Month: February 2020

Update: Special Payroll and PageUp (From Special Payroll Listserv)

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Dear Colleagues,

We write with updates and reminders on Special Payroll and PageUp.

MAY INTERSESSION & SUMMER PAYROLL PROCESSING IN PAGEUP

Regular Payroll Faculty Members

Summer appointments (5/23-8/22) for regular payroll faculty members, eligible under the Extra Compensation policy, are now processed through a SmartHR transaction, which HR will post-audit. These appointments will not be processed through PageUp. Departments should submit the SmartHR transaction with the appropriate documentation for regular payroll faculty members:

  • Conducting research: The Faculty Research Certification is now available on the HR website.
  • Teaching a credit course: The offer letter template is now available on the HR website.
  • Performing all other work on special payroll: The offer letter template is now available on the HR website.

Graduate Students

Departments should use the PageUp special payroll graduate search that HR has set up for summer (5/22-8/22) appointments. Departments will need to send out the link to the graduate student(s) to apply.  Once the graduate student has applied, the department can submit the hire request with the appropriate documentation for graduate students:

  • Conducting research: The offer letter to use in this situation is “Grad Student Technician,” as found in the PageUp merge feature.
  • Teaching a credit course: The offer letter to use in this situation is “Grad Special Pay Lecturer,” as found in the PageUp merge feature.
  • Providing course support: Currently, departments submit requests for GA Instructional Specialists at the maximum stipend amount; however, the final stipend amount depends on student enrollment in the course, and the stipend amount cannot be updated if the GA has already accepted the offer and a SmartHR has been processed. To address this issue for summer 2020, HR recommends the following process: Departments continue to submit hire requests at the maximum stipend  (and the offer letter, “Grad Instructional Specialist,” should contain the stipend formula, not the actual stipend) and continue to offer the position to the GA. Departments should refrain from submitting the SmartHR transaction until after the final stipend amount is known; HR will update the hire request and re-export the data to Smart HR for processing by departments. HR will contact departments at the end of the add/drop periods to collect final stipend amounts.

 

Add/Drop Schedule for Final Course Support Stipend
Session Add/Drop End Date
May Term (5/11-5/29) May 13
Summer Session 1 (6/1-7/2) June 5
Alternative Session 1 (6/1-7/10) June 5
Summer Session 2 (7/13-8/14) July 17
Alternative Session 2 (7/13-8/21) July 17
Summer Session 3 (6/1-8/28) June 5

OTHER REMINDERS

UCPEA and Special Payroll

A Flexible Work Schedule Agreement Form is needed when an employee in a position covered by UCPEA is on a special payroll appointment and needs to adjust their regular payroll schedule to accommodate the special payroll activity. Completed forms should be sent directly to BOTH laborrelations@uconn.edu and SPAR@uconn.edu for approval. Once approved by Labor Relations, HR will be able to continue processing the special payroll request.

Late Course Cancellations for Adjunct Faculty Members

Article 26.3 of the AAUP contract requires notice to adjunct faculty when their scheduled course is cancelled. Notification timeframes vary by length of service:

  • 30 days’ notice for adjuncts who have worked less than 6 consecutive semesters.
  • 45 days’ notice for adjuncts who have worked 6 or more consecutive semesters.

If the adjunct faculty member does not receive the necessary notification, they are eligible for a partial lump-sum payment of their original appointment. The following formula is used to calculate the lump-sum payment:

  1. Number of Days’ Notice Required by Contract – Actual Number of Days’ Notice Prior to the Start of the Course = Days’ Owed
  2. (Intended Stipend Payment / Number of Days in the Semester) * Days’ Owed = One-Time Lump-Sum Payment

The lump-sum payment should be processed through SmartHR.

Please forward any questions to spar@uconn.edu.

 

From: Special Payroll Information <SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU> On Behalf Of Murray, Brandon
Sent: Thursday, February 27, 2020 9:27 AM
To: SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU
Subject: Update: Special Payroll and PageUp

Split Coding/Allotment on Special Payroll Appointments

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When you need to split coding for a special payroll appointment in order to allot a specific dollar amount for a specific amount of time, you will need to submit two separate PageUp hire requests.  Since PageUp appointments feed directly to SmartHR, you would need to split them up in PageUp to accomplish the same split in Core.  For example:  You have an employee with a six month appointment and you want them to receive a total of $6000.  For the first two months you want to pay them $2000 from KFS #1234567; and then $4000 for the remaining four months on KFS #7654321.  This would require two separate PageUp and Smart HR transactions.

