Month: July 2023

Aug 2023 Newsletter 

Aug 2023 Newsletter 

 Thank you to those that worked diligently to make the AY23-24 Grad payroll submission a success this year!  Departments and Dean’s Office collectively processed, reviewed and approved 279 payrolls by the University’s deadline on July 14th. 


Fiscal Updates: 

 Fiscal Year Transition/Updates 

  • FY23 Hard Close
    • At this time, the FY23 hard close has not been confirmed.  We will provide more information when it is available
  • FY24 – active fiscal year
    • When viewing account balances in FY24, it is important to include ‘Pending Ledger Entry’ as the FY23 hard close has not occurred and balances have not yet been carried forward
    • When viewing Sponsored Project Account balances (5L and some 6L accounts) in FY24, please note indirect costs (NOPX) will need to be manually deducted from the Budget Balance Available
  • FY23 Carry Forward
    • If your department is scheduled to receive any carry forward funding, the transfer of funds will not occur until after the FY23 hard close, which will likely be at the end of August
  • AY23-24 Grad Pre-Encumbrance
    • Pre-encumbrance has been loaded for Grad Payroll
      • The BO will once again be loading pre-encumbrance for Grad payroll.  Last year, only GAs coded to sponsored program accounts were pre-encumbered.  Due to the positive feedback we received regarding this project, this year the BO have  pre-encumbered for GAs coded to university accounts in addition to sponsored program accounts.
      • Reminder: Monthly Report in August and September will continue to capture the pre-encumbrance
      • GA payrolls are usually encumbered during the first week of September.  Once this occurs, the BO will release the manual encumbrance previously entered to avoid overstatement on accounts
  • Salary Savings Accounts
    • Sub-accounts have been untilized to identify what funds will expire in a given year
    • A new report has been developed to capture Salary Savings information
    • Carryover from prior year will have expiration date of 6/30/24
    • New distribution (savings earned in FY23) will have expiration of 6/30/25
  • Start-Up Accounts
    • The BO will be working to establish all new 8/23/23 faculty Start-Up accounts (if not completed already)
    • 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)
    • The BO will serve as FO on both the Faculty Summer Salary and GA support accounts
  • Federal Accounts (Smith Lever, SAES Capacity)
    • FY23 Accounts 
      • will remain open through 11/30/23 for expenses incurred by 9/30/23
      • Please avoid last minute spending
      • After November 30th, no additional transactions will be allowed on these accounts – transactions may need to be moved to an unrestricted account
      • On December 1st the BO will begin the FY23 close out process
      • Please monitor your continuation accounts for timely cost transfer submission
      • Please contact the BO if you need any assistance
    • FY24 Accounts 
      • The BO has begun its annual review and establishment of the FY24 Federal Accounts 
        • In August and September, you may see new account requests in your KFS Action List.  Please review and approve the edocs timely
      • New Federal Fiscal Year (FFY) opens on 10/1/2023 (FFY24)
      • Your department Smith-Lever budget was identified in your FY24 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)

Travel Update 

  • Informational sessions of Concur Travel and booking process:
  • The following topics will be covered in this session:
    • Concur Travel 
    • Updating Traveler Profile 
    • Traveler Preferences 
    • Cell Phone Number
    • Traveler Arranger
    • Credit Card         
    • Booking Groups/Conference Rates
    • Booking Guests
    • Important Contact Information
    • Unused Ticket
    • Benefits of Booking within Program
    • Travel Industry Updates 
    • Local Direct Bill Hotel


HR (Human Resources) and Payroll Updates: 

AAUP Faculty Smart-HR Blackout period 

  • Due to the merit process, there will be a blackout period for all AAUP bargaining unit members on: August 2nd – August 22nd
    • Please do not submit any faculty continuations/renewals or other faculty changes during this blackout period – this applies to any transactions effective 8/23/23 and beyond


  • Trainings
    • Regular Payroll  
      • August 10th from 9:30am to 12:30pm (Register)
    • Special Payroll  
      • August 11th from 9:30am to 11:30am (Register)


New Requirement for Rehired Retiree Appointments 

  • Effective immediately, all rehired retiree appointments will require the completion of the State of Connecticut Temporary Post Retirement Reemployment (CO-1208) form
    • The Temporary Post Retirement Reemployment Form may be found on the HR & Employee Relations Forms webpage
    • For current hire requests, the Special Payroll team will contact hiring departments to request the completion of this form as they receive requests for rehired retirees
    • For future requests, we encourage departments to submit the CO-1208 form as an attachment to the hire request for efficient processing


CAHNR Internal Professional Development Opportunities:  

The CAHNR’s Dean’s Office is committed to providing opportunities for faculty, staff, and graduate students to expand their professional knowledge and skills. Throughout the year, the Dean’s Office will organize workshops and offer training, that will help the CAHNR community grow. Workshops and training will focus on fostering employee understanding and abilities in both hard and soft skills, such as in communication, HR/Payroll competency, and creativity.  

As Professional Development Opportunities are finalized, they will be listed on our website here. Please be sure to check regularly for new learning opportunities and other about upcoming events.  


  • CAHNR Admin Meeting 
    • Wednesday, September 20th – from 2:00PM – 3:30PM, Young 209 with virtual option
    • Please feel free to email us at if you have any questions about the upcoming session, or if you have anything you would like to know more about


Shout Out: 

  • Welcome 
    • Chloe Bilodeau, Educational Program Assistant 2, PSLA
    • Eva Wiggins, Business Operations Specialist 1, CAHNR Office of Research/Graduate Education
    • Omar Simpson, Financial Assistant 1, CAHNR Business Office 


Fun facts about this month in history: 

  • August 1, 1790 – The first U.S. Census is completed. There are four million people in the U.S.
  • August 12, 1955 – Minimum wage is raised to $1.00 per hour
  • August 26, 1871 – Toilet paper is first sold in the U.S.