2002–2003 Year-End Closing

Ghost Employment Alert!

Ghost Employment occurs when you employ and pay an employee but that individual is not performing duties related to the operation of the employer. No employee is to receive salary or wages for work not performed in the exercise of duties for the institution.

There are instances when well intentioned plans to reward employees can turn into ghost employment. You cannot give “time off” above and beyond the IU policy for time off, even if it is a practice that you have applied to all employees. However, departmental functions that enhance peer interaction and collaboration within the unit are allowed during office hours if the time is reasonable and all employees are either required to be present at the function or are required to work if they wish not to attend the function.

IU Financial Policy I-30, Fiscal Misconduct. Indiana Code 35-44-2, "Perjury, False Reporting, Impersonation, and Ghost Employment” and HR Policy "Fiscal Misconduct/Ghost Employment," all address the issue of the implications of Ghost Employment. If you need assistance in interpretation of ghost employment, please contact your Human Resources Department, Financial Management Services or the Internal Audit Department.

YEC Newsletter Contents

Year-End Closing
Important facts about year-end closing.

Year-End Closing Schedule
Print off a copy of the year-end closing schedule and keep important dates close at hand.

Year-End Production Reports
Available reports during the year-end closing process.

CAMS Closing
Year-end closing notes for Capital Asset Management.

Contract and Grant Closing
Year-end closing information for Contract and Grant accounts.

Auxiliary Accounting
Year-end closing information for Auxiliary and Service accounts.

Accounts Receivable
Changes with Write-Off Receivables and other Accounts Receivable news.

Accounts Payable
Learn about a new change that may affect the date that your TOPS transactions are referenced in the General Ledger.

FIS/TP Documents
A number of documents are designed specifically for processing financial transactions after June 30.

Clearing Accounts
Emerging policy on the use of Clearing Accounts.

At a glance . . .

With this issue of the FMS Newsletter, we hope to provide our readers with information that will be helpful throughout the year-end closing process.

Checklist

Specific items that you should be aware of are discussed in the Year-End Closing.

Schedule

Included in this newsletter is a Year-End Closing Schedule. You may want to print out a copy so you can access it more easily.

Documentation

You can access and download a number of current FIS Support Documents in both HTML and Microsoft Word versions.

FIS Training

For information on FIS training, or to view class schedules, go to the FMS Training page.

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Feedback

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The FMS Newsletter Online serves the Indiana University community by keeping faculty, staff, and students informed about university financial policies, initiatives and changes in business practices, and updates and enhancements to the Financial Information System (the university-wide electronic financial transaction processing environment).

Last updated: 04/28/2003
Comments: FMS Help Desk
Copyright 2003, The Trustees of Indiana University