November 2025 Newsletter

Fiscal Updates:

• Federal Accounts (Smith Lever, SAES Capacity) 
  • FFY25 Accounts
    • After October 31^st, no additional transactions will be allowed on these accounts – transactions may need to be moved to an unrestricted account
    • On November 1^st the BO will begin the Federal FY25 close out process

• • FFY26 Accounts
    • New Federal Fiscal Year (FFY) opens on 10/1/2025 (FFY26)
      • PI’s have been notified of their new FFY26 SAES project accounts
      • Smith-Lever operating budgets have been loaded per Budget Letter
      • *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. (MISC)

Purchasing Update: 

• Session available: Demystifying Invoicing in Huskybuy:
  • Thurs, Nov 6^th – 1PM
  • This 90-minute session will help attendees:
    • Understand the responsibilities of invoice approvers
    • Highlight strategies to avoid common pitfalls that may cause delays or holds on PO invoices
    • Address frequently asked questions

 

Post Award Updates: 

• Reminders from SPA Meeting:
  • Payroll Cost Transfers
    • Ensure all accounts (debits and credits) are included and match the SmartHR
    • Include employee name and ID
    • Attach backup such as a copy of SmartHR or Paper PA
    • Attach timecard if student labor

 

 

HR (Human Resources) and Payroll Updates

Graduate Assistantship Offer Letters in Slate Project/Transition

• The Graduate Assistantship Offer Letters process is getting a much-needed facelift. Starting in Fall 2025, several tester departments in CAHNR have been processing their Spring 2026 Graduate Assistantship Offer Letters in Slate as part of the University’s transition to Slate Initiated Offers. Thank you to our tester departments!
• All departments are anticipated to transition their Graduate Assistantship Offer Letter process starting with Fall 2026 Graduate Assistantship Offer Letters.
• For more background on the project, please visit the Graduate School’s website HERE
• We will also be sure to provide updates as we near the full transition.

 

I-9 Processing Reminder

• To remain compliant with federal regulations, all newly hired employees must have their I-9 form completed and submitted to Payroll within three business days of their start date.
• If you encounter any issues meeting this deadline, please contact the Business Office immediately for assistance.
• Register for sessions HERE
• Be sure to check out Payroll’s HireRight Resources in the Payroll I-9 Center, located HERE
• Upcoming sessions:
  • Thursday, November 13^th at 10:00am
  • December 2^nd at 10:00am

 

Minimum Wage Adjustment

• Effective January 1, 2026, per Public Act 19-4, the State of Connecticut minimum wage will be increased to $16.94/hour.
• This transition will occur centrally for all applicable employees.
• Please be sure to review any employees with a current hourly rate above $16.35 to determine if a proportional adjustment will need to be processed. Manual adjustments should not be entered until the central change occurs by Payroll. The BO will notify departments when these can be processed.

 

Special Payrolls Reminder

• To help avoid delays in special payroll hire requests, please be sure to include the following in your submissions:
  • Detailed Justification: Clearly explain how the position supports the mission of your department, college, or the University.
  • Long-Term Appointments: If the employee has been on special payroll for more than 18 months, provide a rationale for their continued employment and include an anticipated end date (e.g., “This appointment supports a grant scheduled to end on [date]”).
  • Timing: Submit requests at least 6 to 8 weeks in advance to allow time for any follow-up questions from Human Resources.

 

Spring 2026 Payroll Deadlines

• Graduate Students – Spring
  • New Grad Dates: 1/7/2026-5/22/2026
  • Continuing Grad Dates: 1/8/2026-5/22/2026
  • Offer letters due to students by Saturday, October 31st
  • Smart-HR Deadlines

• • • Business Office Deadline: Friday, November 21^st
    • Payroll Deadline: Friday, December 5^th (tentative)

• • Graduate Assistant Stipend information can be found HERE

 

• Adjunct Faculty – Spring
  • Semester Dates: 1/20/2026-5/12/2026
  • PageUp Entry Deadline: Friday, November 7^th
  • Page Up Approval By: Sunday, November 30^th (tentative)
  • Smart-HR Deadlines
    • Business Office Deadline: Monday, December 1^st
    • University Deadline: Friday, December 19^th (tentative)
  • Adjunct Stipend information can be found HERE

 

Graduate School Timely Topics

• Register for sessions HERE
• If you’ve missed any sessions or wonder if a specific topic has previously been covered, a complete prior session listing is available HERE
• Upcoming sessions:
  • Helping Graduate Students Thrive Though the Career-Decision Making Process
    • November 13^th at 11:00am

 

HR PageUp Training

• Register for sessions HERE
• Upcoming sessions:
  • Regular Payroll
    • December 1st at 9:00am
  • Special Payroll
    • December 2nd at 9:00am

 

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 Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

 

 

Fun “Dad” Jokes

• What do you call a group of musical sweet potatoes?

• • A Yam Session!

• What’s the best way to fix a broken pumpkin?

• • Use a pumpkin patch!

• If the Pilgrims traveled on the Mayflower, what do college students travel on?
  • Scholar ships!

