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HRMS E-Doc and Payroll Adjustment Voucher Deadlines

May

After reviewing the FMS cut-off dates for the May 2019 FMS payroll calendar, we want to communicate the following deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers.

REMINDER: During the payroll clean up through the completion of payroll closing, eDocs related to that pay group will not be finalized by Campus HR. This eDoc hold will assist for a cleaner payroll.

For the biweekly pay period ending May 4th

  • Mon, 05/06 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 05/06 - Staff separation PAVs are also due for biweekly staff terms effective dated 05/05 or earlier

For the biweekly pay period ending May 18th

  • Mon, 05/20 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 05/20 - Staff separation PAVs are also due for biweekly staff terms effective dated 05/19 or earlier

For the monthly pay period ending May 30th

  • THUR, 05/16 - All monthly-paid staff eDocs should be received by Campus HR for review and final approval
  • THUR, 05/16 - Staff separation PAVs are also due for PAE terms effective dated 06/01/19 or earlier

The More You Know!

  • Meet the IU HR Transaction Services team! Each team member is assigned various departments, typically by RC, across the Bloomington and IUPUI campus. Each team member is the primary final approver for temp or staff eDocs for their assigned departments. In the event a person is out of the office, there are designated backups in place. Several team members have extra responsibilities such as taking care of staff terminations or position related eDocs.
    • Angie Cannon, Emily Kirkman, Kayla Scherschel, Karen Ruckriegel, Mae Hederington, and Venecia Medina-Thornton.
    • Specialties: Staff Terms are finalized by Emily and Kayla. Position eDocs are finalized by Angie and Karen. Additional pay eDocs are finalized by Karen.
    • A reminder that despite having our own personal work emails, it is preferred that questions, assistance or eDoc status update requests should be directed to our group email account () as we all monitor this email account.

Printable May deadline calendar (PDF)


April

After reviewing the FMS cut-off dates for the April 2019 FMS payroll calendar, I want to communicate the following deadlines for temporary and staff related eDocs and staff separation paper adjustment vouchers. Please contact me if questions arise about this notice.

For the biweekly pay period ending April 6th

  • Mon, 04/08 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 04/08- Staff separation PAVs are also due for biweekly staff terms effective dated 04/07 or earlier

For the biweekly pay period ending April 20th

  • Mon, 04/22 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 04/22- Staff separation PAVs are also due for biweekly staff terms effective dated 04/21 or earlier

For the monthly pay period ending April 30th

  • WED, 04/17 - All monthly-paid staff eDocs should be received by Campus HR for review and final approval
  • WED, 04/17 - Staff separation PAVs are also due for PAE terms effective dated 05/01/19 or earlier

REMINDER: During the payroll clean up through the completion of payroll closing, eDocs related to that pay group will not be finalized by Campus HR. This will assist for a cleaner payroll.

The More You Know!

  • New or confused by the Additional Pay eDoc? Here are the basics to the various date fields found in the create or maintain additional pay eDoc:
    • The eDoc Effective Date and Earnings End Date are required fields and determines when and how long the payment appears on the payroll voucher, also how  it is displayed. The eDoc Effective Date and Earnings End Date should align with appropriate payroll pay periods of the employee classification. (Biweekly or Monthly). Link to pay periods dates: https://fms.iu.edu/payroll/pay-dates/
    • The eDoc Begin Date and End Date are reference fields only; these dates are optional and can reflect the actual time period for which the payment is being made which may or may not be the same as the effective date and earnings end date. These dates do NOT drive the actual payment. They document a specific time period and are not stored in PeopleSoft.
  • Remember to follow USPS address standards for the home address fields in the Maintain Person eDoc (REF: http://hr.iu.edu/SOS/Names_in_Bio_Demo_Data.htm)
    • Do not use periods in any address or city fields.
    • Do not spell out a numeric value, such as fourth. (Example, Fourth St would become 4th St)
    • Do not use commas in the address field.
    • The most common designators are: Apt (Apartment), Bldg (Building), Fl (Floor), Ste (Suite), Unit (Unit), Rm (Room), Dept (Department).
    • Post Office Box address should be output as PO Box (such as PO Box 11890).

Want to know more how these deadline dates affect what you do? Call or email me and we can discuss!

Questions or do you need assistance related to staff or temporary related eDocs? Please email to reach a IU HR Transaction Services team member.

Printable April deadline calendar (PDF)