IUF ETA to IU (E-doc) Instructions The ETA to IU Transfer Document What is it? The ETA to IU Transfer Document is designed to facilitate the transfer of funds from Indiana University Foundation Kuali Financial System accounts to Indiana University KFS accounts. Transactions can be viewed in ETA-Web. Why is it used? The document is generally used to reimburse expenses that have occurred at Indiana University with donor directed funds held at the Indiana University Foundation. Other uses include the general transfer of IUF funds to KFS accounts and the payment of IU Accounts Receivable invoices from funds held at IUF. Who uses it? The document is used by IUF KEM Account Managers, Supervisors and their delegates. How does it route? After the document is submitted, it will route to an account manager and supervisor for approval. After receiving approval from an account manager and an account supervisor, the document will route to IUF for internal processing. Depending on the type of account being used and various restrictions associated with the account the document will route through a compliance review group and the IUF Compliance & Disbursement Services Department. Important Facts Scholarship reimbursements cannot be processed with this E-doc and must be processed with the Scholarship and Award Reimbursement E-doc. Other payments to students, such as awards, should also be processed through the Scholarship and Award Reimbursement E-doc. The Look-up IU Expense function of this E-doc relies on IUIE data and only functions during IUIE operating hours. To pay an invoice from IU Accounting (IU Accounts Receivable Invoice) with this doc funds must be deposited to account: chart=ua account=6812950 (A/R Clearing Account) and the invoice number must be entered in the appropriate field. Attach A/R invoice to e-doc and any other supporting documentation. To pay an invoice from other IU billing entities please contact them directly to determine the deposit to (IU acct number,) chart and account. Include the invoice number in the appropriate field. ETA To IU Instructions - 1 - Last Revised: 02/15/2016
Initiating an ETA to IU Transfer Document 1. Locate the document from the IU Advancement IQ page (https://iq.iuf.iu.edu) >>> Policies & Forms >>> Category E-Docs >>> choose ETA to IU Transfer. Completing an ETA to IU Transfer Document: 1. Required fields are indicated by * 2. Additional look-ups are available by pressing the (magnifying glass icon) 3. Additional Help is available by pressing the (question mark icon) 4. Document Overview: ETA To IU Instructions - 2 - Last Revised: 02/15/2016
a. Description: Provide purpose or function of the document. This will become part of the transaction description in KEM. b. Explanation: Provide additional details to provide more information about the business purpose. c. Total Amount: This field will be auto populated as accounting lines are added to the document d. Org. Doc. #: This is a departmental number for tracking purposes and is optional. 5. Lookup, if not looking up existing KFS transactions skip to step 6: a. As indicated above the primary use of this document is to reimburse expenditures incurred by KFS Accounts with funds held at IUF. To facilitate the reimbursement process the E-doc allows the optional use of an KFS expense look up. In order to use this feature the initiator will need to enter the following details related to the existing KFS transaction: i. IU Financial Document Number (Doc Number) 1. The document number assigned to this transaction which ties back to the originating system Examples include a. Transaction Processing b. Payroll c. Purchasing d. BARS b. In addition Results can be further restricted by entering criteria: i. Document Type Code (Type Code) 1. A code that identifies the type of document used to create a transaction. Examples include: a. CR (Cash Receipts Document) b. GEC (General Error Correction Document) c. DV (Disbursement Voucher) d. IB (internal Billing Document) ii. Chart iii. IU Account iv. IU Sub Acct v. IU Object c. Depressing Search will return a list of matching transactions from the KFS (Note: The data for this look up is provided from the Decision Support Services (DSS) data mart and is subject to the same 1 day lag and nightly down time as is the IUIE environment.) ETA To IU Instructions - 3 - Last Revised: 02/15/2016
d. To add any of these results to the To: side of the transfer document depress the add button. i. You may change the dollar amount to be reimbursed before adding to To: side of the document. ii. You may repeat the look-up and continue to add accounting lines to the To: side of the document. 