October 2025 Newsletter

Fiscal Updates: 

• Federal Accounts (Smith Lever, SAES Capacity)  
  • FY25 Accounts   
    • will remain open through 10/31/25 for expenses incurred by 9/30/25 
    • After October 31^st, no additional transactions will be allowed on these accounts – transactions may need to be moved to an unrestricted account  
    • Please monitor your continuation accounts for timely cost transfer submission  
      • Please contact the BO if you need any assistance   
    • On November 1^st the BO will begin the Federal FY25 close out process  

• • FY26 Accounts   
    • New Federal Fiscal Year (FFY) opens on 10/1/2025 (FFY26)  
      • FFY26 Accounts have been requested with SPS 
      • Please stay tuned for new FFY26 accounts from the B.O. once we have the information 

• • Your department Smith-Lever budget was identified in your FY26 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. (MISC)  

 

OVPR/SPS Update:  

• Changes to distribution of Indirect Costs (IDCs): 
  • Effective Sept. 11, 2025, PIs began receiving 5% of recovered indirect costs (IDCs) from all sponsored activities in real time, credited to their PI IDC account. 
  • IDC returns are based on the Distribution of Credit (DOC) listed in InfoEd at proposal submission; each PI must have an active PI IDC account (set up by Research Finance if needed). 
  • IDC returns will now be distributed nightly (instead of annually), so timely updates to DOC records are essential to avoid reconciliation issues. 

• No-cost Extension Request (NCE):  
  • Effective Aug 1^st, all new NCE request will be submitted and processed in JIRA.   
  • The submission process does not change.  To submit a request, continue using the existing Post-Award Forms website and select the “No-Cost Extension Request Form.”  Submissions will now route through Jira automatically. 

• Sub-award PO Revisions 
  • Ensure to add additional lines in the revision to increase funding  
    • Object codes: 
      • 6603- Subagreements Less Or Equal To $25K 
      • 6604- Subagreements Greater Than $25K 
      • 6607- Subagreements Less Or Equal To $50K 
      • For subawards issued after 7/1/25 and made under awards issued after 10/1/24 
      • 6608- Subagreements Greater Than $50K 
      • For subawards issued after 7/1/25 and made under awards issued after 10/1/24 

 

HR (Human Resources) and Payroll Updates 

• I-9 Processing Reminder 
  • To remain compliant with federal regulations, all newly hired employees must have their I-9 form completed and submitted to Payroll within three business days of their start date. 
  • If you encounter any issues meeting this deadline, please contact the Business Office immediately for assistance. 

• Special Payrolls Reminder 
  • To help avoid delays in special payroll hire requests, please be sure to include the following in your submissions: 
  • Detailed Justification: Clearly explain how the position supports the mission of your department, college, or the University. 
  • Long-Term Appointments: If the employee has been on special payroll for more than 18 months, provide a rationale for their continued employment and include an anticipated end date (e.g., “This appointment supports a grant scheduled to end on [date]”). 
  • Timing: Submit requests at least 6 to 8 weeks in advance to allow time for any follow-up questions from Human Resources. 

• Continuation Offer Letter Signatory Process
  • Effective October 1: Signature Process Update
    • Applies to titles covered under Articles 24 & 26
    • Dean’s Signature is no longer required if:
      • The offer is made after October 1
      • No financial support is requested from the Dean’s Office
    • In these cases, the offer may be signed at the departmental level and forwarded for processing
      • Reminder: All offer letters (OLs) should still be routed to Amanda Masztal for content review prior to employee signature.

• Spring 2026 Payroll Deadlines
  • Graduate Students – Spring
    • New Grad Dates: 1/7/2026-5/22/2026
    • Continuing Grad Dates: 1/8/2026-5/22/2026
    • Offer letters due to students by Saturday, October 31st
    • Smart-HR Deadlines 
      • Business Office Deadline: Friday, November 21st
      • Payroll Deadline: Friday, December 5^th (tentative)
      • Graduate Assistant Stipend information can be found HERE
  • Adjunct Faculty – Spring
    • Semester Dates: 1/20/2026-5/12/2026
    • PageUp Entry Deadline: Friday, November 7^th
    • Page Up Approval By: Sunday, November 30^th(tentative) 
    • Smart-HR Deadlines
      • Business Office Deadline: Monday, December 1st
      • University Deadline: Friday, December 19^th(tentative) 
      • Adjunct Stipend information can be found HERE

• Graduate School Timely Topics
  • Register for sessions HERE 
  • Upcoming sessions: 
    • Supporting Graduate Students Through Inclusive Mentorship 
      • Thursday, October 9^th at 1:00pm 
    • Supporting International Graduate Students at UConn 
      • Thursday, October 23^rd at 1:00pm 
    • Graduate Admissions: Reading and Reviewing Applications in the Slate Reader 
      • Thursday, October 30^th at 1:00pm 

• Payroll HireRight I-9 Training 
  • Register for sessions HERE 
  • Upcoming sessions: 
    • Tuesday, October 7^th at 2:00pm 
    • Thursday, November 13^th at 10:00am 

• HR PageUp Training 
  • TBD – be sure to check the PageUp home page for future opportunities HERE 

 

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.  

• Fall 2025 CAHNR Admin Meeting   
  • Thursday October 2^nd, Young Building 209, Virtual Option Available

• CAHNR Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Sitefor opportunities with professional development, networking, and even hobby and wellness events. 

 

Fun “Dad” Jokes: 

• Why are ghouls so bad at communicating? 
• They ghost you.
• Why don’t mummies take time off? 
• They’re afraid to unwind.
• What’s a vampire’s favorite fruit? 
• Neck-tarines.

