March 2025 Newsletter

Fiscal Updates:

• Summer Pre-encumbrances:
  • The B.O. will be pre-encumbering salary and fringe for FY25 and FY26 (starting 6/13/25 onwards) for the following payroll types:  
    • Summer Grads, Faculty Summer, and other Special Payroll appointments on grant accounts 
    • The Pre-encumbrance will be reflected in monthly reports starting April 1^st

• Weekly Year-End Reports:
  • As we approach FY25 year-end, the B.O. will be distributing weekly financial reports related to year-end close starting the 1^st Monday on March 31^st.  Reports include:
    • 2.5% Carry Forward – Academic Units and Extension Storrs
    • 2L Balances “Use it or Lose it” – all units
    • Salary Savings – all units
    • Org fund balance Report – all units
    • TA/Adjunct Compensation Report – Academic Units only
    • GA Hold Account Report – Academic Units only
    • Continuation Account Report – all units
    • Open Encumbrance Report – all units
    • Pending E-doc Report – all units

• FY25 University Year-End Deadlines:
  • The annual notice of the financial year-end deadlines for contracts, commitments, expenditures, and other transactions is available at the following link: https://controller.media.uconn.edu/wp-content/uploads/sites/1123/2025/03/EYD2025.pdf
  • Internal BO Deadlines – please submit by internal deadline to allow enough time for review:
    • Payroll Funding Changes – Friday, May 23^rd
    • Financial Processing (DI, GLT, TF, ST, IB, BA, SSBA) – Friday, June 13^th
    • Foundation Reimbursement (RFD) – Friday, June 13^th

 

Purchasing Update:

• FY26 Requisition and Blanket PO:
  • • Huskybuy is ready for submission of new requisitions and blanket PO requests for FY26.  These orders will be released on the last day of the Fiscal Year.  For Blanket Orders you can create a new requisition by navigating to the HuskyBuy shopping home page and select the Non-Catalog Blanket Order form.
    • Important Resources:
      • Complete Instructions for preparing your FY26 Blanket Orders and Requisitions
      • Knowledge Base: Non-catalog orders general
      • Knowledge Base: Blanket Order Form Complete Instructions for preparing your FY25 Blanket Orders and Requisitions
    • The State of Connecticut is in the process revising GL71, which provides several sourcing exemptions utilized by the University. We will provide updates as we find out more information about these changes.  Please continue utilizing existing processes during this time.
  • Paid Employee Recruitment Advertising:
    • The process for ordering paid employee recruitment ads is changing for this upcoming fiscal year.  Departments will be responsible for processing their own quantity, non-quantity, and/or blanket orders directly with our contracted supplier, Graystone “GBSA”.  If a quote is provided for a one-off ad placement, please reference the quote number on the requisition in HuskyBuy.
  • New Guide Available:
    • Procurement Services and Accounts Payable, with support from UConn Travel, have created a comprehensive resource to clarify the distinctions between reimbursements and refunds. This guide ensures proper use of HuskyBuy and Concur for your needs: Refund vs Reimbursement Guide

   

  SPS Update:

  • Subaward workflow changes:
    • Beginning May 1, 2025, the subaward workflow process will transition to departmental initiation in HuskyBuy. Resources available include:
      • SPS’ HuskyBuy Subaward Actions Job Aid.pdf provides full instructions for initiating a subaward-related Purchase Requisition (for new subawards) or Purchase Order Action (for subaward amendments).
      • SPS’ HuskyBuy Subaward Actions Quick Guide.pdf provides a listing of subaward-related actions corresponding to common prime award activities.
      • Please visit Resources for UConn Suppliers/Recipients of Payments for additional information on how subrecipients can register as suppliers in the HuskyBuy system. Please note that a completed and signed Form W-9.pdf, along with an active SAM.gov registration, are required.
      • Join via this Subaward Workflow Changes Teams Link  (same link for all sessions).   
        • April 2, 3:00 PM 
        • April 8, 10:00 AM 
        • April 14, 3:00 PM 
        • April 23, 10:00 AM 
        • April 29, 10:00 AM 
  • • DocuSign for Proposal-Related Materials: 
      • Starting April 2025, proposal-related forms (e.g., IPR, PI Eligibility, Cost Share) can be processed using DocuSign. Attend a 30-minute drop-in session to learn more by joining this DocuSign Meeting Teams Link (same link for all sessions): 
        • April 2, 10:00 AM 
        • April 9, 3:00 PM
        • April 14, 10:00 AM 

  HR (Human Resources) and Payroll Updates:

  • New Changes for Paid Advertising:
    • Starting March 24, 2025, departments will manage paid job advertising directly with Graystone, requiring purchase orders for billing. Resources on creating purchase orders can be found in the Blanket Order guide.
    • The HR website now includes a dedicated page, Advertising a Position, with detailed instructions, additional advertising resources, and a step-by-step guide for the paid advertising process.

   

  • Grad Summer 2025:
    • Important Dates
      • Summer dates are 5/23/2025-8/22/2025
      • Due to PageUp: 3/13/25
      • Smart-HR (Internal BO) Submit by 4/2/2025
      • Smart-HR (University) Approved by 4/17/2025
    • Reminders:
      • Please include a print-out of the Grad calculator in your PageUp requests
        • Use AY24-25 Grad Stipend chart for your calculation: https://payroll.media.uconn.edu/wp-content/uploads/sites/2008/2024/09/Grad-Stipend-Chart-AY24-25.pdf
      • Submit a PageUp request for each unique funding period.  In the Smart-HR Special Payroll hire template, the appointment’s start and end dates are sourced directly from the PageUp record and are not editable. This could lead to inaccuracies in encumbrance if adjustments to funding are required

   

  • Fall 2025 Adjunct Dates: https://hr.uconn.edu/special-payroll-info/
    • 8/25/2025-12/17/2025
    • PageUp by 6/6/25
    • Approval PU by 7/15/25
    • Due in SHR (approval) by 7/25/25
  • PageUp Training
    • Regular Payroll
      • April 7, 2025, from 9:00 AM to 11:30 AM (Register)
      • May 19, 2025, from 9:00 AM to 11:30 AM (Register)
    • Special Payroll
      • April 8, 2025, from 9:00 AM to 11:00 AM (Register)
      • May 20, 2025, from 9:00 AM to 11:00 AM (Register)
• Graduate School Timely Topics 
  • • • • April 10^th, 11:00am-12:00pm – Inclusive Career Conversations: Reducing Implicit Bias in our Formal and Informal Conversations

 

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, April 29^th 1:30pm – 3:00pm
      • Location: Young 209 and virtually on Teams
      • Please feel free to email us at CAHNRBO@uconn.edu if you have any questions, or if you have anything you would like to know more about
  • • CAHNR Staff Advisory Council (SAC)
      • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events

Shout-out:

• Farewell:
  • Maria Camara, Dept. of Extension

 

Fun “Dad” Jokes:

• • • How can you tell the weather’s warming up?
      • There’s a spring in people’s step.
    • What chore sucks the most?
      • Vacuuming.
    • What facial feature stands out the most during the spring?
      • Your tu-lips!