PDF version of this newsletter

Expanded FMS Training

FMS Training 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.

KUALI

IU Kuali Website
A new website has been created to communicate the Kuali project to the university community, http://kuali.iu.edu/.This site has information about the two initial Kuali products, Kuali Financial System (KFS) and Kuali Coeus Research Administration (KC), currently scheduled to be implemented at IU over the next 2 years.

Interested IU faculty and staff can visit the website to find details of the IU Kuali implementations, as well as links to the overall Kuali project and related news. In addition to descriptions of the organizations, deliverables, governance, and the project timelines, there will be links to documentation, and training. A glossary is provided, as well as Frequently Asked Questions and a form for feedback.

KFS Timeline Update
The timeline for the IU KFS implementation has been formally announced. Calendar year 2011 will see IU’s Financial Information System (FIS) replaced with KFS for all users.  All EPIC users will begin using KFS for all purchasing business late in 2011 as well.  The complete project timeline can be seen at:  http://kuali.iu.edu/kfs/project_timeline.shtml

Payroll

Important Notice about International ACH/Direct Deposit
Due to new banking regulations, beginning September 18, 2009, funds electronically deposited via Automated Clearing House (ACH) in a U.S. bank and then forwarded to a non-U.S. bank are required to include additional information that is not currently being collected. Until this additional information can be obtained, payments of this nature must be paid by paper check or will be rejected by the ACH network. Click here for full details.

Departmental Payroll IUIE Reports
Fiscal officers and payroll processors: To access your departmental payroll IUIE reports, the link is payroll/iuie_payroll_report_steps.asp. There are a dozen reports you can access with detailed instructions on what each report is and how to access it.

Auxiliary Accounting

Dates regarding FY2010 Q2 Variance Analysis are as follows:

• Friday, January 29th:  Variance Analysis due from orgs to Auxiliary Accounting (fmsaux@indiana.edu)
  
• Friday, February 5th:  Follow-Up questions will be distributed to orgs regarding their Variance Analysis.
  
• Friday, February 12th:  Answers to follow-up questions due from orgs to Auxiliary Accounting (fmsaux@indiana.edu).

Accounts Payable

Announcement: 9041 Reports in IUIE are designed for monitoring EPIC Activity

This notice describes improved 9041 reports and new 9041 reports available to you in IUIE. When Accounts Payable / Accounting Services approves a payment request the accounting string is credited using 9041 as the object code for Accounts Payable Liability. When Accounts Payable / Accounting Services approves a credit memo the accounting string is debited using 9041 as the object code for Accounts Payable Liability. The credit / debit entry is reversed when the disbursement is made via ACH or check. When the payment cycle is completed the 9041 balance for the transaction is zero. The suite of 9041 reports will enable the user to monitor liability entries.

Click here to read about the two sets of 9041 reports (5 reports each). Please use these reports to benefit your 9041 reporting and reconciliation. Questions can be directed to Charlie Sinex, FMS Accounts Payable, at csinex@indiana.edu.

New in OneStart for Tax Year 2009

Indiana University is now offering students the option of receiving IRS Form 1098-T (Form), Tuition Payment Statement, through OneStart Student Self-Service with student consent. The Form will be available as a PDF to download or print mid-January. The financial details for each amount on the form will also be available. Please read more about how to “opt-in” for electronic delivery and granting access to a 3rd party at 1098-T  FAQs page and Form 1098-T Electronic Consent and Retrieval.

Third-party access is a OneStart role that IU students can assign to any person(s), such as a parent or guardian, to whom they wish to grant access to their personal information available through the Student Self-Service section. They can assign third-party access to as many persons as they wish (e.g., both parents). Note: Third-party access is read-only for all information.

Students can allow third-party access to the following information available through the Student Self-Service section:

• Holds on My Record
• Grades
• Unofficial Transcript
• Class Schedule
• Final Exam Schedule
• View and Download 1098-T
• Financial Aid Award
• Financial Aid Award Summary
• Personal Info such as addresses and phone numbers

W-2 Timeline

Our W-2 data file has been sent to the vendor for processing with an expected production date (online availability) in W2express for 1/19.

Mailing for printed W-2’s is expected to begin 1/26.

For detailed information on how to retrieve a duplicate W-2 see W-2 Electronic Consent and Retrieval. If you are unable to retrieve your tax statement through W-2eXpress, you can request a duplicate copy after February 10, 2010, through our duplicate tax form in OneStart.

Tax Form Forecast

The Indiana University Tax Department is committed to issuing the year-end tax statements as accurately and promptly as possible. Although the IRS allows issuers until January 31st to "timely file" most year-end tax statements, we understand your interest in gathering the necessary paperwork early to possibly file for an income tax refund or complete the FAFSA. We appreciate your patience as our staff work diligently to prepare almost 200,000 year-end tax statements. To see your tax forecast visit www.fms.indiana.edu/tax/forecast.asp which reflects anticipated issue dates for all 2009 tax forms.

W-2 Sign-up Online

Did you know you can get your W-2 tax statement online? Register today!

Form W-2 is the Wage and Tax Statement employees receive from IU each year. The W-2 contains important tax information that is used in the preparation of Individual Federal and State Income Tax Returns.

Choosing the electronic delivery option removes the risk of your Form being delivered to an outdated address or being lost or stolen. Not only does it provide a more immediate and secure delivery of the Form, your choice of the electronic delivery also helps IU leave a ‘greener’ footprint. To learn more and register to receive your W-2 tax statement online go to http://www.fms.indiana.edu/tax/w2/w2express.asp

For monthly paid employees, your 2009 W-2 form does not include your December payroll paid on January 4, 2010.

That will be included on your 2010 W-2, however, your December 2008 paycheck is included on your 2009 W-2 form. W-2 income is based on when payment is made, not earned.

The FMS tax web pages have much to offer at Tax Forms and Publications.Check it out! Link to our university exempt forms page where you can download our IRS determination letter that describes us as a 501(c)(3) organization and access to the sales tax exemption certificates for purchases in IN and other states. Please add these links to your websites.

FMS Staff Changes

Capital Assets: Jim Adkins began working in FMS as the Capital Assets Manager in mid-October, replacing Christina Nikirk. Prior to this position, Jim worked at Boise State University as a Senior Grants Accountant and at Supervalu Inc. as an Accountant. Jim has experience working with capital leases and is familiar with the inventory regulations surrounding colleges and universities. We are excited to have him on our team.

Jim will be the primary contact for all plant fund accounting issues. We do ask that individuals continue to send general capital asset questions to our group email fmscams@indiana.edu account to ensure the most timely response.

TIME: Dean Barrett has moved to the IU Alumni Association. His primary TIME duties are being covered by Mike White and Kyle Trinkle.