September 2025 Newsletter

Fiscal Updates:

• FY25 Hard Close
  • Occurred: Friday, August 22nd
  • As of Monday, August 25rd, final balances from FY25 were carried over as beginning balances into FY26
  • For contract and grant accounts, ending balances for FY25 will be seen in the “Contracts Grants Beginning Balance Amount” field on the General Ledger Balance Lookup for FY26
  • For all other account types, ending balances for FY25 will be seen in the “Beginning Balance Line Amount” field on the General Ledger Balance Lookup for FY26
  • Kuali Financial Data Mart (KFDM) has also been updated to include the beginning balances for FY26

• FY25 Carry Forward 
  • If your department is scheduled to receive any carry forward funding, the transfer of funds will be processed by September 30th

• AY25-26 Grad
  • Encumbrance has been loaded for Grad Payroll
  • Retroactive appointments:
    • GA appointments must follow standard timeframes (Aug 23–Jan 7 or May 22); retroactive start dates or changes in appointment percentages are not allowed
    • Shorter-than-semester appointments require advance approval from Labor Relations and the Graduate Employee Union
    • Departments must honor accepted offer letters (per CBA Article 6), and GA work assignments cannot exceed an average of 20 hours per week (CBA Article 10)

• Federal Accounts (Smith Lever, SAES Capacity) 
  • FY25 Accounts
    • will remain open through 10/31/25 for expenses incurred by 9/30/25
    • Please avoid last minute spending
    • After October 31st, no additional transactions will be allowed on these accounts – transactions may need to be moved to an unrestricted account
    • Please monitor your continuation accounts for timely cost transfer submission
      • Please contact the BO if you need any assistance
    • On November 1st, the BO will begin the Federal FY25 close out process
  • FY26 Accounts
    • New Federal Fiscal Year (FFY) opens on 10/1/2025 (FFY26)
    • The BO has begun its annual review and establishment of the FY26 Federal Accounts
    • In September, you may see new account requests in your KFS Action List.  Please review and approve the edocs as timely as possible so the accounts are active and appear in the monthly report distribution as of Oct 1st
  • Your department Smith-Lever budget was identified in your FY26 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. (MISC)

OVPR/SPS Update: 

• Changes to distribution of Indirect Costs (IDCs):
  • Starting Sept. 11, 2025, PIs will receive 5% of recovered indirect costs (IDCs) from all sponsored activities in real time, credited to their PI IDC account.
  • IDC returns are based on the Distribution of Credit (DOC) listed in InfoEd at proposal submission; each PI must have an active PI IDC account (set up by Research Finance if needed).
  • IDC returns will now be distributed nightly (instead of annually), so timely updates to DOC records are essential to avoid reconciliation issues.

• No-cost Extension Request (NCE): 
  • Effective Aug 1st, all new NCE request will be submitted and processed in JIRA.
  • The submission process does not change.  TO submit a request, continue using the existing Post-Award Forms website and select the “No-Cost Extension Request Form.”  Submissions will now route through Jira automatically.

 

HR (Human Resources) and Payroll Updates:

• AAUP Faculty Smart-HR Blackout period
  • There will be a blackout period for all AAUP bargaining unit members on August 26th – September 1st
    • Please do not submit any faculty continuations/renewals or other faculty changes during this blackout period – this applies to any transactions effective 8/23/25 and beyond

• PageUp Training
  • Regular Payroll
    • Monday, September 29, 2025 9:00am-11:30am
  • Special Payroll
    • Tuesday, September 30, 2025 9:00am-11:00am

• Graduate School Timely Topics
  • Graduate Student Enrollment: Navigating Policies, Procedures, and Reports
    • Thursday, September 11, 2025, 1:00pm
  • Partnering for Success: A Look at UConn Library Liaison Services for Graduate Students and Faculty
    • Thursday, September 18, 2025, 11:00am
  • Graduate Admissions: Program Application Processing in Slate and Admissions Cycle Kick Off!
    • Thursday, September 25, 2025, 11:00am

 

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
  • Thursday, October 2^nd 9:30am – 11:00am
  • 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.

 

Fun “Dad” Jokes:

• What is a tree’s least favorite month?
  • Sep-timber
• What do trees do in September?
  • Turn over to a new leaf
• Why did the scarecrow win an award?
  • Because he was outstanding in his field!

August 2025 Newsletter

Fiscal Updates:

• FY25 and FY26 are both open in KFS as of 7/1/25
  • Default will be FY26
  • As you begin to look at balances on your accounts in KFS, please note the following:
    • Though FY26 is default on balance inquiries, you have the option to change to FY 2025 by typing over 2026
    • When looking at FY25 balances on the “General Ledger Balance” inquiry, there is an additional period called “Year End.” This is where you will see any activity posted after June 30, 2025 that relates to Fiscal Year 2025. On the General Ledger Entry inquiry, you will see these transactions in Fiscal Period “13”
    • Until FY25 hard close (mid to late August), include “pending ledger entries” in Available Balances instead of using “prior year balances” option.  We have loaded budget and expenses from FY25 as pending entries for G/C (grants and contracts) accounts.

