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/)