6. Adding From Line: a. Enter the IUF Account number funds are going to come from and select the add button i. Funds can only come from one IUF Account per E-doc ii. Note: IUF Account numbers all start with 0 and are 10 digits long. 7. Manually Adding To Lines: a. Complete these data elements to manually add a To: line to transfer document. Required: i. Chart: The IU Chart that will be receiving funds ii. IU Account: The IU Account that will be receiving funds iii. IU Object: Use this to indicate the expense code that is being reimbursed with IUF funds. This code helps IUF determine how expense was coded on the IU side. When the reimbursement is posted to IU KFS all transfers will post with an income code (1179 IU Foundation Gifts) iv. Trans Descr: Description of each transaction expense v. Amount: Indicate the amount to be transferred vi. Fiscal Year: Use this field to indicate which fiscal year the expense occurred. The default is current. Optional: i. IU Doc Nbr: Tie this reimbursement back to an original IU transaction by including an original Doc number here ii. IU Sub Acct: The Sub Account Number that will be receiving funds iii. IU Sub Object: Use this to indicate the expense code that is being reimbursed with IUF funds iv. IU Inv No: This field is only used if you are using the document to pay an invoice. If paying an invoice from IU Accounting/IU Accounts Receivable, deposit to the following account: chart=ua account=6812950 (A/R Clearing Account). To pay other IU invoices, please contact the billing department to obtain a deposit to chart and account. ETA To IU Instructions - 4 - Last Revised: 02/15/2016
IUF Use: i. ETA Object: This field is for internal IUF coding only b. Depress the Add button to add the line to the To: Transactions. Add additional lines for each transaction. 8. Donor Intent: a. Use this box to explain how this transfer complies with donor intent. i. To review the donor intent associated with an account check the Show/Hide Donor Intent Box 9. Notes and Attachments: a. This section should be used to add additional notes or attachments to the document. Attach documentation to show expense has occurred on the IU side. 10. Ad Hoc Recipients: a. The ad-hoc recipients section of the E-doc allows the user to add additional routing into the normal approval routing. b. Once the document is created, the document may be sent to any user or workgroup to approve, acknowledge or FYI. i. Acknowledge or FYI will not hold up the document routing. ii. Approve will require the person to review and approve before the document is routed any further. ETA To IU Instructions - 5 - Last Revised: 02/15/2016
Routing / Approval: 1. Once the information is entered correctly, select submit at the bottom of the screen. 2. The E-doc will be forwarded to the account manager and supervisor for their approval. 3. After receiving this approval the E-doc will be forwarded to IUF staff for review. 4. If anyone disapproves, the Document will come back to initiator. Initiator will need to choose one of the following: a. Reload: Allows user to start over. b. Acknowledge: If user simply chooses acknowledge, the document will be removed from the user's action list. c. Close: Closes document but can still search for document and view. d. Copy: Allows user to copy document and make changes. Importing To: account lines: If an initiator has a list of reimbursement transactions from another source (IUIE report/excel spreadsheet etc.) the accounting To: lines can be uploaded to the E- doc. The following advises how to create the spreadsheet and how to import it into the E- doc: 1. Create a ten-column spreadsheet. Include blank column for any blank field. a. IU Doc Nbr b. Chart c. IU Account d. IU Sub Acct e. IU Object f. IU Sub Object g. Transaction description h. Invoice Number i. Amount (must be formatted at 0.00) j. Fiscal Year (valid values include capitalization as shown: Current, Prior) If not included in the import file this will default to Current. 2. Save the spreadsheet as a csv file and note the name and location it was given. 3. Click the import lines button (in the right-hand side of form just under the To Accounting Lines area). Click the browse button to locate the spreadsheet that was saved. Click add to import the lines. Upon import of the sheet the respective fields will populate. 4. From: account will need to be manually entered and then the document can be submitted. ETA To IU Instructions - 6 - Last Revised: 02/15/2016
Route Log 1. The route log will show the progression of the document (The actions taken). The document will route to the manager first then the supervisor. The Log will show when the document has reached the IUF Accounts Payable Department Workflow Actions Workflow Action Acknowledge Approve Blanket Approve Cancel Close Disapprove Save Submit Description The user notifies the last individual on the routing node that the message was received The approver approves the request and sends the document to the next route node for action. The initiator or approver, with authority, sends the document immediately to the final route node. The initiator determines that the E-doc in process of being developed is no longer necessary. The user wishes to exit the document. The approver decides not to approve the request and a notification is sent to the initiator. The initiator wishes to discontinue developing the current request but does not wish to cancel. The initiator has completed the E-doc and wishes to send it to the next node for approval. Workflow Routing Status Routing Status CANCELED DISAPPROVED ENROUTE FINAL INTIALIZED SAVED Description No document is created. The routing ends and the prior approvers are notified that the request was not approved. The document is in process. The document has been completed and met all approvals. The document is in the process of being created for submission. The document has been initiated but not yet submitted for approval. ETA To IU Instructions - 7 - Last Revised: 02/15/2016