• FY25 Fiscal Year End and FY26 New Fiscal Year Reminders
  • Salary Savings Accounts
    • Reminder – the BO will be loading any remaining prior year (FY25) salary saving account spendable balances for faculty starting July 1^st. These funds expire 6/30/2026
    • Salary Savings earned from FY25 were distributed in FY26.  These funds expire 6/30/2027
  • CAHNR Awards
    • For those who received CAHNR Awards, the BO will establish new 6L RFNDO accounts and will manage any Foundation Disbursements by the end of FY26
    • These accounts will have the award recipient listed as the ‘Account supervisor’, and will be included in their monthly account statements
  • Start-Up Accounts
    • Effective the beginning of FY26, start-up commitments will be funded in 4-L.  New accounts for existing commitments have been established and communicated to faculty and dept administrators
      • We will continue to work with dept admin.  to move expenses that may have posted to the previous 2-L start-up account
    • The BO will be working to establish all new 8/23/25 faculty 4-L Start-Up accounts
    • Reminder – Faculty (in most cases) will have three (3) Start-Up Accounts:
      • Faculty Summer salary
      • GA Support
      • Equipment/Discretionary
    • The BO will serve as FO on both the Faculty Summer Salary and GA support accounts

• Business Office Reports
  • Aug 1^st reports – Please note for project accounts (UNRSP) such as IDC accounts will only be reflecting FY26 budgets (including FY25 carryover balances).  Prior year data will be loaded after FY25 hard close.

• AY25-26 Grad
  • Pre-encumbrance has been loaded for Grad Payroll
    • 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

• FY26 Fringe Rate
  • https://bpir.media.uconn.edu/wp-content/uploads/sites/3452/2025/07/Fringe-Benefit-Rates-FY26.pdf

• Federal Accounts (Smith Lever, SAES Capacity)
  • Beginning this month (Aug), the BO will begin its annual review and establishment of the Federal Fiscal Year 2026 Federal Accounts
  • This will be an ongoing process until the new Federal Fiscal Year (FFY) opens on 10/1/2025 (FFY26)

• Update to CAHNR Business Office Staff
  • Michael will be leaving the Business Office, effective Aug 8^th.  We thank Mihcael for his contributions and wish him all the best in his next chapter
  • Contact Reminder: for any questions or assistance, please email cahnrbo@uconn.edu.  A member of the team will ensure your inquiry is directed to the appropriate person

 

UBS Update:

• Discontinue use of the Accounting Date Field (FY26)
  • Please discontinue use of the Accounting Date field on all purchase requisitions moving forward. As the new fiscal year has begun, all new requisitions will automatically post to FY26.
• Procard Restrictions
  • Web hosting services and website domain registration (must be hosted by University)
  • ChatGPT (now available through ITS)

 

SPS Update:

• KFS Routing for new and Award Modifications
  • Effective Aug 1^st, SPS will be using the blanket approval feature for establishing new KFS grants/contracts accounts
    • FO will not be required to approve and will receive FYI notifications
    • The BO will review new accounts to ensure they are set up appropriately

 

HR (Human Resources) and Payroll Updates:

• Grad Payroll Smart-HR for Funding Changes:
  • As a reminder any changes to new and continuing GA/GI SHRs cannot be processed until 8/23, when the GA is officially active in the system

• Fall Adjunct Smart-HR Changes:
  • As a reminder any changes to new and continuing adjunct SHRs cannot be processed until 8/25, when the adjunct is officially active in the system

• AAUP Faculty Smart-HR Blackout period
  • There will be a blackout period for all AAUP bargaining unit members on August 26th – September 1st
    • Please do not submit any faculty continuations/renewals or other faculty changes during this blackout period – this applies to any transactions effective 8/23/25 and beyond

• PageUp Training
  • Regular Payroll
    • Monday, August 11, 2025 9:00am-11:30am
    • Monday, September 29, 2025 9:00am-11:30am
  • Special Payroll
    • Tuesday, August 12, 2025 9:00am-11:00am
    • Tuesday, September 30, 2025 9:00am-11:00am

• Graduate School Timely Topics
  • Graduate Student Enrollment: Navigating Policies, Procedures, and Reports
    • Thursday, September 11, 2025, 1:00pm
  • Partnering for Success: A Look at UConn Library Liaison Services for Graduate Students and Faculty
    • Thursday, September 18, 2025, 11:00am
  • Graduate Admissions: Program Application Processing in Slate and Admissions Cycle Kick Off!
    • Thursday, September 25, 2025, 11:00am

• HireRight i-9 Training
  • Tuesday, August 12, 2025, 11:00am-12:30pm

 

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 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
  • Michael Fitzcordoba, CAHNR BO
  • Robin Sharkis, AHS

Fun “Dad” Jokes:

• What is the teacher’s 3 favorite words?
  • June, July, and August
• Why do bananas use sunscreen in August?
  • Because they peel
• Is today really August? Or are Ju-lying to me?
  • August without gust is…gold

July 2025 Newsletter

Happy New (Fiscal) Year!

Fiscal Updates:

• FY25 and FY26 are both open in KFS as of 7/1/25
  • Default will be FY26
  • As you begin to look at balances on your accounts in KFS, please note the following:
    • Though FY26 is default on balance inquiries, you have the option to change to FY 2025 by typing over 2025
  • When looking at FY25 balances on the “General Ledger Balance” inquiry, there is an additional period called “Year End.” This is where you will see any activity posted after June 30, 2025 that relates to Fiscal Year 2025. On the General Ledger Entry inquiry, you will see these transactions in Fiscal Period “13”
  • Encumbrances:
    • New FY26 external encumbrances (Purchase Orders) are in KFS.
    • Prior Year external encumbrances that are carried forward into FY26 are also in KFS
    • FY26 payroll encumbrances will be posted the week of July 1, 2025
  • CCR – this will be processed by the Business Office in period 13  
    • For programs that have been identified as entrepreneurial for revenue sharing, we will be processing the transfers to recoup a portion of the revenue generated for Provost’s Office and CAHNR Dean’s Office per policy – for more information, please refer to the Entrepreneurial Revenue Distribution Policy found on the College Intranet 
• FY26 Fringe Rates
  • See attached announcement
  • Note: Federal Agriculture (SAES) will be the same as sponsored programs