Audit/Waiver Search and Hire Requests

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Now a 2 step process

Department creates new job – selects A/W for search request

  • Attach justification for hire and job description only.
  • CAHNR process for initial search request approval: Initiator submits to UH for approval; UH approves and submits for HR approval.    DH will be able to view when approving hire request.
  • HR will notify department when search request is approved and link to send to applicant will be in the Notes/Documents section.
  • Department sends link to applicant; once applicant applies department creates hire request which then goes through the normal search workflow approval.

Core-CT Regular Payroll Hire Information

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The hire transactions for Classified and Unclassified employees in CoreCT will be processed by Payroll using the information carried over from PageUp. You will no longer have access to the templates! Payroll will be processing the transactions close to the start date, therefore any information that may have changed between the PageUp hire request and the time of the hire, such as coding information, will need to be processed in either a funding or data change after the hire transaction has been completed.

Core-CT Information

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After applicant accepts online offer, applicant has to fill out onboarding information form before a hire transaction can be processed in Core. Follow up with applicant after a couple of days (if you can’t process in Core) and remind them to fill out form.

New NetID format:  ex.  les02011-1234

Same NetID but different 4-digit extension is issued with each Page-Up hire
Be sure to select correct NetID when doing SmartHR transaction
To check if using correct one, look at prepopulated job info

Offer Letter Information

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Please add job duties (particularly special payroll) to the offer letter generated by PageUp. You will need to add this to the letter before submitting hire request to HR. This will require you to download the offer letter from PageUp and re-upload the updated offer letter.

Once you get HR approval to hire, OL cannot be changed -> you will have to contact HR for them to make this change before updating status to Make Online Offer.

If offer accepted and you then need to change letter, contact HR and ask that the letter be revised. Note that the applicant acceptance will be rescinded, revised OL uploaded by HR, you will need to notify candidate to accept the updated offer.

Applicant Status Update

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NEW: When doing hire request, PageUp will stop you from updating status to “make online offer” until you have HR approval to hire. HR has added in a stop to the system so that departments cannot update to make online offer before HR approves. In order to Make Online Offer, the status needs to say Ready for Dept to Make Online Offer. In the future, you should not have to expect to contact HR to update the status to “Ready for Dept to Make Offer.”

Template for email to send link to applicant:

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Special Payroll Applicant

In order to process a hire request for your (position title), the University requires all applicants for Special Payroll positions to provide an up-to-date resume and to submit an application through this link: [INSERT DEPARTMENT SEARCH/REQUISITION LINK HERE – LINK FROM NOTES/DOCUMENTS]. This is required of all new and re-hired special payroll employees.

Audit/Waiver Applicant

In order to process a hire request for your (position title), the University requires that you provide an up-to-date resume and to submit an application through this link: [INSERT DEPARTMENT SEARCH/REQUISITION LINK HERE – LINK FROM NOTES/DOCUMENTS].

Concur Update (From UConn Staff Listserv)

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Colleagues,

We are writing to provide an update regarding the University SAP Concur implementation.

The SAP Concur project is a collaborative UConn initiative to implement a best-in-class, cloud-based Travel and Expense management service for the university.  There are currently over 2,600 employees participating in the pilot phase of this project.  There has been strong feedback during this phase that complexity in the environment has, at times, made it difficult to make best use of the service.

Based on this feedback, the first phase of the project will not go-live on its previously scheduled date of March 10, 2020.  The project will, instead, assess the environment to streamline elements of the workflow and to simplify customer interaction.  In the coming weeks you will hear more details about the project, including updated timelines and rollouts.

We would like to extend our thanks to the pilot participants and to other engaged members of our community for your efforts and thoughtful contributions.  Your partnership has been invaluable.  We are committed to providing a high-performing system that represents the best practical balance between effective university controls and a robust, enjoyable customer experience.  Please do not hesitate to contact us or the project if you have comments, questions, or concerns.

Regards,

Trish Casey, CPA                                                                                                       
Associate Vice President, Financial Operations and Controller

John Clifford, Ph. D
University Director of Procurement Services

Gregory Daniels, J.D.
Interim Associate Vice President of UBS and Chief Procurement Officer

Michael Mundrane, Ph. D
Vice President for Information Technology and Chief Information Officer

 

From: Official Announcements – All UConn Staff <UCONN_STAFF-L@LISTSERV.UCONN.EDU> On Behalf Of Mundrane, Michael
Sent: Friday, February 14, 2020 4:39 PM
To: UCONN_STAFF-L@LISTSERV.UCONN.EDU
Subject: [UCONN_STAFF-L] Concur Update