Payroll Processor Quick Links


Payroll Standard Operating Procedures:

Please review the list of Payroll Standard Operating Procedures developed for consistency across all university units:

If you have any questions regarding the Standard Operating Procedures (SOPs), please contact FMS Customer Service either through our FMS support form or by phone at (812)855-0375.


Policies related to Payroll

You can review university wide policies related to payroll and general finance on the Indiana University Policies page.


Access to Payroll Information and Training

Requirements for HRMS Payroll Voucher Access

An IU employee needing access to process payroll must complete the following three steps. Anyone who is a Fiscal Officer or Fiscal Approver will not be allowed HRMS payroll voucher access.

  1. Attend the required basic payroll training session: HRMS Electronic Payroll Voucher. Prospective payroll processors can register for a session at HRMS Training Registration Page.
  2. Complete the HRMS compliance forms, HRMS Data Use Tutorial and FERPA Tutorial, at HRMS User Access form. Select “Add a new user,” then “Payroll Voucher Processor,” and then complete and submit the form. These should be completed prior to the person attending training.

Accessing Departmental Payroll IUIE Reports

Steps for Accessing Departmental Payroll IUIE Reports

  1. Navigate to University Human Resources' HRMS/IUIE User Access Request page.
  2. Choose: "Modify an existing user’s information"
  3. Choose user’s access role: "Payroll Voucher Processor" or "Fiscal Approver w/IUIE reporting"
  4. Click on box at the top "Add IUIE Reporting to this user?" Complete the form.
    • In the section “What IU Information Environment access do you require?” click on box labeled "IUIE-Payroll Departmental Reports"
  5. In the comments section, type: Adding IUIE reporting
  6. Submit the form. You will be notified when the access is available.

How to Access Departmental Payroll IUIE Reports

IUIE Path: Master Catalog: Departmental Reporting > Payroll Reports-Departmental

for more information regarding each report available, please review the Departmental IUIE Report support page.

For assistance in completing the forms, contact FMS Customer Service through the FMS Support Form or call (812)855-0375.


Payroll Voucher Documentation

Biweekly payroll vouchers become available the final Thursday of the pay period. However, do not modify until Time information has been imported to HRMS on Sunday after the close of the pay period.

Monthly payroll vouchers become available around the 10th of each month.

Payroll vouchers can be accessed by searching for "HRMS" in the One.IU search bar.

Please review the attached guides for more information on payroll vouchers and adjustment vouchers.

Payroll Training PowerPoint Slides: Reference this document to identify some basic how-to's and a refresher on material covered in the Payroll Essentials class hosted by FMS.

Monthly Payroll Standard Operating Procedures: Reference this document for procedural guidance when reviewing your monthly Vouchers.

Biweekly Payroll Standard Operating Procedures: Reference this document for procedural guidance when reviewing your Biweekly Vouchers.

For more assistance with payroll vouchers, please contact your department's payroll processor representative or submit a FMS Support form.


Paperless New Hire Procedures

The Paperless New Hire process allows new employees to complete their payroll forms online. With this paperless process, departments will no longer collect the paper direct deposit, federal tax withholding (W-4), or state tax withholding (WH-4) forms.

New employees will receive email notifications prompting them to complete their payroll forms online.  The new employee will receive their email notification prior to or shortly after their first day of work depending on when their hire eDoc is saved to PeopleSoft.  A nightly process will identify new hires that do not have other active jobs and send a notification email to either their new IU or non-IU email address.  This includes new hires who have previously worked at IU.

For additional information please reference the Paperless New Hire FAQ.

New Hire Email Process

new-hire-email-flow-chart.gif

Paperless New Hire Welcome email examples:

Welcome email sent to an IU email

Name: New Employee
University ID: 0000000000
Department ID: XX-XXXX

Welcome to Indiana University from the payroll department!

To ensure you are paid in a timely and accurate fashion there is some information we need from you.

  1. Visit the New Employee Portal and complete your Direct Deposit, W-4, WH-4, and Electronic W-2 Consent forms.
    • NOTE: If you are a visa holder, you will not be able to complete the W-4 and WH-4 forms online. Please see below.**
  2. Complete each action item that contains a red “enter now” button under the status before or during your first week of work.
  3. A green checkmark will replace the red button once successfully completed.
  4. View the Health Insurance Marketplace Notice for basic information about options available under the Affordable Care Act.
  5. Be sure to check the New Employee Portal again after receiving your first paycheck to verify your withholdings and deductions are correct.