 

• Business Office Reports 
  • In July, there will be two report distributions for department and faculty reports.  As we move through the first couple of weeks of July, the Business Office will be preparing account budgets and update all accounts to reflect the starting FY26 balances 
    • July 1^st – will reflect FY25 ending balances; These will be the last report distribution for FY25 

 

• AY24-25 Grad 
  • Pre-encumbrance will be loaded for Grad Payroll on most fund sources (2L, 4L, 5L & 6L grants) 
  • 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 

 

• FY26 New Fiscal Year Commitments
  • The Business Office will create an Excel tracking sheet to record Dean-to-Department and Department-to-Dean commitments
  • Tracking will include budget letter items and any other one-time commitments outside of the letter
  • The Excel file will be saved on the CAHNR Admin Teams site within individual channels for each department

 

• Update from Accounting Office:

• • • • KFS object code 6935 (miscellaneous expense) will be deactivated starting in Fiscal Year 2026. This change is part of ongoing efforts to enhance accuracy and efficiency in financial and tax reporting processes.
      • Alternative Object Codes: Departments that have been utilizing object code 6935 on eDocs are encouraged to review expense descriptions available in the knowledgebase to identify more appropriate object codes.  Please refer to the following link:  KFS Expense Object Code Descriptions – Finance, Payroll, and Budget – UConn Knowledge Base.

 

• • • Update for HuskyBuy: General Letter 71 Exemptions ending July 1
      • As of July 1, 2025, the State of Connecticut is revising General Letter 71, and its sourcing exemptions will no longer apply. This means:
        • It will be removed from all HuskyBuy forms
        • Competitive bidding will be required for all purchases, including software renewals and event venues
        • Please review the updated bid thresholds (effective 10/1/23) and refer to our Introduction to Purchasing guide for sourcing guidance.
        • Procurement is developing new policies to streamline purchases. In the meantime, contact your Category Manager with questions or for support.

 

SPS Update:

• New Huskybuy Routing Procedure
  • Effective July 1st – SPS will no longer be in the approval process for lab supply purchases under 5k
  • Post-review will be conducted by PPASA
    • Any items deemed to be not allowable, allocable, or incorrectly coded as lab and classroom supplies will require corrections and may need to be removed from the sponsored award

• NIH NCE Request Update
  • All requests must be submitted to SPS for approval and processing including 1st request
  • Grantor-Approved extension requests must include the following documentation:

• • • Explanation of why the project could not be completed by end date
    • Scientific rationale to continue
    • Brief Progress Report
    • Amount of Direct Costs and Indirect Costs remaining
    • Detailed budget
    • Level of effort of key personnel named in NOA
    • Updated certifications including IACUC and IRB approvals

• Review the SPA Presentation Slides for Best Practices on:
  • Consulting Invoice Checklist
  • HuskyBuy Requisitions
  • Concur Travel Expense Reports
  • Cost Transfers
  • Link: https://content.research.uconn.edu/pdf/storrs/sps/spa/May-2025-Storrs-SPA-web.pdf

 

 

HR (Human Resources) and Payroll Updates:

 

Continuation Letters & Dean Signature Process

To ensure smooth and timely processing of continuation letters, please follow the updated guidelines below:

• Submission Instructions:
  • Send individually to Amanda in the Business Office (BO)

❗ Do not include the CAHNRBO email address

• • Email Subject: “Continuation Letter First Name Last Name Effective Date Department”
  • To Include in the Email:

• Expected funding plan for the duration of the letter
• Any special considerations (e.g., visa requirements, tuition waiver needs)

• What to Expect After Submission:
  • All correspondence will occur within the original email thread:
  • ✅ Acknowledgement of receipt
  • Returned letter for updates (if needed)
  • ✍️ Returned letter with Dean’s signature
  • ️ Returned letter with employee’s signature

 

For Other Documents

• Submission Instructions:
  • Send individually to Amanda in the Business Office (BO)
  • ❗ Do not include the CAHNRBO email address
  • Email Subject: “Document Name First Name Last Name Effective Date Department”
  • What to Expect After Submission:
  • ✅ Acknowledgement of receipt
  • Returned document for updates (if needed)
  • ✍️ Returned document with Dean’s signature

As we navigate the current transition in Dean leadership, the exact timeline for returning signed items is still being finalized. At this time, we anticipate a turnaround of approximately one week.

We recommend planning accordingly and allowing for potential delays. Thank you for your patience and understanding during this period of change.

• Fall 2025 Graduate Students  
  • Semester Term: 8/23/25 – 1/7/26
  • Academic Year Term: 8/23/25 – 5/22/26
  • Link to AY2025-2026 GA Stipend Rates: https://payroll.media.uconn.edu/wp-content/uploads/sites/2008/2024/09/Grad-Stipend-Chart-AY25-26.pdf
  • Offer Letter for Continuing Students due to Student by June 1^st
  • CORE Start Entry: Monday, June 2^nd
  • B.O. Smart-HR Deadline – Wednesday, July 9^th
  • Payroll Deadline – Friday, July 18^th

• Fall 2025 Adjunct Dates: https://hr.uconn.edu/special-payroll-info/
  • Term: 8/25/2025-12/17/2025
  • PageUp by 6/6/25
  • Approval PU by 7/15/25
  • Smart-HR Deadline (internal B.O.) – Friday, July 18^th
  • Payroll Deadline – Friday, July 25^th

• HireRight Training:
  • There will be HireRight Training available from Payroll on the dates below. If interested in this training, please register
    • Thursday 7/17/25, 2:00-3:30
    • Tuesday 7/29/25, 9:00-10:30
    • Tuesday 8/12/25, 2:00-3:30

• PageUp Special Payroll Processing Reminders:
  • To aid in the review process, be sure to remove any outdated comments from your special payroll PageUp requests.

