Academic year appointments begin on the day one week prior to the first day of classes for the fall semester and end on Commencement Day. Appointments for the fall semester begin on the day one week prior to the first day of classes for the fall semester and end on December 31. Appointments for the spring semester begin on the day one week prior to the first day of classes for the spring semester (but never earlier than January 1st) and end on the day of Commencement.
Appointments for the summer sessions begin on the first day of classes and end on the day on which final grades are due. Resignations or terminations prior to the above termination dates shall result in proration of pay and fringe benefits, as determined by the payroll department.
In the case of twelve-pay appointees, effective dates for pay purposes are the first day at work and the last day at work. Partial months will be prorated for payroll purposes.
University employees are usually paid on the following schedule:
Paychecks will be picked up at the divisional offices. Faculty members may elect to have their paychecks deposited directly to the Indiana University Employees Credit Union or the bank of their choice. Forms for this purpose are available in Human Resources. Any questions regarding gross pay, deductions, fringe benefits, or net pay should be directed to Human Resources.
Requisitions for supplies, materials, and equipment which are non-stock items are to be prepared by the division secretary and approved by the division dean. After approval, the requisition should be forwarded to the Department of Campus Services for bidding and ordering.
A university purchase order must be issued to the successful bidder in order for the transaction to be a legal contract. Without this order, the university is under no obligation to accept or pay for merchandise or services offered. Only the purchasing office personnel are authorized to issue purchase orders in the name of IU, and individuals who order without going through the Department of Campus Services may be personally liable for payment of the invoice.
The same procedures are followed for supplies, materials, and equipment charged against internal or external grants, except that required approval is that of the account manager.
Vehicles must be reserved at and returned to the physical plant office. Each person driving a university vehicle must have a valid operator's license. The driver is expected to replace fuel using the credit card provided and to see that the vehicle is returned to its regular parking place in as good a condition as it was when received. Only faculty and staff may reserve and operate the vehicles. The university encourages pooling of rides whenever possible to save travel expense.
Blue parking decals are issued to faculty and staff and red decals to students. Parking areas are designated as either blue (restricted) or red (unrestricted), and cars should be parked only in the appropriate space. A copy of the IUS Parking Regulations may be obtained from the Department of Safety and Security, Room LB 013.
Faculty and staff are urged not to park in red areas if there are blue spaces available, since such action may deprive a student of a parking space.
Outgoing mail will be taken to the post office daily at 4:30 p.m. Mail going to IU Bloomington or any other IU campus should be sent by Courier Mail Service. The mail should be placed in a red and white campus mail envelope. In the event a larger envelope is required, it should be clearly marked in red "Via Courier Mail." Regular sized courier mail leaves campus each day; courier service for bulky packages is provided on Thursday only. Courier service is also available to other Metroversity campuses. Metroversity mail is picked up in the Library only.
The university will provide postage on outgoing mail for official university mail only. Official mail is interpreted as correspondence relating to university business such as student admissions, purchase orders, faculty recruiting, government reports, institutional research, and the like. Pamphlets, brochures, bulletins and similar items should be mailed third class. Personal mail can be dispatched, provided that the proper postage is affixed.
The person or office originating mail should be identified by typing the person's name and office in the return address area on the envelope. This will facilitate handling in case there is some question about postage or if the mail is returned for some reason.
Fax mail service is available for urgent university business. A list of fax locations and telephone numbers may be found in the Campus Directory.
Each faculty member, full-time or part-time, is provided with a mailbox near the division office. Each person should check the mailbox daily or when present on the campus. Otherwise, announcements of meetings, grade sheets, notices about students, and U.S. Mail may be missed. Many notices of meetings and other important information is communicated by electronic mail (e-mail) on the IUS LAN. E-mail should also be checked regularly.
Keys to offices, laboratories, and storage rooms are issued by the Department of Safety & Security, Library Building, Room 013. A charge of $3.00 is required for replacement of a lost key. Keys no longer needed should be returned to the Department of Safety & Security. When employment is terminated, the keys must be returned prior to receiving final pay.
Instructors are responsible for obtaining their own desk copies of textbooks. Desk copy order forms are available from division secretaries and/or the Bookstore. In case of an emergency, where there is not sufficient time to obtain a copy of a text before a course commences, the Bookstore will sell the instructor a copy with the understanding that the purchase price will be refunded when the copy from the publisher is turned in. It should be noted that the Bookstore cannot accept replacement copies of texts which are marked "desk, not for resale" or "examination copy only."
