August 2022 Newsletter 

Fiscal Reminders: 

• Fiscal Year Transition/Updates
  • FY22 Hard Close
    • At this time the FY22 Hard Close date has not been confirmed.  We will provide more information when it is available  
  • FY23 – active fiscal year  
    • When viewing account balances in FY23, it is important to include ‘Pending Ledger Entry’ as the FY22 Hard Close has not occurred, and balances have not yet been carried forward
    • When viewing Sponsored Project Accounts balances (5L and many 6L accounts) in FY23 please note indirect costs (NOPX) will need to be manually deducted from the budget balance available 

• FY22 2.5% Carry Forward
  • The CAHNR Carry Forward Policy allows departments to carry forward a maximum of 2.5% of the annual funding in their department 2‐Ledger operating account(s) from one fiscal year to the next.
  • The amount of carry forward is based on 2.5% of annual funding in a department’s operating account(s).  
  • Annual funding is comprised of permanent allocation plus/minus any permanent and/or one‐time funding adjustments in the current fiscal year.  
  • The BO will distribute all funds that are eligible to be carried forward after the university’s prior fiscal year hard close.  This transfer will be processed as a one‐time (1x) funding adjustment into the departments’ operating account.  

• Faculty 2022 Summer Payroll Process – AAUP retro increases effective 8/23/2021
  • The Business Office processes Faculty Summer salary paid from start-up funding, grants/contract, and/or other Dean’s Office Commitments
  • Payroll, Sponsored Program Services, and Human Resources will not update summer salaries to align with recalculated August 2021 salaries 
  • The BO is reviewing the 2022 Faculty Summer Payroll and processing the appropriate adjustments
  • If your department has submitted a special payroll authorization (i.e., not processed by the BO) for a faculty member during Summer 2022, it is your responsibility to review and process any changes 

• FY23 Monthly Department and Faculty Reports
  • *Reminder* FY23 Reports will continue to include sponsored project funded Fall ‘22 and/or Spring ‘23 GA pre-encumbrances
  • The September 1^st reports will continue to capture the pre-encumbrance of GA’s who are coded to sponsored projects 
  • GA payrolls are scheduled to encumber on 9/2 or 9/3.  Once this occurs the BO will release the manual encumbrance previously entered to avoid overstatement on accounts

• Start-Up Accounts
  • The BO will continue establishing all new faculty Start-Up accounts as new faculty continue to be hired
  • Reminder – Faculty (in most cases) will have three (3) 2-Ledger Start-Up Accounts:
  • Faculty Summer salary
  • No budget will be loaded.  The BO will fund this account after processing summer salary
  • GA Support 
  • Both salary and fringe benefits will be loaded to identify available funding
  • Equipment/Discretionary
  • All accounts are budgeted by the BO and all accounts are Fiscal Based Accounts and run from July 1st – June 30th
  • Funding will continue to carry forward until the timeframe in which these funds are to be used (noted in faculty Offer Letter)
  • For faculty in their first year of start up support – i.e., start date of 8/23/2022, only the first year’s budget will be loaded
  • For faculty in their second year of support – i.e., start date of 8/23/2021, any balance remaining in the prior year will be carried forward and added to any additional support committed in year two
  • The BO will serve as FO on both the Faculty Summer Salary and GA support accounts 

• Federal Accounts (Smith Lever, SAES Capacity)
  • FY22 Accounts 
    • will remain open through 11/30/22 for expenses incurred by 9/30/22 
    • Please avoid last minute spending
    • After November 30^th, no additional transactions will be allowed on these accounts
    • On December 1^st the BO will begin the FY22 close out process
    • Please monitor your continuation accounts for timely cost transfer submission
    • Please contact the BO if you need any assistance
  • FY23 Accounts 
    • New Federal Fiscal Year (FFY) opens on 10/1/2022 (FFY23)
    • Your department budget was identified in your FY23 Dept. Budget Hearing Letter from the Dean 
    • *Reminder: Every expense must be categorized in 1 or more of the 5 areas strategic areas by the utilization of sub-accounts (only exception is Regular Payroll)
    • Sub-Accounts
      • Climate (CLIM)
      • Food (FOOD)
      • Health (HLTH)
      • Landscapes (LAND)
      • (MISC)

• Upcoming Purchasing Training (September)
  • The Business Office is working with UBS to establish a training
  • Additional information will be distributed (via email) once confirmed.   

HR and Payroll Reminders: 

• AAUP Payroll Black-out Period
  • August 6^th – August 22^nd
    • Blackout period for SmartHR transactions for all AAUP bargaining unit members
    • August 23^rd – August 25^th
      • Any Smart HR transactions for all bargaining unit members may be processed at this time to be effective by 8/23/22.

• • • Non-Tenure Track (NTT) Faculty 8/23 Contract Renewals
      • Reminder – (if needed) please process any NTT Contract Renewals
  • • PageUp Training Dates:
      • Regular Payroll
        • September 7, 2022 from 9 am to 12 pm (Register)
      • Special Payroll
        • September 8, 2022 from 10 am to 12 pm (Register)

    Special Payroll Update 

  • • • • Adjunct Faculty Tutorial
          • The Special Payroll Adjunct Faculty tutorial has been updated and now reflects the new AAUP Adjunct Faculty credit rates and other changes. 
          • The tutorial provides an in-depth overview of policies and contractual obligations for Adjunct Faculty, including compensation, multi-year contracts, credit limits, offer letters, dual employment, flexible schedules, and conflicts of interest.
            Employees can access the updated tutorial (and all Special Payroll tutorials) through Saba (https://hr.uconn.edu/learningatwork/) by searching “Special Payroll” after logging in. A link to the tutorials is also available on the Special Payroll Information website: https://hr.uconn.edu/special-payroll-info/. 

   Shout Out: 

  • • • Welcome:  
        • Laurie Norton, Financial Assistant 1 – ANSC
      • Farewells: 
        • Good Luck: Gulizar Er, Financial Assistant 1 – BO

   

  Reminder: The Business Office is always available to answer any questions or concerns you may have.  Please feel to reach out to the CAHNR BO via email (CAHNRBO@uconn.edu ), or submit any questions or comments via our anonymous form located on the BO website (https://businessoffice.cahnr.uconn.edu/admin-meeting-questions-2/)