Use the OneStart Employee Center to view/edit your employee information (including above data) and access your paycheck detail.

If you have questions or require assistance, use the FMS Support Form (or contact your campus payroll office).

We appreciate the opportunity to serve you!

**All employees with a visa are required to complete the International Tax Questionnaire in order to ensure proper taxation instead of tax forms online. If you have any questions about completing the form, please contact taxpayer@indiana.edu.

Welcome email sent to non-IU email

Name: New Employee
University ID: XXXXXXXXXX
Department ID: XX-XXXX

Welcome to Indiana University from the payroll department!

To ensure you are paid in a timely and accurate fashion there are a few things we need you to do. The first is to create your IU Network ID and email accounts. Go to http://itaccounts.iu.edu and do the following:

  1. Select "Create my first IU computing accounts"
  2. Enter your last name, birth date, and 10 digit University ID number (found above)
  3. Read through and agree to the policies for IT account use
  4. Select the type of email account you would like
  5. Create your IU passphrase
  6. Enroll in the Self-Service Passphrase Reset system

Once those steps have been completed, it will usually take up to 24 hours before all of your accounts are active in the system.

  1. Visit the New Employee Portal and complete your Direct Deposit, W-4, WH-4, and Electronic W-2 Consent forms.
    • NOTE: If you are a visa holder, you will not be able to complete the W-4 and WH-4 forms online. Please see below.**
  2. Complete each action item that contains a red “enter now” button under the status before or during your first week of work.
  3. A green checkmark will replace the red button once successfully completed.
  4. View the Health Insurance Marketplace Notice for basic information about options available under the Affordable Care Act.
  5. Be sure to check the New Employee Portal again after receiving your first paycheck to verify your withholdings and deductions are correct.

Use the OneStart Employee Center to view/edit your employee information (including above data) and access your paycheck detail.

If you have questions or require assistance, use the FMS Support Form (or contact your campus payroll office).

We appreciate the opportunity to serve you!

**All employees with a visa are required to complete the International Tax Questionnaire in order to ensure proper taxation instead of tax forms online. If you have any questions about completing the form, please contact taxpayer@indiana.edu.


Direct Bank Deposit Information

For each pay period, Indiana University produces a computer file containing a record for each participating faculty and staff member. The record identifies each employee's net deposit amount, financial institution and account number.

Indiana University sends this file electronically to our financial institution which, in turn, submits it to the Automated Clearing House (ACH) system. There the deposits are sorted and electronically forwarded to your financial institution for credit directly to your account on payday.

Instructions to set up Direct Bank Deposit for your paycheck

Direct deposit information cannot be entered until an employee has been hired in the Human Resources Management System and all EDocs approved. Your hiring department will tell you when you can officially begin using online direct deposit.Have a check or savings account information in front of you to begin your set up. While all necessary information is on your current checks, you will have to get the bank's Transit Number for savings accounts in addition to your account number. You must be absolutely sure of your bank numbers and all accounts you wish to add to your Direct Deposit. Validation of the bank will show on screen but not on personal account numbers.

Warning: If you accidentally type in the wrong account number, your paycheck could be deposited into someone else's account, or not be deposited at all. Please double-check your data entry before saving your direct deposit request.

Log in to One.IU. Enter your user name and password into the Central Authentication Service system screen and click on the login button.

In the search field, enter "Employee Center" and click on the Employee Center tile in the results. Employees can access Direct Deposit Services in the Payroll Information section.

On the Direct Deposit Services page click on the Payroll button after reading the statement below it.

You should now see a window titled Direct Deposit followed by your name directly underneath. Set up one or more accounts using the Add Account button and then checking the Payroll: Authorization (ACH Credit) statement box at bottom of page.

If you are new to direct deposit, you will see field names but no information will be in the lines.

Change Direct Bank Deposit in One.IU Empoyee Center

In the Payroll Information window, click on the Direct Deposit link. In Direct Deposit Services window, click on Payroll button to get to your Direct Deposit information page with your name on the second line. You will see your current banking information.

Click on the Edit button next to each account listed. TYPE OVER the existing account(s) with your new banking information.

You must scroll down to: "I agree to the above terms and conditions by checking the box" where you must check the box. Then click on Save button under the Distribution Instructions section.

You will see a confirmation box telling you that your change was successful. You will also get an email stating that your IU Direct Deposit account distribution has changed.

New Employees and anyone picking up a paper check: An email is sent directly to you telling you to pick up your paycheck at your campus payroll office. The paycheck may be picked up by either the employee or departmental Fiscal Officer. Anyone picking up a paycheck must present a picture ID. Employees also need to bring banking information to sign up for direct deposit.