Faculty and staff members are allowed a 10% discount on all purchases over $1.00.
Travel expenses to professional meetings within the continental limits of the United States will be reimbursed to faculty members in accordance with the following regulations:
While it is not the general practice of the university to pay for enrollment fees, travel costs, or per diem for participation in discipline-specific professional development seminars, limited funds are available for award on a competitive basis to faculty members wishing to participate in some professional development activities. Information regarding requirements and procedures is available in the Office of Academic Affairs.
If faculty members are being paid to give a lecture to professional or other groups, their travel should be defrayed either by part of the stipend or by additional payment, but not from university funds.
As a state-funded institution, IU's travel policies follow those established by the Indiana State Legislature and the State Budget Agency.
All travel paid for by university administered funds must be done in compliance with the university travel policies. This includes federal research grants and contracts, auxiliary operations, general funds and restricted funds, and applies to travel by faculty, staff, students or non-employees traveling on necessary university business.
Each traveler, department head, and account manager should consult the latest edition of the University Travel Guide and the periodic Travel Updates.
The basic rationale underlying all university travel regulations is to incur the lowest practical travel expense while completing the travel process in an efficient and timely manner. Persons traveling on university business are performing specific functions for the good of the university as a whole. When evaluating the most cost effective means of travel, it is fully understood that the travelers' schedules and time constraints must be taken into account. However, certain restrictions are required by state travel regulations. An example is the fact that we are not allowed to reimburse first class travel. Persons traveling on official university business have the duty to exercise care to avoid impropriety or even the appearance of impropriety. University administered funds should never be used for personal gain.
Division secretaries can be of assistance in completing and filing appropriate forms. IU has contracts with several travel agencies who are official Designated Travel Agencies (DTA's). Travelers may make airline and rail arrangements through any travel agency or directly with the airline. However, for the traveler's convenience, the charge may be prepaid by the university through IU's corporate air card if a DTA is selected. If travelers choose to use an agency other than one of the DTA's, they must pay these charges and submit receipts for reimbursement after returning from the trip. A list of DTA's appears in the current Travel Guide.
The in-state reimbursement process starts with calling Travel Management Services (TMS) and requesting an In-State Travel Reimbursement Request form. Each form is exclusive to one account number; (i.e., if you travel on two accounts, you will need two forms; each account will have a preassigned number). The original blank form is to be kept in the department and photocopies used. Mileage records may be used for claiming auto mileage covering a period of one month per form by itemizing odometer readings and stating destinations. The in-state form is then attached to the mileage record and forwarded to TMS.
In completing the in-state form, key points are:
For any mileage claimed over the official map amount, odometer readings and specific points of destination must be stated.
Travelers must complete a Department Authorization Form (DAF) for each out of state trip. If you are using a DTA, you need not send a copy to TMS. Send a copy only if you are not using a DTA for out-of-state travel. Please keep the original on file in your department for three years.
Information you will need when calling a DTA
Normally, travel is authorized only on an individual basis. That is, each traveler is expected to request authority to travel and submit his or her own individual expenses.
Group travel may be authorized, however, if groups of students are required to participate in a single activity with an employee acting as an advisor or coordinator for the group. Examples of this category are: athletic teams, musical or dramatic groups, debate teams, speech groups, or classes attending mandatory field trips.
For group travel approval, the travel arranger shall make the necessary arrangements under the advisor or coordinator's own name. Once the travel authorization form is received and the necessary signatures obtained, the advisor or coordinator must attach a note describing the nature of the activity and list the name of each individual participant.
When airline tickets are purchased through a DTA, and all the information is provided, an electronic transfer provides TMS the information for generating a Travel Reimbursement Request form three days before the end of the trip. If not requested through a DTA or other means of transportation is used, a copy of the DAF must be sent to TMS in order to process reimbursement.
In completing the Travel Reimbursement Request, please note the following:
Mileage Schedule:
.25 per mi. from 0 to 500
.12 per mi. 501 to 3,000
.07 per mi. 3,001 up
Signatures required:
Persons in travel status outside of the continental USA may be reimbursed for the reasonable expenses associated with their travel. Such expenses include but are not limited to the cost of:
Receipts are required for reimbursement. When claiming expenses on the Travel Reimbursement Request, state the amount and type of currency used.
