After you have identified the document, click on the appropriate icon under the heading "Route Log".  Look for the "Routing Status" and review the "Actions Taken" to determine the location of the document.  Clicking the question marks provide definitions and other helpful information.

• Level One approvals (required) -  eDocs will always route first to the required Fiscal Approver and Personnel Action Approver.  NOTE: If the Initiator is one of the Approvers, the document will be automatically approved for that role and will move to the next point in the routing. 
• Level Two approvals (optional) - If the department's eDocs have been set up to route to a Level Two approver or workgroup, the eDoc will then move to that approver, according to the Organization Hierarchy.  Examples of Level Two approvals would be the Departmental Chairman's Office and the Dean's Office, etc.  NOTE: If a Level One approver is also a Level Two approver, the eDoc will be automatically approved for both the Level One and Level Two roles and will move to the next point in the routing.
• Campus Level approvals (required) - After eDocs have routed through all Level One and Level Two approvals, they will move to the appropriate campus central office for final approval.  These include APPD (Academic Policies, Procedures, and Documentation) and Human Resources.
• Posting to PeopleSoft - After all approvals have been received, the eDoc will be posted to the official HR/payroll records in PeopleSoft.
• Acknowledgments (FYIs) - Immediately after the eDoc has been saved to PeopleSoft, Acknowledgments (FYIs) will be sent as established in the Optional Routing system.  In addition, Fiscal Officers of funding accounts not owned by an eDoc's Home Department should automatically receive Acknowledgments.

• Level One approvers -  The Fiscal Approver and Personnel Action Approver are the first level of approval in HRMS routing.  Since this is maintained within FIS (the university financial system), FDRS users can run a standard HRMS query to look up current approvers. 
• Level One delegates - Delegates for Level One approvers can be reviewed and assigned within the EDEN system.
• Level Two approvers and workgroups - Level Two approvers and workgroups can be identified within the EDEN system.  To change any Level Two approvers, contact Richard Strouse.
• Automatic Acknowledgements - Acknowledgements can be established for any Department ID.  The recipients will automatically receive Acknowledgements in their Action Lists for that Department ID and any ID's that fall beneath it in the Organization Hierarchy.  To set up Automatic Acknowledgements, contact Richard Strouse.

• Maintain Job Data  
  • Cancel a Transfer or a Promotion
  • Data Change (such as job status)
  • Change the expected return date of a leave (for example, an extension of a leave)
  • Change the job indicator (Primary vs. Secondary)
  • Correct the Pay Rate 
• Maintain Position 
  • Inactivate a position
  • Post a change due to a position review
  • Add a change due to a reorganization
  • Update position data (such as the title (non-academic only!))

   

• Post a promotion for a non-academic employee - Use Promote Employee
• Post an adjustment due to a promotion for an academic employee - Use Maintain Pay Rate
• Transfer an employee to a different Salary Plan - Use Transfer Employee
• Change pay due to a reclassification or adjustment - Use Maintain Pay Rate
• Correct a Pay Rate data error - Use Maintain Job Data

• SUMMER ONLY APPT - Used for Summer Only positions
• WEEKLY - Used for Full-Time 12 Month appointments
• WEEKLY-10 MONTHS - Used for Full-Time 10 Month appointments
• CONTRACT-10 MONTHS - Used for Adjunct (Part-Time) 10 month appointments
• CONTRACT-12 MONTHS - Used for Adjunct (Part-Time) 12 month appointments
• FELLOWSHIP 12 MONTHS - Used for Fellowships only (NOT Post Doctoral Appointees, Research/Associates, etc.) This is only used to create a position for Fellowship - you would have chosen the Job Code (000312 or 000311) for Fellowship if you were going to use this Work Period.
• RESIDENT/FELLOW - Used for Resident Appointee position numbers - this should only be used by after consulting with Nancy Baxter or Nancy Bechtel in House Staff Affairs.

• Half-time (50% FTE) = 20 standard hours
• 20% FTE = 8 standard hours (1 day/week)
• Teaching a 3 credit-hour course = 8 standard hours

• If the "Compensation Frequency" is hourly, then the "Comp Rate" will be the wages per hour.  
• If the "Compensation Frequency" is monthly, then the "Comp Rate" will be the salary per month.  
• If the "Compensation Frequency" is contract pay (the code "C"), then the "Comp Rate" will be the entire amount of the contract.  If, for example, the staff member is being paid $1,000 per month for four months on a contract pay appointment, the "Comp Rate" will be $4,000 for the entire 4 month period.

• The Effective Date is the first date in a new status: the first day at work; the first day no longer employed, the first day back at work after a leave.
• Employee attributes, such as titles and contracts, do have stop dates.
• 10 month appointments will now have an effective date of 8/1/XX, and the end of the academic year will be considered to be 5/31/XX. This means that 10 month faculty will now be paid in ten equal installments on the regular first of the month pay dates.
• Student academics will have a semester contract end date of 5/12/XX, or 12/12/XX, and will receive a mid-month final check.

• In the Additional Pay eDoc, assign your department's "Additional Pay Pooled Position" under the Position Number: field on the following screen.  (You'll need to click the magnifying glass to search for your department's pooled position.)
• If your department does not have an "Additional Pay Pooled Position", then send email to jtoliver@iupui.edu and request an "Additional Pay Pooled Position".  Remember to include your department ID.
• Finally, add a detailed description in the Comment: field, including the name of the Processing Department.  The printed versions of the eDocs do NOT include the name of Processing Department unless you add it to this field.

• NOTE:  There is one exception to this rule:  An Hourly PERF employee moving to a regular staff position should be transferred on a Transfer Employee eDoc.

• #1 - Degree-seeking fellows on training grants or other stipend-based programs:  These are the "true" fellows who are provided a stipend to allow them to devout time to their education and training. They are often paid on federally sponsored programs.  
  • These appointments are paid using the old "award forms" and processed through the Bursar's Office. Lisa Geabhart, Enrollment Services, processes the forms (CA 103, 274-2767). Along with each award form, you must include a completed Abbreviated Fellowship Questionnaire.
• #2 - Post-doctoral fellows:  These are people who have completed their doctoral degrees but are continuing in the capacity of "fellow" for training purposes. They are often paid on federally sponsored programs. 
  • Their appointments are processed with HRMS eDocs through APPD. The eDoc should be a "Hire" document, using the "Academic" Position Type, and an appropriate pooled position using the "FLP" Salary Plan (Fellowship - Object 5821). The Abbreviated Fellowship Questionnaire must also be completed and submitted with each eDoc. These eDocs do NOT route to Academic Administration in Fesler Hall, but instead go directly to APPD, with an IUSM Transmittal Form.
• #3 - Certain Academic staff who can NOT be processed as employees: People with these types of appointments provide unique challenges for processing within the IU system.  If you have an appointment that you believe fits into this category, please contact Financial Affairs.
• #4 - Interns visiting from other institutions that are neither IU-enrolled students nor post-docs, since they are actually pursuing degrees at their home institutions: These appointments are often summer interns who are paid according to agreements between universities. 
  • If the appointments carry working responsibilities, the interns should be paid as hourly staff.  If their purpose here is strictly educational, then they are to be remunerated via Disbursement Voucher in FIS.  If you have any questions regarding this group, contact Financial Affairs.

After you have identified the document, click on the appropriate icon under the heading "Route Log".  Look for the "Routing Status" and review the "Actions Taken" to determine the location of the document.  Clicking the question mark provides definitions and other helpful information.