• Postdoc Research Associate Reminders:
  • New NIH rate minimums went into effect on 5/16/2025. Those rates can be found on OVPR’s website here.
  • For continuations, the rule of thumb is that postdocs are eligible for a 3% increase from last year’s rate OR the minimum rate per year of service, whichever is greater.
  • All FTE changes and less-than-1-year appointments need to be approved by Labor Relations. A justification for the FTE/shortened appointment needs to be provided to the BO with the continuation letter when requesting the Dean signature if you’d like Amanda to reach out to Labor Relations.
  • Wen submitting the continuation letter for postdocs, please include the funding plan.

 

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 Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

 

Fun “Dad” Jokes:

• What do the mermaids use to call their friends?
  • Shell phones
• How can you differentiate between a piano and a fish?
  • You can tune a piano, but you cannot TUNA fish!
•  Why doesn’t the sun go to university?
  • It already has millions of degrees.

June 2025 Newsletter

Fiscal Updates:

• Summer Pre-encumbrances:
  • The B.O. are 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 the April 1^st – July 1^st reports
• FY25 Fiscal Year End
  • 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
  • Foundation Reimbursement 
    • Reconciliation process – the BO will be directly processing RFDs for the departments that have an arrangement with us 
    • For the departments that would like to utilize the BO for this process, please reach out to cahnrbo@uconn.edu 
  • CCR – this will be processed by the Business Office in period 13  
    • For programs that have been identified as entrepreneurial for revenue sharing, we will be processing the transfers to recoup a portion of the revenue generated for Provost’s Office and CAHNR Dean’s Office per policy – for more information, please refer to the Entrepreneurial Revenue Distribution Policy found on the College Intranet 

 

• Business Office Reports 
  • In July, there will be two report distributions for department and faculty reports.  As we move through the first couple of weeks of July, the Business Office will be preparing account budgets and update all accounts to reflect the starting FY26 balances 
    • July 1^st – will reflect FY25 ending balances; These will be the last report distribution for FY25 
    • By July 14^th – will reflect FY26 beginning balances 

 

• FY26 New Fiscal Year 
  • Salary Savings Accounts 
    • Reminder – the BO will load any remaining prior year (FY25) salary saving account spendable balances for depts. and faculty on July 1st. These funds expire 6/30/2026 
    • Salary Savings earned in FY25 will be distributed on 7/1/2025 (FY26).  These funds expire 6/30/2027
  • CAHNR Awards 

• • • • • For those who received CAHNR Awards, the BO will establish new 6L RFNDO accounts and will manage any Foundation Disbursements by the end of FY25 
        • These accounts will have the award recipient listed as the ‘Account supervisor’, and will be included in their monthly account statements starting July 14th 
      • Update from Accounting Office:
        • KFS object code 6935 (miscellaneous expense) will be deactivated starting in Fiscal Year 2026. This change is part of ongoing efforts to enhance accuracy and efficiency in financial and tax reporting processes.
        • Alternative Object Codes: Departments that have been utilizing object code 6935 on eDocs are encouraged to review expense descriptions available in the knowledgebase to identify more appropriate object codes.  Please refer to the following link:  KFS Expense Object Code Descriptions – Finance, Payroll, and Budget – UConn Knowledge Base.

 

 

SPS Updates:

• New Huskybuy Routing Procedure
  • Effective July 1^st – SPS will no longer be in the approval process for lab supply purchases under 5k
  • Post-review will be conducted by PPASA
    • Any items deemed to be not allowable, allocable, or incorrectly coded as lab and classroom supplies will require corrections and may need to be removed from the sponsored award
• Review the SPA Presentation Slides for Best Practices on:
  • HuskyBuy Requisitions
  • Concur Travel Expense Reports
  • Cost Transfers
  • Link: https://content.research.uconn.edu/pdf/storrs/sps/spa/May-2025-Storrs-SPA-web.pdf

 

 

HR (Human Resources) and Payroll Updates:

• Fall 2025 Graduate Students
  • Semester Term: 8/23/25 – 1/7/25
  • Academic Year Term: 8/23/25 – 5/22/26
  • Link to AY2025-2026 GA Stipend Rates: https://payroll.media.uconn.edu/wp-content/uploads/sites/2008/2024/09/Grad-Stipend-Chart-AY25-26.pdf
  • Offer Letter for Continuing Students due to Student by June 1^st
  • CORE Start Entry: Monday, June 2^nd
  • Smart-HR Deadline – Wednesday, July 9^th
  • Payroll Deadline – Friday, July 18^th

• Fall 2025 Adjunct Dates: https://hr.uconn.edu/special-payroll-info/
  • Term: 8/25/2025-12/17/2025
  • PageUp by 6/6/25
  • Approval PU by 7/15/25
  • Smart-HR Deadline (internal B.O.) – Friday, July 18^th
  • Payroll Deadline – Friday, July 25^th

• HireRight Training:
  • There will be HireRight Training available from Payroll on the below dates. If interested in this training, please register here.
    • Thursday 6/5/25, 9:00-10:30
    • Thursday 6/26/25, 9:00-10:30
    • Thursday 7/17/25, 2:00-3:30
    • Tuesday 7/29/25, 9:00-10:30
    • Tuesday 8/12/25, 2:00-3:30

 

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 Grow & Thrive
  • June 10^th 8:30AM – 4:00PM
  • CAHNR Grow and Thrive is a day dedicated to professional development, bringing staff from across the College of Agriculture, Health, and Natural Resources together to learn, connect, and grow. Organized by the CAHNR Staff Advisory Council and sponsored by the Dean’s Office, this event is an opportunity to build new skills, collaborate with colleagues, and strengthen our shared vision for CAHNR’s future. Through interactive workshops, team-building activities, and thoughtful discussions, attendees will gain valuable insights and practical tools to enhance their work and impact. By investing in our staff, we’re building a stronger, more connected community that will continue to drive CAHNR forward.

