Author: Lunt, Winnie

Important Concur Travel and Expense Project Update (From Daily Digest)

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Dear Campus Community,

We are providing you with an important update regarding the Concur Travel and Expense project.  The members of the project team have been working hard over the last year to ensure the new travel system is customer friendly, intuitive, efficient, and stable.  There has also been extensive work with Key Travel, our new travel management company, to ensure the level of customer service experience delivered to UConn travelers is of high quality.  A pilot program for Concur was launched on October 15, 2019 for seven different areas across our Storrs and Regional campuses.  The objective of this pilot was to garner feedback from actual travel program users and then incorporate their feedback into the system prior to rolling out Concur to the campus community.

Since the pilot go-live, we have received a lot of helpful, concise, and constructive feedback from our dedicated pilot participants, as well as from leaders throughout the campus.  This feedback included suggestions for extending the adoption period of our new program ahead of University-wide go-live.  This recommended extension will allow for additional training sessions and formats, as well as, open forums to address questions from the campus community as we trend toward go-live.

After listening to and considering the received feedback, which has now been incorporated into a revised project plan, it has been decided to have a phased roll out of Concur, with the final roll out planned for  March 10, 2020.  This timing better aligns with the academic calendar, and the time demands of faculty and support units.

Prior to the final rollout, divisions including University Business Services (UBS), Controller, Budget & Institutional Research, Public Safety, Human Resources, Facilities Operations, and University Planning, Design, and Construction (UPDC), will join the current pilot participants as early adopters of this system on January 22, 2020. Please be on the lookout for additional communications regarding trainings, town halls, and open labs to support the University faculty and staff during this transition. If you have any questions, please email Travel.Project@uconn.edu.

We thank you for your feedback and continued support as the University deploys this exciting new Travel Program!

Matt Larson, Charlie Eaton, and Ngozi Taffe

Source Link: http://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=145527&cid=24&iid=4325

Upcoming System Changes – Position Numbers (From KFS Listserv)

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Sent on behalf of the Office of Budget & Planning:

Upcoming System Changes – Position Numbers

As the University prepares to transition to a new recruitment and onboarding system through PageUp People, there is an important business process change that will occur: UConn assigned position numbers will no longer be used or tracked.

Note: The classified employee population (protective service, maintenance, social service and clerical unions) will continue to retain CORE position numbers generated from the State system, as always.

The change will be visible in a few different systems:

Recruiting – PageUp

  • You will no longer need to choose a position number to begin the recruiting process.
  • More detail on the recruiting system process will be available in training, open labs, etc.  Please refer to the Daily Digest for additional information on the Page Up transition or contact Human Resources at workforce@uconn.edu.

Financial – KFS

  • All payroll expenditure and encumbrance files that feed into KFS will have the employee number value in the position number field (similar to the process in KFS prior to FY2016).
  • This change takes effect during Pay Period Ending 11/21/19. Encumbrance updates will occur the week of 11/25 and the first payroll expense will hit the week of 12/2.
  • For this Fiscal Year only, due to the timing of the transition, the KFS Account Status (Current Funds) inquiry screen will display the YTD actual pay split by position number (pre-transition) and employee number (post-transition).

Budget Construction

  • No vacancies will be loaded into Budget Construction. As always, users may add new vacancies manually with “TBA” placeholder positions. For refills, users can budget the refilled salary on the incumbent employee’s line.

KFDM

  • There is no change to the .pdf and .html versions of the Filled Position Detail and Summary reports as they did not contain position number.  The position number field will be removed from the excel version of the reports but it will remain as a field in the data star.
  • We recommend running any self-created detailed payroll reports by employee number.

      If you have any further questions regarding the change within KFS, please contact your assigned budget analyst.

       

      From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette
      Sent: Wednesday, November 20, 2019 3:52 PM
      To: KFS-L@LISTSERV.UCONN.EDU
      Subject: Upcoming System Changes – Position Numbers

      PageUp: Transition and Training (From Daily Digest)

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      PageUp: Transition and Training

      On December 2, Human Resources will transition from Recruiting Solutions and SPAR to PageUp People, a new recruitment and onboarding system. PageUp is a cloud-based applicant tracking system that will modernize UConn’s recruitment and onboarding capabilities.

      Business Process

      PageUp will impact the University’s current business processes by allowing for the creation and dissemination of online offer letters; integrating SPAR into PageUp; eliminating unclassified position management and the processing of faculty summer payroll within a recruitment system; using online applications for special payroll appointments, including adjunct faculty; maintaining a centrally-managed approval workflow; launching a central onboarding program for new employees; and integrating regular and special payroll SmartHR hire templates in Core-CT.

