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Office of Fiscal Affairs

Office of Fiscal Affairs

Financial Procedures

Financial Procedures

Accounts Receivable Billing Request  

According to Policy I-490 Non-Student (External) Accounts Receivable, Annual Write-off Report, departments cannot create/use their own invoice for billing non IU entities for goods or services. The FIS Accounts Receivable System must be used for this purpose. To accommodate this type of billing, the department must complete the Accounts Receivable Billing Request form and email the request to the Office of Fiscal Affairs, [[fisaffnw]], for processing. Fiscal Affairs will create the invoice and return the invoice to your office for mailing/distribution.

For further information contact the Fiscal Affairs Administrative Assistant at (219) 980-6708.

Amazon Ordering Procedures  

All orders with Amazon.com will be processed centrally through Fiscal Affairs.  Although Amazon is not one of our preferred vendors, there are certain rare instances where you may find it necessary to order with them.  Per a recent directive from IU's Office of Procurement, all Amazon orders must follow the "Amazon Tax Exemption Program and Purchase Delegation".  In order to comply with this program, the decision has been made to route all IUN Amazon order requests to Fiscal Affairs.

1. Complete all information requested on the Amazon P-Card Request Form; obtain the account manager's signature.

2. Email to Karen Peterson in Fiscal Affairs, [[fisaffnw]].

When the charges are processed, Fiscal Affairs will update all account and object code information from the information provided on the form, and then route the document to the PCDO delegate for that account. 

Disbursement Voucher  

  1. Initiate the disbursement voucher as per instructions.
  2. Unless FMS Tax Area defaults to the document, select FMS-Bloomington as the Documentation Location for all disbursement vouchers except those created using the following payment reasons:
    • Travel Payment for a Non-employee
    • Travel Payment for Prepaid Travel
    If one of these two payment reasons is chosen, then select Travel Management as the Documentation Location.
  3. Print the DV cover sheet.
  4. Do not print and include a copy of the Disbursement Voucher with the documentation to IUAP.
  5. Only original, detailed (with date, name of vendor, itemized list of items purchased, cost of each item, etc.) receipts will be accepted.
  6. Tape all small receipts to an 8-1/2" x 11" sheet of paper. It is acceptable (and desirable) to fill a single sheet of paper with as many small receipts that will fit. A rule of thumb for defining a "small receipt" is any receipt that is smaller than 8-1/2" x 5-1/2". If the receipt does not fit on the page, cut the receipt (not destroying any information) and tape to the same sheet of paper.
  7. Under no circumstances is the payee's social security number to appear on any documentation forwarded to IUAP.
  8. Write the disbursement voucher document number on all supporting documentation.
  9. Forward documentation to IUAP using the FMS AP Documentation Upload tool for DV and P-Card Paperwork Only.
    The unit is responsible for retaining original paperwork for one (1) fiscal year plus the current fiscal year.
  10. Tax-related documentation should be forwarded to IUAP separately in support of creating a DV type vendor in EPIC. If either a PO type vendor or a DV type vendor exists, then no additional W-9 documentation should be collected unless a trade name not yet documented is being documented or a tax ID is being corrected. An EPIC search should be conducted first. Then if the vendor/payee/tax ID does not exist in EPIC "Create a vendor" link will be used to create the vendor. That process generates a cover sheet that instructs the initiator where to send tax documentation. (Other than creating a vendor or documenting a change, tax documentation should not be collected and should not be forwarded.)
Hospitality Request Form  
  1. Complete the Hospitality Request Form for all hospitality-related expenses. This form should be completed online, printed, and signed by the required approvers at least two (2) weeks prior to incurring the hospitality expense.  For auditing purposes, a written explanation must be provided for any Hospitality Request Form that is received less than two weeks prior to the scheduled event date.
  2. The NW campus limits for candidate recruitment are as follows:
    • Breakfast:  $11.50 per person
    • Lunch:  $11.50 per person
    • Dinner:  $23.00 per person
    • Table of 4:  candidate and 3 others

    Any additional expenses should be funded by the Indiana University Foundation. Contact the Office of Development for additional information.