A university traveler is, normally, not entitled to per diem or lodging when travel distance is less than fifty miles (one-way mileage). All exceptions to the fifty mile limitation policy must have a written explanation submitted with the Travel Reimbursement Request.
The period of vacation shall be indicated as such on the Travel Reimbursement Request when allowable expenses are claimed for reimbursement. When a vacation is combined with university travel, per diem allowance shall cease during the vacation period.
For your convenience, IU has an arrangement with Diners Club and American Express where employees may obtain corporate credit cards by requesting applications from TMS. There is no annual fee for these cards. Because we have made this service available to IU travelers, the university policy does not allow cash advances for domestic travel expenses. Cash advances are allowable on foreign travel.
Reductions in reimbursement will made when governmental agencies, private organizations, schools, conferences, or any other sources provide food to employees who are in authorized travel status. The traveler must report those meals when submitting a travel reimbursement request.
University policy states that travelers who use privately owned vehicles on university business must carry insurance on the vehicle being used. The minimum coverage should be as follows:
The university does not provide insurance coverage for privately owned vehicles which might be involved in accidents while being used on university business. By using his/her personal vehicle for university business the traveler accepts this responsibility.
Expenses for the repair of privately owned vehicles being used for business are the responsibility of the traveler.
Persons who choose to drive rather than fly long distances may be in travel status for a maximum of two full driving days. The mileage reimbursement shall not exceed airfare available thirty days before the departure date.
Faculty members wishing to sponsor domestic or international travel programs should consult the IUS Policies and Procedures Manual.
While any member of the campus community has a right to express an opinion in public, it is important to realize that only the chancellor has the authority to speak for the university. The chancellor delegates a portion of that authority to the Office of Community Relations which serves as the source of official information regarding the campus. When other offices or departments are dealing with representatives of the news media, it is advisable to check with the Office of Community Relations to be certain that facts (i.e. enrollment figures, level of appropriations, etc.) provided reporters are accurate. In this way, confusion in the mind of the public can be avoided.
The Office of Community Relations welcomes suggestions for possible news stories from individuals, divisions and departments. In providing information for release to the news media, care should be taken to see that the names of individuals are spelled accurately and that times and dates are correct. It should be remembered too, that the Office of Community Relations distributes information to the news media but editors and news directors make the final decisions regarding which information will be used in newspapers and on radio and television broadcasts.
Scheduling of speeches is done directly by the organization and the speaker. The willingness of faculty members to speak to community groups has been a beneficial public relations tool.
The Visiting Scientist and Visiting Scholar programs, administered by the Divisions of Natural Sciences and Social Sciences, respectively, provide information on speakers available to K-12 schools. Faculty members are encouraged to participate in these outreach programs as well.
Each person needs to distinguish between his or her personal interest (including those involving professional societies) and the university's interest. Personal and professional contacts with elected officials or governmental agencies, whether in person or in writing, should be done in the name of the individual or the professional society. The IU letterhead should not be used and it should be made clear that the request is not being made on behalf of the university.
When it appears that the university should take some stand with respect to legislation or other matters at the federal, state, or local level, the chancellor and the university director of governmental relations should be consulted. Appearances on behalf of IU before federal, state or local bodies should receive prior approval from the university director of governmental relations or the president.
To be effective, a request to an elected official for support of grant proposals and other university interests requires knowledge of the relationship between the university and the official and the granting agency. Requests at the federal, state or local level are to be coordinated through the director of governmental relations.
The university welcomes visits by elected officials, whether they visit as private citizens or in their capacities as governmental officials. Invitations to elected officials to visit the campus in their official capacity should be approved in advance by the chancellor, with prior notification to the director of governmental relations.
Responses to requests for information, reports, and statistics from elected officials and their staff should be coordinated through the Office of the Director of Governmental Relations.
In order to respond to those needs for financial support which cannot be met by the operating budget, the position of director of development and a Development Committee of the Board of Advisors have been established to develop private-sector support of the campus. IUS encourages gifts from individuals and corporations.
The term "facilities" includes grounds owned by the university as well as structures which are university property. "Scheduled classes" are those appearing in the official Schedule of Classes.