Indiana University automatically issues paycards to employees who have not signed up for direct deposit prior to their second paycheck. This affects both current employees who have not enrolled in direct deposit and new hires. All faculty and staff who have not enrolled in direct deposit no longer receive a paper paycheck mailed to their homes. Instead, they will have the choice of enrolling in direct deposit or receiving a paycard after receiving one paper paycheck.

The paycard will be issued and held in the campus payroll office to be picked up by either the employee or departmental Fiscal Officer. Be prepared to present a picture ID. The paycard can be used at any ATM to withdraw cash or at any vendor who accepts PIN based transactions. Employees can also withdraw all their funds at any US bank that accepts Visa. Those employees who do have bank accounts can transfer funds from the debit card directly to their bank account online.

To Stop a Pending Direct Bank Deposit:

There may be situations where a direct bank deposit needs to be stopped. The Stop Pending Direct Deposit Transaction form must be filled out and received by your payroll department as soon as you are aware of the situation. Payroll can then request a stop or a reversal on a DD record if it is at least 2 business days prior to the check date.

The Stop Direct Deposit Terminology link below explains when a STOP, REVERSE or RECLAIM can occur for a Direct Deposit (DD) on an IU Paycheck.

Defining Stop, Reversal, and Reclaim for Direct Deposit

Stop

Payroll can request a stop on the DD record if it is at least 2 business days prior to the check date. A STOP implies that the transaction well be deleted before the file is sent out to individual banks. It should be safe to issue a replacement check.

Example: When the biweekly (BW) payroll closes August 4th, the file will be created with an effective date of August 11th. If we need to STOP a DD transaction on Monday, Tuesday, or Wednesday (August 7th, 8th, or 9th), we should be able to STOP the record and have it returned to IU. Our experience has been that Wednesday can sometimes be problematic, but we will know be the confirmation from the bank.

Reversal

Payroll can request a REVERSAL on the DD record if it less than two business days of the check date. A REVERSAL implies that it be returned. You MAY NOT issue an online replacement check until IU receives the confirmation and credit that the transaction has been returned. Most likely this will be after the pay date.
On occasion, we have requested a REVERSAL after the check date. That can only be done with the cooperation of the employee. After the effective date, we have no authority to request the transaction.
The most important thing to remember is if we stop the DD transaction, the employee MUST be notified that they will not have a DD on pay day.
You will be notified when the employee's money has been returned to IU and the if needed, you can do the adjustment voucher for corrected pay.

Reclaim

This will only apply when the employee is deceased.

 

For all three situations, the employee's payroll processor must fill out the Stop Pending Direct Deposit Transaction form and send to: FMS Customer Service, Poplars 527 or it can be faxed to (812)855-1879.

Reissue of paychecks is done through Cash Control's Check Status and Stop Payment workflow document.

Discontinue Direct Bank Deposit for Future Paychecks

Direct deposit of payroll payments is required by Indiana University. If you need to discontinue direct deposit of your payroll payments, please contact FMS Customer Service to discuss your situation.


HRMS Earn Types, Pay Groups, and Other Earn Codes

Please review the UHRS Personnel Policies to determine the appropriate earn code usage.

HRMS General Payroll Earn Types: Comprehensive list of general HRMS earn types presented in an Excel spreadsheet broken down into four pages of codes:

  • Tab 1: Attendance
  • Tab 2: Additional Pay
  • Tab 3: Regular Pay
  • Tab 4: Non-Cash Fringe Benefits

Access each code group through the tabs at the BOTTOM of the Excel worksheets.

HRMS Pay Groups

Pay Groups are payroll schedules and voucher groupings for different employee pay types. Below is a list of the various pay groups and their corresponding regular earning codes.

Paygroup Description Reg Earn Type
A10 Academic 10 Pay RGA
A12 Academic 12 Pay RGA
AOE Academic Overtime Eligible RAO
AS0 Academic Student 10 Month CRS
AS2 Academic Student 12 Month CRS
BW1 Biweekly Staff RGN
BWP Biweekly Professional Staff RBP
FEL Fellowship FEL
FNR Fellowship Nonresident Alien FL5
HRA Temporary Americorp RGH
HRR Temporary RGH
HRX Temporary Appointed Stagehand OCC
HRO (not assigned currently) OOR
HRP Temporary with Retirement RGP
HRW Temporary Workstudy RGW
RES Resident/Appointees RGR
RET Retirement--No Pay NOP
S10 Staff 10 Pay REG
S12 Staff 12 Pay

REG

For additional information, please review the Pay Group Excel spreadsheet.


