Month: September 2020

Concur Student Travel – Fiscal Officer Training Opportunity (From Travel)

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Dear Colleagues,

Starting October 1, Concur will become our system for managing student travel and expense reporting. As communicated on September 14, the fiscal officer role in reviewing and approving student travel will be fundamentally unchanged by the Concur implementation. As a fiscal officer you will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

Student travel involves tax considerations specific to the student, and may be taxable to the student in certain circumstances. When travel will be conducted by a nonresident alien student, a Concur approver must complete a “Business Expense Certification” field in the travel request. Concur will prompt the approver to complete this field when required.

Fiscal officers with responsibility for reviewing and approving student travel in Concur are encouraged to attend a training session conducted by the Tax & Compliance Office. This training session will discuss the tax considerations of student travel as well as the “Business Expense Certification” field in Concur.

Concur Student Travel – Tax considerations and Business Expense Certification field guidance

Regards,

The UConn Travel Team

upcoming Concur updates (From ITS)

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Dear Colleagues,

We are writing to share information about pending updates to the Concur Travel and Expense system.

On April 22, 2020, UConn implemented the Concur Travel and Expense Module, an industry leading platform that supports best practices in the authorization and processing of travel and non-travel out-of-pocket expenses. Subsequent to this, the project team has pursued capabilities and service changes that will enhance the customer experience:

  • Anthony Travel will become our new Travel Management Company (TMC).  In business for over 20 years, Anthony Travel is a leader in university domestic and international, group, and athletic travel.  As a part of this relationship, UConn will have a dedicated, onsite agent to assist our community with their travel plans.
  • Concur will become our system for managing student travel and expense reporting.  Starting October 1, all authorized travel and virtual conference participation as well as non-travel out-of-pocket expense reports will be processed through Concur.  For specific information on how to manage these activities, visit https://travel.uconn.edu/training-and-resources/.  We will communicate details about this update directly to students.
  • Concur will become the reconciliation tool for all university card products.  Starting with the November statement, Pro-card transactions will be fed directly into Concur instead of creating a procurement card document in KFS.

In the coming months, you will see more communication pertaining to Anthony Travel, guest travel, duty of care, and training opportunities. Additional support information is also available on Travel Services’ website: travel.uconn.edu.

Please do not hesitate to contact the project (https://concurproject.uconn.edu/contact-us/) if you have comments, questions, or concerns.

 

Regards,

Trish Casey
Associate Vice President for Financial Operations and Controller

Gregory Daniels
Interim Associate Vice President for University Business Services and Chief Procurement Officer

Michael Mundrane
Vice President for Information Technology and Chief Information Officer

Concur-Student Travel Go-Live (From Travel)

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Dear colleagues,

We are writing to announce the launch of the student travel phase of the Concur project and to clarify the role of university fiscal officers in the system.

SAP Concur is the official university travel management and expense reporting system that went live for faculty and staff on April 22, 2020.  Student travel, at that time, remained as supported by existing systems and processes.  The project continued working with student groups and other stakeholders over the intervening period to design an implementation that would best meet the unique needs of students while preserving key parts of existing processes.  Students will be able to take full advantage of the features of the new system.  This includes, but is not limited to, automated approval workflow, use of University cards that will import nightly, and Concur mobile app for receipt capture.  The fiscal officer role will be fundamentally unchanged.  You will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

The Concur implementation of the student travel and expense reporting is tentatively scheduled to go live on 10/1/2020 pending successful testing.  Additional information regarding the implementation is available at travel.uconn.edu.

Please do not hesitate to contact travel@uconn.edu with any questions or concerns.

Special Payroll Updates (From HR)

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Dear Colleagues,

We write with several updates about Special Payroll.

First, University Compliance has updated the Conflict of Interest form. The updated form is available on the HR website and within PageUp. Please clear your cache in your browser (Chrome recommended) to ensure that the new form appears within PageUp.

Second, as a reminder, departments should submit all special payroll requests 4-6 weeks prior to the appointment’s scheduled start date to ensure that the employee is approved to work and is able to be paid on time. For quicker processing, please check for flags on the applicant card and include, if applicable, Dual Employment and Conflict of Interest forms upon initial submission.

Third, Payroll updated the Graduate Calculator for AY 2020-2021. Please use this calculator for overload appointments and 2021 summer and intersession appointments.

Finally, effective September 1, 2020, the minimum wage in the state of Connecticut is $12.00 per hour.

Please direct questions to spar@uconn.edu.

 

Thank you,
Human Resources

Travel Webform Update

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Please be advised that the Travel Webform will be discontinued as of the end of September 30th, 2020. At that time the Travel Webform will no longer be available to submit reimbursements for guests or nonemployees. An alternate form will be created within Huskybuy in order to process guest and nonemployee reimbursements. Communication about when this form will be coming will appear from a Huskybuy communication coming soon. If you have any in process Travel Webforms please complete them by September 29th as soon as possible since you will no longer have access to them after this date.  Employee reimbursements will continue to go through Concur.

Thank you

UConn AP-Travel Services Department
3 Discovery Drive, Unit 6220
Storrs, CT 06269-6220