Individuals wishing to reserve university facilities should obtain a reservation request form from the information clerk at the Information Desk in the University Center. Generally, there is no charge for the use of university facilities by university groups so long as the university does not, itself, incur additional expense because of the event. A charge will be assessed to cover extraordinary expenses for custodial/security assistance, supplies, or damage to university property. A charge for custodial assistance will be made if the event is scheduled for a time when the facility is not normally open for university use.
Individuals who wish to reserve a university facility for an income-producing program must secure specific authorization for the event from the director of the University Center. The university does not make its facilities available for fund-raising purposes if the funds are designed to enrich an individual or commercial sponsor. In any event, individuals or organizations wishing to utilize a university facility for income-producing purposes must write the director of the University Center setting forth the nature of the income-producing activity and its purposes. If proceeds from such an event are to be donated to IUS or the Indiana University Foundation (IUF), no charge will be assessed for the use of facilities, except for extraordinary costs. If proceeds from an income-producing event are not to be donated to IUS or IUF, a charge will be assessed in accordance with a schedule of facility fees on file in the Office of the Director of the University Center.
The university reserves the right to reject any and all applications for the use of facilities. Further, the university reserves the right to make adjustments in confirmed reservations for facilities when such action becomes necessary.
All requests for the use of university facilities should be made in writing and should be submitted not less than four days before the scheduled event. Facilities in the University Center are scheduled as follows:
Fall Events (during September, October, November or December) - on July 1st
Spring Events (during January, February, March or April) - on November 1st
Summer Events (during May, June, July or August) - on March 1st
Questions regarding these policies may be directed to the Department of Campus Activities.
Bulletin boards and kiosks have been erected primarily to publicize university- related activities, including those of students and student organizations. Some bulletin boards, such as ones located outside division offices are designated for the posting of official announcements and are limited to such use. The director of the University Center will post other material of interest to the university community where space is available. Those wishing to place announcements or statements on bulletin boards or kiosks should send the material to the director of the University Center clearly identifying the person or group posting the material.
The above regulations are intended to preserve the beauty of the campus and to assure the non-partisan character of the institution. They are not intended to limit freedom of expression or to discourage political activity by students, faculty or staff.
The director of the University Center has been designated as the university's representative to work with the food service vendor, and all suggestions, questions, and concerns should be addressed to that office.
Individuals and/or groups wishing to plan a banquet, reception or party should contact the Information Desk in the University Center, for information and procedures.
Activities Building (AB): facilities for ceremonies, convocations, recreation and sports offices of the athletic and recreation staff
The funds are to be used for institutional benefit and never for the purpose of personal benefit or privilege of university employees. Expenditures may not be made for liquor, specifically or in association with meals.
In order to insure that food expenditures are not excessive, the following maximum reimbursement schedule has been established:
breakfast - $5.00; lunch - $7.00; dinner - $17.50.
Amounts spent above these limits must be borne by the host or hostess. For reimbursement of funds expended, the Personal Reimbursement form should be completed and forwarded to the vice chancellor for administrative affairs for approval and processing.
Guests of the university who are dining at the IUS cafeteria may be issued a meal pass that will allow them to charge the cost of the food being consumed. These passes may be obtained by division deans or department heads from their supervisors. Questions related to the appropriateness or propriety of entertaining a particular guest of the university should be directed to the Office of the Chancellor.
If members of the faculty or staff are considering the contracting with an outside agency for reimbursement of special services, they should advise the Office of Academic Affairs as soon as negotiations begin. Any such contract or agreement must have the approval of the State Budget Agency, and the RUGS office needs as much lead time as possible in getting approval from the budget agency.
A wide range of resources is available to assist faculty members in identifying sources of funding and developing proposals. These include reference books, electronic searches, proposals writing guides in several formats, and sample proposals. Information may be obtained in the Office of Academic Affairs.
Fee courtesy, an IU employee fringe benefit, offers eligible employees, their spouses, and children the opportunity to enroll in IU courses at a reduced fee rate under the policies and procedures described on the fee courtesy application forms. Sample copies of the "Application for Fee Courtesy - Employee/Spouse" form and the "Application for Fee Courtesy - Dependent Child" form are provided on the following pages. Procedures for applying for fee courtesy are included on page two each form. Application forms are available in Human Resources, Room LB 002. Applicable tuition rates will be determined by the residency policy which may be found in the current IUS Bulletin.