Labor Distribution Object Code Tables

Below are listings of the object codes associated with each group type of employees at Indiana University.

Labor object codes

Object

Description

Codes

2000

Academic Salary - AC1

GFR

2010

Academic Summer Session Salary

GFN

2170

Academic Overload

NFN

2200

Administrative Supplement

NFN

2290

Resident/Interns - RES

NFN

2300

Academic Adjunct Salary-AC2

NFN

2310

Academic Adjunct Summer Salary - AC2

NFN

2331/2332

Grad Work Study - Community Service - WSG

NNN

2333/2334

Grad Work Study Com Serv - Non Student

NFN

2340/2341

Grad Work Study Reading Tutor - WSG

NNN

2342/2344

Grad Work Study Read Tutor - Non Student

NFN

2350

Student Academic Assistant Salary - AC3

NNN

2360/2361

Student Academic Work Study Salary - WSG

NNN

2362/2364

Student Aca Work Study - Non Student

NFN

2370

Student Academic Summer Salary - AC3

NNN

2390/2391

Grad Work Study Community Service 90% - WSG

NNN

2392/2394

Grad Work Study Com Serv 90% - Non Student

NFN

2400

Exempt Monthly Staff Salary - S10/S12

GFR

2450

Monthly Staff Terminal Pay - S10/S12

NFN

2480

PAO/PAU Overtime Eligible - BWP

GFR

2500

Non Exempt Biweekly Staff Salary - BW1

GFB

2550

Non Exempt Biweekly Staff Terminal Pay - BW1

NFB

3000

Temporary Regular - HRR

NFN

3050

Temporary with Retirement - HRP

NFB

3100

Staff Premium Hours

NFB

3150

Temp w/Retirement Premium Hours

NFN

3200

Staff Overtime Hours

NFB

3205

Salaried Overtime Hours - .50 rate

NFB

3210

Non-Eligible Overtime Hours

NFB

3250

Temp w/Retirement Overtime Hours

NFN

3300/3301

Work Study Community Service Hours - HRW

NNN

3302/3304

Work Study Com Ser - Non Student

NFN

3390/3391

Work Study Community Service Hours 90% split-HRW

NNN

3392/3394

Work Study Com Ser 90% - Non Student

NFN

3400/3401

Work Study Earn Indiana - HRW

NNN

3402/3404

Work Study Earn Indiana - Non Student

NFN

3500

Temporary Student Hours - HRR

NNN

3600

Student Premium Hours

NNN

3700

Student Overtime Hours

NNN

3800/3801

Work Study Undergrad Hours - HRW

NNN

3802/3804

Work Study Undergrad - Non Student

NFN

3850/3851

Work Study Undergrad For Profit

NNN

3852/3854

Work Study Undergrad For Profit - Non Student

NFN

3950/3951

Work Study ReadingTutor Comm Serv Hours - HRW

NNN

3952/3954

Work Study Reading Com Serv - Non Student

NFN

3960/3961

Work Study Math Tutor Comm Serv Hours - HRW

NNN

3962/3964

Work Study Math Tutor Com Serv - Non Student

NFN

3970/3971

Work Study Com Serv Emrgncy 90% - HRW

NNN

3972/3974

Work Study Com Serv Emr 90% - Non Student

NFN

4580

Supplemental/Additional Pay

NFN

4581

Foreign Honorarium

NNN

4582

Retired

NNN

4588

Reward Additional Pay (INP)

NFN

4590

Supplemental/Additional Student Pay

NNN

5070

Moving Supplemental

NNN

5400

Fee Remission

NNN

5820

Fellowships

NNN

5821

Fellowships Reportable

NNN

 

Codes Description Object 11/12 Rate 12/13 Rate 13/14 Rate 14/15 Rate 15/16 Rate
G Fringe Benefits 5625 19.22 20.41 21.14 18.40 18.30
F FICA/Medicare  5760 7.05 7.00 7.00 6.91 6.91
B Retirement - Non Exempt Biweekly 5773 10.96 12.65 15.11 14.26 13.00
R Retirement - Exempt Monthly 5772 15.73 15.93 15.58 14.45

13.89

E Retirement - C&G Accts - REMOVED 7/1/2011 5772 15.73 15.93 15.58 14.45

13.89

N No Benefits 5760 0.00 0.00 0.00 0.00 0.00