  3. Follow the University Policy FIN-ACC-I-50 relating to Allowable Hospitality Expenses available in full form.
  4. Object Code 4025 should be used.  Follow the University Policy FIN-ACC-I-50 mentioned in step 3 for exceptions that apply. 
Hospitality Process on a DV  
  1. Initiate the disbursement voucher as per instructions.
  2. Unless FMS Tax Area defaults to the document, select FMS-Bloomington as the Documentation Location for all disbursement vouchers except those created using the following payment reasons:
    • Travel Payment for a Non-employee
    • Travel Payment for Prepaid Travel
    If one of these two payment reasons is chosen, then select Travel Management as the Documentation Location.
  3. Print the DV cover sheet.
  4. Do not print and include a copy of the Disbursement Voucher with the documentation to IUAP.
  5. Include the approved Hospitality Request Form in the supporting documentation submitted to IUAP.
  6. Only original, detailed (with date, name of vendor, itemized list of items purchased, cost of each item, etc.) receipts will be accepted.
  7. Tape all small receipts to an 8-1/2" x 11" sheet of paper. It is acceptable (and desirable) to fill a single sheet of paper with as many small receipts that will fit. A rule of thumb for defining a "small receipt" is any receipt that is smaller than 8-1/2" x 5-1/2". If the receipt does not fit on the page, cut the receipt (not destroying any information) and tape to the same sheet of paper.
  8. Under no circumstances is the payee's social security number to appear on any documentation forwarded to IUAP.
  9. Write the disbursement voucher document number on all supporting documentation.
  10. Forward documentation to IUAP using the FMS AP Documentation Upload Tool for DV and P-Card Paperwork Only

    For reference - Procedure for DV Supporting Documentation in KFS for any questions.

    The unit is responsible for retaining original paperwork for one (1) fiscal year plus the current fiscal year.
Hospitality Process on a Procurement Card  
  1. Include the approved Hospitality Request Form in the supporting documentation submitted to IUAP.
  2. Only original, detailed (with date, name of vendor, itemized list of items purchased, cost of each item, etc.) receipts will be accepted.
  3. Organize and number the documentation in the order in which the charge appears on the US Bank statement.
  4. Tape all small receipts to an 8-1/2" x 11" piece of paper. It is acceptable (and desirable) to fill a single sheet of paper with as many small receipts that will fit. A rule of thumb for defining a "small receipt" is any receipt that is smaller than 8-1/2" x 5-1/2". If the receipt does not fit on the page, cut the receipt (not destroying any information) and tape to the same sheet of paper.
  5. Number the P-card statement to correspond with the numbered documentation.
  6. Forward documentation to IUAP using the FMS AP Documentation Upload Tool for DV and P-Card Paperwork Only

    For reference - Best Practices for P-Card Supporting Paperwork Upload for any questions.

The unit is responsible for retaining original paperwork for seven (7) fiscal years plus the current fiscal year. Departments choosing to submit procurement card supporting paperwork via the upload tool will retain the original papers for audit requirements for the retention period upon which time the paper should be purged in a secure manner.

Procurement Card  
  1. Only original, detailed (with date, name of vendor, itemized list of items purchased, cost of each item, etc.) receipts will be accepted.
  2. Organize and number the documentation in the order in which the charge appears on the US Bank statement.
  3. Tape all small receipts to an 8-1/2" x 11" piece of paper. It is acceptable (and desirable) to fill a single sheet of paper with as many small receipts that will fit. A rule of thumb for defining a "small receipt" is any receipt that is smaller than 8-1/2" x 5-1/2". If the receipt does not fit on the page, cut the receipt (not destroying any information) and tape to the same sheet of paper.
  4. Number the P-card statement to correspond with the numbered documentation.
  5. Forward documentation to IUAP using the FMS AP Documentation Upload Tool for DV and P-Card Paperwork Only

For reference - Best Practices for P-Card Supporting Paperwork Upload for any questions.

The unit is responsible for retaining original paperwork for seven (7) fiscal years plus the current fiscal year. Departments choosing to submit procurement card supporting paperwork via the upload tool will retain the original papers for audit requirements for the retention period upon which time the paper should be purged in a secure manner.

Contact Us

Office of Fiscal Affairs
IU Northwest
3400 Broadway
Conference Center 107
Gary, IN  46408
Student Accts: 219.980.6622
Admin Asst: 219.980.6708
FAX: 219.980.6670
[[fisaffnw]]