IUF Account Management and Reimbursement FAQ

There are filters available on all of the FEM Reports* that will allow you to find accounts associated with a specific campus, school, unit, or responsibility center. Information on the individual FEM reports and how they can be used is listed under FEM Reports in the IUF’s Advancement Knowledge Base. Data from FEM reports can be downloaded into Excel for a customizable view.
*See Appendix I for a guide to accessing FEM Reports.

See the Quick Start Guide to 1-to-1 IUF-IU Account Mapping and IUF-IU Purpose Group Definitions and Account Use Codes for information and guidance on the 1:1 IUF-IU account mapping project.

In order to link the accounts, the IU account needs to have the “Corresponding IUF Account” field updated in KFS. FEM will then update based on what this field contains in KFS.

Access the FEM Reporting module (see Appendix I) and visit the Gift Agreement Search view. Information about the view is part of the Account Search instructions. The IUF recommends using the Excel download option for Gift Agreement Search view when planning or reimbursing expenditures. The Excel output from this view may include information that supplements the donor intent and is not available in the original gift agreement, such as donor intent clarifications, additional responsibilities of the unit, and/or active spending plans.

Check the IU Benefiting Account Search report for your area and look for new accounts with a “Y” value in the “Link Expected” field.

To ask IUF to review an account purpose that appears not to align with the donor intent, etc., submit a general question through the Account Administration portal.

Target spend is the minimum annual amount the department should try to spend each year from their IUF gift funds. In general, target spend is calculated based on annual projected income plus ¼ of any accumulated balance. Additional information can be found on the Funds Utilization page in IUF’s Advancement Connect.

Target spend amounts for all donor gift funds can be found using the Target Spend Summary report. Instructions and additional information are available via the Target Spend Summary page in the IUF’s Advancement Knowledge Base.

Attempt to first spend from IUF accounts with the most restrictive donor intent. Then focus on spending from accounts with less restrictive donor intent. The goals are to effectively utilize donor funds to foster trust, strategically conserve less restricted funds, and allocate general funds towards institutional priorities. Historically at IU, donor funds were viewed as rainy day funds to be used only when general funds were insufficient. IU and IUF are seeking to change this culture by using donor funds immediately for the purpose the donor intended.

General instructions as well as specific guidelines for the current budget cycle can be found on the UBO website.

Most of the data seen in FEM reporting comes from the IUF accounting system. For example, on the Target Spend reports, all of the financial data listed reflects IUF payment activity. The “Funds Utilized” column reflects reimbursement payments that have been fully processed by IUF, not funds that have been expended in KFS and are awaiting reimbursement. Currently the only financial data feeding from KFS are pieces of the Scholarship Utilization Insights report.

FEM Scholarship Reimbursement docs should be submitted once per semester per IUF account. For non-scholarship gifts, best practice is to request reimbursements monthly. At a minimum, reimbursements should be requested on a quarterly basis by the published quarter close date for that quarter.

Use the IUF to IU Cash Transfer process.

• Step-by-step guide
• Training video

Use the Scholarship Reimbursement process.

• Step-by-step guide
• Training video

These are unusual as most types of vendor payments must go through IU first (see IUF to IU Cash Transfer process), specific exceptions include membership dues and unallowable expenses. Use the IUF Vendor Payment process in those cases.

• Step-by-step guide
• Training video

If the user simply needs to direct that the funds already reimbursed come from a different IUF fund, use the IUF Cash Transfer process. Please note that this does not change anything on the KFS side.

• Step-by-step guide

If the user needs to change the amount of a reimbursement, or if the reimbursement was done in error and should not have occurred at all, use the Refund process.

Please visit the IUF website for training resources in the IUF’s Advancement Knowledge Base.

Key dates for Fall and Spring Scholarship Reimbursements

Key dates for Summer

Please email Compliance and Disbursement Services at iufap@iu.edu with any questions.

Tips on Scholarship Compliance Documentation

• The FEM Scholarship Reimbursement edoc now populates with a student data file with SIS information used to confirm donor intent compliance. Please familiarize yourself with the provided data. You do not need to attach additional documentation for anything covered on the student data file. Any donor intent requirements outside of this student data will require you to attach compliance documentation in the notes section.
• FEM Scholarship Reimbursement docs should be submitted once per semester per IUF account, or one document for the annual expenses during the Spring semester. To more accurately report expenditures on the Target Spend Summary and Scholarship Utilization reports, we highly encourage you to process your scholarship reimbursements two times per year, one for Fall and one for Spring.