 

• CAHNR Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

Shout-outs:

• Welcome:
  • Isamar Rodriguez, Educational Program Assistant, EXT-Hartford County
  • Mary Malley, Administrative Program Support 3, NUSC
• Farewell:
  • Camilla Crossgrove, NUSC – retiring July 1^st

Fun “Dad” Jokes:

• What did one ocean say to the other?
  • Nothing, they just waved.
• Who wins in a fight between Sunday and Monday?
  • Sunday.  Monday is a weekday.
• What does a mathematician say when something goes wrong?
  • Figures!

May 2025 Newsletter

Fiscal Updates:

• Summer Pre-encumbrances:
  • The B.O. are 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 the April 1^st – July 1^st reports

• Weekly Year-End Reports:
  • As we approach FY25 year-end, the B.O. has started distributing weekly financial reports related to year-end close starting the Monday, March 31^st.  Reports are distributed the Monday of every week:
    • 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 FormComplete Instructions for preparing your FY25 Blanket Orders and Requisitions

 

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.

 

HR (Human Resources) and Payroll Updates:

• CORE-CT Upgrade
  • To accommodate an upcoming Core-CT upgrade on Monday, May 12, 2025, the following changes will be made to timesheet submission and approval deadlines, as well as Core-CT system availability.
    • The timesheet submission deadline for pay period ending 5/1/25 is being changed to Thursday, May 1, 2025.
    • The timesheet approval deadline for pay period ending 5/1/25 is being changed to Friday, May 2, 2025.
    • Wednesday, May 7, 2025 – Core-CT will be unavailable for Pay-Confirm activities.
    • Thursday, May 8, 2025 – Core-CT availability will be reinstated at approximately 7:30 a.m. until noon at which time the system will be unavailable through Monday morning.
    • Monday, May 12, 2025 – Core-CT availability will be reinstated at approximately 7:30 a.m.

• Fall 2025 Graduate Students  

• • Term: 8/23/25 – 1/7/26
  • Link to AY2025-2026 GA Stipend Rates: https://payroll.media.uconn.edu/wp-content/uploads/sites/2008/2024/09/Grad-Stipend-Chart-AY25-26.pdf
  • Offer Letter for Continuing Students due to Student by June 1^st
  • Smart-HR Deadline – Friday, June 27^th (tentative)
  • Payroll Deadline – Friday, July 11^th (tentative)

• Fall 2025 Adjunct Dates: https://hr.uconn.edu/special-payroll-info/
  • Term: 8/25/2025-12/17/2025
  • PageUp by 6/6/25
  • Approval PU by 7/15/25
  • Smart-HR Deadline (internal B.O.) – Friday, July 18^th
  • Payroll Deadline – Friday, July 25^th

• New Student Employment System – 12Twenty (see email attachment)
  • The University will be launching 12Twenty, a single platform that will replace both JobX and Handshake for on-campus and off-campus job opportunities. This change will simplify the experience for students and employers alike, providing one place to post jobs, track applicants, and access career-related services.
  • Key Upcoming Dates & Information
    • May 1: 12Twenty launches for Student Labor and Federal Work-Study (FWS) job postings
    • May 9: Post-launch Q&A session for employers (virtual support)
    • June 30: Employer access to JobX ends – download any needed data before this date
    • July 1: Full transition from Handshake to 12Twenty for career coaching, job fairs, internships, and more

• PageUp Training:
  • Regular Payroll
    • May 19, 2025, from 9:00 AM to 11:30 AM (Register)
  • Special Payroll
    • May 20, 2025, from 9:00 AM to 11:00 AM (Register)
• HireRight Training:
  • There will be HireRight Training available from Payroll on the below dates. If interested in this training, please register here.
    • Thursday May 8th, 1:30-3:00pm

• Graduate School Timely Topics 
  • May 15^th, 1:00pm – Graduate Admissions 2024-2025 Cycle Debrief
  • May 29^th, 1:00pm – Preparing for Fall: Graduate Assistant Payroll Procedures

 

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 Grow & Thrive
  • June 10^th 8:30AM – 4:00PM
  • CAHNR Grow and Thrive is a day dedicated to professional development, bringing staff from across the College of Agriculture, Health, and Natural Resources together to learn, connect, and grow. Organized by the CAHNR Staff Advisory Council and sponsored by the Dean’s Office, this event is an opportunity to build new skills, collaborate with colleagues, and strengthen our shared vision for CAHNR’s future. Through interactive workshops, team-building activities, and thoughtful discussions, attendees will gain valuable insights and practical tools to enhance their work and impact. By investing in our staff, we’re building a stronger, more connected community that will continue to drive CAHNR forward.

