Service Billing (SB)

1. Service Billing (SB) • Service Billing (SB) document found in FIS • Does not seek approval • Is used by an auxiliary unit (IMU) • Does route as FYI only based on routing set up in FIS • Allows the billing unit to enter many entries on one document

2. Continuation Accounts • Every RC and several departments have a continuation account 23-XXX-89 • Why---early with the creation of FIS several folks wanted the FIS to expire accounts • We found that expiring accounts did not stop expenses still hitting an account

3. Continuation Accounts • We decided that a continuation account would be created that would assume expenses from an account that has expired • We soon learned expiring an account did not make an account go away • We can now “close” an account but once that is actually done we can never open again

4. Continuation Accounts • How it Works • Generally the continuation accounts work with the expiration/closing of a C&G account. • Once the account expires any charges for the expired account then automatically hits the continuation account

5. Continuation Accounts • What do I do when charges hit the continuation account? • We want the continuation account to be in and out • Once expenses hit the continuation account please DI or GEC the expense from the continuation account to the appropriate account to assume the expense

6. Continuation Account • If an account is expired and salaries are still associated with the expired account what happens • The salary expense is hitting the continuation account – a salary transfer (ST) needs to be created to move the expense from the expired account

7. Continuation Account • A “Maintain Funding” edoc needs to be created to change the funding from the expired account to a different account or other appropriate action for the personnel

8. Continuation Accounts • During Budget Construction if you are budgeting salaries to a C&G account that is soon to be expired (the system will provide you a reminder) you can go ahead

9. Continuation Account • And budget the salary but BE AWARE that if you do not change the funding account for the personnel the salaries will hit the continuation account when the account has expired • Questions?

10. Access to IU Systems • One-Start • Services (2nd tab on top) • Administrative Systems (on the left side) • Data Access (on the left side) • Access to • FIS, HRMS, EPIC, SIS, TIME and IUIE

11. Routing • FIS • Special routing Can be established at the org level • To do this create “review hierarchy” in FIS • One can approve/review any type of document in FIS or “All” • Can have multiple levels of routing at the org levels • Account to org to RC to Campus to University

12. Routing • FIS • Documents route based by account (default) • If no special set up doc will route direct to fiscal officer • Can set up delegates • Delegates can be set up by document type or “All” • Workgroups is also an option

13. Routing • HRMS • Routing is based on the position • All positions are tied to an org therefore the routing is based on the org • Approvers are created in FIS—Organization document houses the personnel approver and fiscal approver • Delegates can be assigned to each of these roles

14. Routing • If delegates are desired • In One-Start – Workflow we can assign a delegate for the personnel approver or the fiscal approver

15. Routing • Different types of routing for HRMS • Fiscal Approvers and Personnel Approvers receive for approval “everything”

16. Routing • We can set up “optional” routing afterwards at the “org” level and can customize to be specific to pay group, plan group and doc type

17. Routing • Routing in HRMS can also be by Workgroup • Workgroups --- the persons in this group all will get the same document only one can approve

18. Routing • If a delegate in HRMS how do I get the documents to approve • Go to your action list • At the top you will have a pull down “choose secondary delegation” • Pick a name that is list – click • Your action list will then be filled with “Jane Doe’s” document you are then free to approve

19. Routing • EPIC • Similar to FIS if no routing has been created all Requisitions and Payment Request will go directly to Fiscal Officer • If a delegate is desired we go to FIS and create the delegation either for “all” or for “REQS” or “PREQ”

20. Routing • We can have one (1) primary delegate and several secondary delegates • We can have approvals at • Sub account level • Content approver • Org level

21. Routing • EPIC special routing is creating in One-Start using Workflow • Workgroups are also an option