been a wonderful experience for Indiana University," said Kathleen McNeely, associate vice president and executive director of the Office of Financial Management Service. "Collaboration with our nine current partners has taught us how to effectively combine forces, creating synergy with long term benefits for the higher education community. Indiana University is very proud to have won this recognition for our role in the Kuali Financial System."

Barry Walsh, associate vice president for enterprise software in the Office of the Vice President for Information Technology, added, "While Indiana University is being recognized by NACUBO, the real winners here are higher education institutions and particularly those that are choosing to invest in themselves with these collaborative initiatives. We are all learning best practices from each other and providing a great source of professional and personal pride for our wonderful staff that are making these initiatives happen."

"With the Kuali Financial System, Indiana University exemplifies how colleges and universities are working diligently to operate efficiently and to save money," noted John Walda, president and chief executive officer of NACUBO.

NACUBO, founded in 1962, is a nonprofit professional organization representing chief administrative and financial officers at more than 2,100 colleges and universities across the country. NACUBO's mission is to promote sound management and financial practices at colleges and universities.

Expanded FMS Training

FMS Training now has a link on the FMS home page which lists all FMS training and detailed explanations of each training session. Topics cover training in FIS, Payroll, TIME, and special financial topics such as Chart of Accounts (COA) Maintenance.

FMS Payroll
  1. “Update Federal Tax Withholding (W-4)” now available electronically as of July 14th.
  2. An explanation of the Payroll Year-To-Date Totals in OneStart is now available in the Employee Self Service Documentation online.
  3. Upcoming Events: IU Payroll Conference and IUB Payroll Fair.
For more details on these 3 topics click here.

Accounts Payable

Disbursement information: Vendors can access the most recent 12 months of disbursement information using the PO number // Invoice number // disbursement number. Refer to https://fdrs.fms.indiana.edu/cgi-bin/AP/AP. Departments can use the same link to follow-up on DV disbursements (use the DV document number).

Payment Request Advanced Training: Look for a two hour class in October for experienced EPIC PREQ and CM users who desire to better understand the Accounts Payable design in EPIC.

Accounts Receivable

Coming Soon: FMS Accounts Receivable is currently working with Treasury to implement IUPay which will allow Bloomington FIS Accounts Receivable customers to pay their invoice online using a credit card. Departments using the FIS Accounts Receivable system will receive more information about this once it is operational.

Kuali Financial System (KFS)

Implementing the KFS project will be Harriet Fierman who joined the FMS staff on August 1. Coming from the Office of Grants Administration, Harriet brings a deep understanding of the FIS and extensive project management experience to the position.

FMS Trainer, Sheena Kindred, will also present demos at on the new Kuali financial system coming soon at the upcoming IUB BOG meeting on Aug. 13, the IUB Payroll Fair on Aug. 19th, and the IUB -CATS meeting on August 20th. Contact Sheena if you would like to see a Kuali demo.

Auxiliary Accounting

The updated Auxiliary Quarterly Variance Analysis instructions and Excel template are now available online.

Upcoming deadlines:
October 20 (Monday): Period 03 Auxiliary Vouchers due by 3:00 p.m.

October 31 (Friday): Send completed Variance Analysis and reports to fmsaux@indiana.edu

November 7 (Friday): Follow-up questions sent to organizations

November 14 (Friday): Answers to follow-up questions due to fmsaux@indiana.edu


Capital Assets Management

Capitalization of assets is important to the university because assets and depreciation are reported on the university’s financial statements.

Capital Asset Management has several standard operating procedures that a) help to ensure assets are correctly capitalized b) assets information is properly maintained. Click here for details.
TIME Implementation

Question: What is the difference between synchronous and asynchronous recording of time worked?

Answer from Dean Barrett, TIME manager, explains the difference and deadlines:

"In the TIME system, there are two methods to record the hours you have worked: synchronous and asynchronous. For all campuses, the university decided that Hourly positions would clock in and clock out to record hours (synchronous). For appointed Biweekly Staff positions, each campus made independent decisions as to whether these employees would record hours worked by entering the blocks of time manually (asynchronous) or use the synchronous method.

"Depending on your department, or the type of work you do, you may log in to your timesheet through a kiosk (a dedicated machine for accessing your timesheet) or on a computer at your desk via OneStart. All calculations of hours worked and overtime (hours over 40 in a week) are handled by the TIME system so employees just need to record the hours worked. Biweekly employees (whether synchronous or asynchronous) also have the ability to record Vacation and Sick by editing the timesheet and adding these blocks manually. It is important to note that synchronous employees can only report "regular" hours worked by using the clock in/out buttons. If a correction is needed to any time worked the TIME Approver for that assignment must be contacted to make the change.

"Most campuses have been given a 12/31/2008 deadline to have all Hourly and Biweekly employees using the TIME system. Please contact your campus payroll office to find specific deadlines for your department. If you have suggestions for improving the TIME system or want to be part of a campus user group please contact me directly."

Other FMS News

It is with regret for FMS, but delight for Anna, that we announce that Anna Jensen, Director of Accounts Receivable, Auxiliary Accounting, Capital Assets, and Student Loan Administration, has accepted a full-time teaching position with the Kelley School of Business. Anna has been a huge contributor to FMS and Indiana University in the years that she has been with us. Her dedication to the job, IU and accounting has served all of us well over the last decade. Her last day with FMS will be August 22.

The Fiscal Officer Development Series (FODS): 2008-09 schedule is now available. This series is by invitation only and if you are interested contact Mardi Leonard for more information.
Other News of Interest

Welcome: University of Toledo Vice President Dawn Rhodes was named vice chancellor for finance and administration at IUPUI. She assumed her new duties in June. She succeeds Robert Martin who served as vice chancellor for administration and finance since 1995.


Block IU Last Updated 8/18/2008
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