 

• CAHNR Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

 

Fun “Dad” Jokes:

• If April showers bring May flowers, what do May flowers bring?
  • Pilgrims.
• Why are oak tress so forgiving?
  • Every May they “turn over a new leaf.”
• What season is it when you are on a trampoline in May?
  • Spring-time.

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!

March 2025 Newsletter

Fiscal Updates:

• Summer 2025 Faculty Payrolls 
  • The Business Office will be processing summer faculty salary against any grant/contract, start-up, and/or any other salary commitments from the Dean’s Office 
    • Communication to faculty have started and we will continue through April 2^nd which is the B.O. Deadline for Summer Payroll with an effective date of 5/23/2025 
    • Tracking sheets may be found in B.O./Department shared folder in Sharepoint, under Faculty Summer 2025
  • 11-month Faculty
    • The B.O. will work with faculty to process the summer hire 
    • This will include the PageUp Request and the Smart-HR Transaction 
  • Departments will continue to be responsible for processing non-grant summer payrolls
  • Important Reminder:
    • The overload policy allows faculty to be eligible to earn up to an additional 25% over their summer salary (12/12ths) for non-research activity (May and winter intersession, summer teaching, CETL course development, etc.)
    • The overload must be requested and approved prior to the start of the non-research activity
    • If you are processing special payroll compensation for your research-active faculty, please contact the B.O. to start the overload request

• 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

 

HR (Human Resources) and Payroll Updates:

• 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
    • March 3, from 9:00am to 11:30pm (Register)
  • Special Payroll
    • March 4, from 9:00am to 11:00am (Register)
• Graduate School Timely Topics 
  • March 6^th – Having That Difficult Conversation with Your Graduate Advisee
  • March 27^th – Strength-based Advising for Neurodiverse Graduate Students

 

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 Staff Advisory Council (SAC)
      • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

 

Fun “Dad” Jokes:

• • Why can you never trust atoms?
    • They make up everything.
  • Why couldn’t the shellfish farmer go for a run?
    • He pulled a mussel.
  • Why do melons have weddings?
    •  They cantelope.

February 2025 Newsletter

Fiscal Updates:

• Summer 2025 Faculty Payrolls 
  • The Business Office will be processing summer faculty salary against any grant/contract, start-up, and/or any other salary commitments from the Dean’s Office 
    • We will review the summer effort commitments in the month of February
    • Communication to faculty will commence as soon as the information is gathered and continue through April 2^nd which is the B.O. Deadline for Summer Payroll with an effective date of 5/23/2025 
  • 11-month Faculty
    • The B.O. will work with faculty to process the summer hire 
    • This will include the PageUp Request and the Smart-HR Transaction 
  • Departments will continue to be responsible for processing non-grant summer payrolls
  • Important Reminder:
    • The overload policy allows faculty to be eligible to earn up to an additional 25% over their summer salary (12/12ths) for non-research activity (May and winter intersession, summer teaching, CETL course development, etc.)
    • The overload must be requested and approved prior to the start of the non-research activity
    • If you are processing special payroll compensation for your research-active faculty, please contact the B.O. to start the overload request

• 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 the May 1^st reports

• New Kuali Financials training Video is available:
  • The General Ledger Transfer: https://kb.uconn.edu/space/FPB/27356823554/Kuali+Financials+Training+Videos
  • This video will provide information on when to use (or not to use) a General Ledger Transfer (GLT) eDoc, and includes a demonstration on how to complete a GLT eDoc

• Graduate Assistant Tuition Waiver Clarification:
  • Tuition vs. Academic Program Fees: Graduate Assistants (GAs) in tuition-based programs receive a tuition waiver, while those in fee-based programs do not receive a waiver for academic program fees.
  • Updated Offer Letter Templates: New Graduate Assistant Offer Letter Templates for Fall 2025 and AY 2025-26 clarify tuition waivers based on program type. Use the appropriate version depending on the appointment period.
  • Financial Responsibility: GAs in tuition-based programs must still pay university fees at the negotiated rate. GAs in fee-based programs are responsible for the full academic program fee and university fees.
  • Approval for Non-Standard Appointments: All retroactive or non-standard GA appointments require Graduate School approval before issuing an offer letter.

 

HR (Human Resources) and Payroll Updates:

• 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

 

• PageUp Training
  • Regular Payroll
    • March 3, from 9:00am to 11:30pm (Register)
  • Special Payroll
    • March 4, from 9:00am to 11:00am (Register)

 

• Graduate School Timely Topics 
  • February 6^th – Part 1: AI is Here to Stay…Now What? A Conversation
  • February 13^th – Part 2: AI is Here to Stay…Now What? A Conversation
  • February 20^th – Graduate Students and Summer: What You Need to Know About Special Payroll, Funding, and Summer Graduations
  • March 6^th – Having That Difficult Conversation with Your Graduate Advisee
  • March 27^th – Strength-based Advising for Neurodiverse Graduate Students

 

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 Staff Advisory Council (SAC)
  • Visit the CAHNR Staff SharePoint Site for opportunities with professional development, networking, and even hobby and wellness events.

 

Shout-out:  

• Best Wishes:

• • Nancy Wilhelm, Co-op Extension

• Welcome: 

• • Matthew Syrotiak, Educational Program Coordinator, Co-op Extension

 

Fun “Dad” Jokes:

• After an unsuccessful harvest, why did the farmer decide to try a career in music?
  • Because he had a ton of sick beets.
• What’s the difference between a well-dressed man on a unicycle and a poorly-dressed man on a bicycle?
  • Attire
• Where do pirates get their hooks?
  • Second hand stores.