Effective Dates and Deadlines
Most new hires will be expected to start work at the beginning of the school year or the beginning of the fiscal year. While the fiscal year starts 7/1, that start date is to be used only for employees of schools with 12 month programs (Medicine, Dentistry, for example). For those beginning with the fall semester, in 10 month schools, the effective date that must be used is 8/1, although faculty are generally not expected to be on campus until one week prior to the first day of classes. The end date for ten month appointments (shown only as the title end date until actual termination) should always be 5/31, even though spring semester classes end within the first 12 days of May. The 8/1 effective date and 5/31 end date are tools that allow our ten month faculty to be paid in ten even installments.
If a new faculty member actually starts mid-month, other than the month of August, the actual start date may be used as the effective date - however, it must be remembered that this will cause the first month's pay to be pro-rated by the number of days worked. Likewise, if a faculty member quits working mid-month (other than the month of May), the actual date should be used, so that they are not paid for days not worked.
Each month, our office sends a calendar to all eDoc initiators indicating the deadline for eDocs to reach our action list in time to be approved for payment on that month's voucher. This deadline is usually around the 15th of the month. EDocs not approved before the voucher closes will have to be paid by adjustment voucher.
Newly hired employees at Indiana University MUST submit their forms for voluntary benefit enrollment within the first 30 days of employment. The date of employment is the effective date of the eDoc. As soon as a new hire edoc is approved, the university benefits office will email the individual with information about benefits plans and access to the on-line enrollment system. If enrollment is not submitted within that first 30 days, the next opportunity will be the annual Open Enrollment period in the next November.
