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HRMS E-Doc and Payroll Adjustment Voucher Deadlines

February

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

For the biweekly pay period ending January 26th

  • Mon, 01/28 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 01/28- Staff separation PAVs are also due for biweekly staff terms effective dated 01/27 or earlier

For the biweekly pay period ending February 9th

  • Mon, 02/11 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 02/11- Staff separation PAVs are also due for biweekly staff terms effective dated 02/10 or earlier

For the biweekly pay period ending February 23rd

  • Mon, 02/25 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 02/25- Staff separation PAVs are also due for biweekly staff terms effective dated 02/24 or earlier

For the monthly pay period ending February 28th

  • FRI, 02/15 - All monthly-paid staff eDocs should be received by Campus HR for review and final approval
  • FRI, 02/15 - Staff separation PAVs are also due for PAE terms effective dated 03/01/19 or earlier

The More You Know!

  • All temporary and staff employees should have an address listed in the “home” address field. Students who become employees most likely have an address on file but NOT in this “home” field. This field is used things such as the W2, IU mailed communication, and benefit notifications. To update this information a maintain person eDoc can be routed OR you can communicate with the employee to add their home address via the One.IU Employee Center.
  • Background checks should be issued using the employee’s legal name. If they have an alternative name (i.e. “Samuel” (legal) vs “Sam” (preferred) or Jenna North (legal), Jenna Kirkman (preferred)) then that alternative name can put added as an “alias” within the background check order. IU’s system (HRMS) and the Background check system (GIS) need to match. If they don’t match IU HR Transaction Services has to investigate and thus is delayed in finalizing the hire eDoc.

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 February deadline calendar (PDF)


January 2019

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

For the biweekly pay period ending December 29th

  • Mon, 12/31 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 12/31 - Staff separation PAVs are also due for biweekly staff terms effective dated 12/30 or earlier

For the biweekly pay period ending January 12th

  • Mon, 01/14 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 01/14 - Staff separation PAVs are also due for biweekly staff terms effective dated 01/13 or earlier

For the biweekly pay period ending January 26th

  • Mon, 01/28 - All biweekly-paid temporary and staff eDocs should be received by Campus HR for review and final approval
  • Mon, 01/28 - Staff separation PAVs are also due for biweekly staff terms effective dated 01/27 or earlier

For the monthly pay period ending January 31st

  • FRI, 01/18 - All monthly-paid staff eDocs should be received by Campus HR for review and final approval
  • FRI, 01/18 - Staff separation PAVs are also due for PAE terms effective dated 02/01/19 or earlier

The More You Know!

  • Staff Hire eDoc dates should be the employee’s first day they are actively working in the position. If a hire eDoc is dated for a holiday or weekend, with the exception of a few specific types of positions (dorm, facilities, dining, PD, etc), a note in the eDoc confirming that they are indeed working that holiday or weekend should be added. Otherwise a delay in processing the hire might happen while we reach out to the initiator to confirm first day working.
  • A reminder for biweekly terminations: Due to the multiple holidays coming up (Christmas, New Years, MLK), upon initiating a term eDoc dated prior to these holidays, you might encounter a timeblock error. To resolve the error please remove the holiday off the timesheet and proceed with routing your term eDoc.

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 January deadline calendar (PDF)