      Transition

      Human Resources has plans to transition both Recruiting Solutions and SPAR requisitions and transactions to PageUp.

      For Recruiting Solutions, all open requisitions will be transitioned to Page Up regardless of the search status. Applicants who have applied to open searches will also be moved to Page Up and attached to the appropriate requisitions. Starting November 25th, Recruiting Solutions will not be available to users post PageUp go-live, but will be available to Human Resources. There will be no interruption to faculty applying to open searches through Academic Jobs Online; there will be a moratorium on applying for staff positions during the week of November 25th.

      For SPAR, transactions processed prior to PageUp go-live will be closed-out in SPAR. SPAR will remain available to end-users post PageUp go-live. Beginning December 2nd, SPAR transactions will be submitted and processed through PageUp.

      Training & Support

      Human Resources will host training sessions for Regular and Special Payrolls through February. (Select “find more classes” at the bottom of the page to reveal all available training sessions.)

      In addition, Human Resources will hold “open” lab sessions immediately after go-live and through December. Employees will be able to drop in without registration to receive assistance or to ask questions about an ongoing search or the system.

      Human Resources will also provide online tutorials and job aids upon go-live. Employees may contact Human Resources directly by phone at 860-486-1753 or email workforce@uconn.edu with PageUp questions.

      For more information, contact: Human Resources at workforce@uconn.edu

      University Travel Program Update (From Daily Digest)

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      To UConn faculty, staff and employees:

      We want to provide you with a further update on the changes occurring to the University’s Travel Program. You will recall we sent out a message in June announcing: 1) Key Travel will be our new travel management partner; 2) a Travel Card program will be established; 3) We will begin the use of Concur, a travel and expense management system.

      Please note that this update is for the Storrs, Law and regional campuses only.

      This past October 15, Key Travel, Travel Cards and Concur began being piloted with certain users.    The pilot group consists of the following departments: School of Business, Office of Admissions, Division of Athletics, Information Technology Services, and Departments of Statistics, History, and Ecology and Evolutionary Biology in the College of Liberal Arts and Sciences.

      Full implementation of Key Travel, Travel Cards and Concur will occur across all UConn campuses and become effective for all employees on December 4.  Training materials, project communications, resources and answers to FAQs are available on the UConn Concur Project website.

      As we transition, we want to remind everyone of important changes for your travel planning.   Pre-approval is now required for all international travel and for domestic travel that contains airfare, rail, hotel and/or car rentals.   This approval must be provided by an employee’s next level supervisor and fiscal officer within Concur.   Without pre-approval, travelers may not be reimbursed for their expenses.

      Next level supervisors, (as defined by HR Core CT), can delegate only to those with similar supervisory status and defined as Approvers.   Fiscal officers are designated within their departments and associated with specific funding accounts.  These newer distinctions help ensure the traveler has the proper administrative approval, as well as the financial support to do so.

      Finally, we thank all those who have put in the hard work and dedication with this important initiative.  Your assistance and contributions have helped transform our Travel Program. These advancements will help us reach our goals in the area of compliance, transparency and providing a more efficient and customer centric travel experience.    Please contact our Procurement Solutions Support Team at 860-486-2289 regarding any travel questions you may have.

       

      Sincerely,

      Scott Jordan

      Executive Vice President for Administration and Chief Financial Officer

       

      John Elliott

      Interim Provost

      For more information, contact: Office of Travel Services at travel@uconn.edu

      Link to Daily Digest: http://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=143613&cid=24&iid=4262

      Tracking Special Payroll Return Retirees in HR Systems

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      Beginning immediately, the University will use a new Employee Classification value when employing State of CT retirees into a Special Payroll appointment.

       

      Smart HR processors should choose “CU- Contractual/University” in the Employee Classification field on the Smart HR template(s). The University will no longer use the “SA-Special Appointment Higher Ed” value when employing return retirees.

       

      The implementation of PageUp, which will incorporate Special Payroll hiring, will also use the Employee Classification value of “CU” for return retirees.

       

      Please contact SPAR@uconn.edu  if you have any questions about this new process.

       

      From: Special Payroll Information <SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU> On Behalf Of HR – Communications
      Sent: Tuesday, November 5, 2019 8:48 AM
      To: SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU
      Subject: Tracking Special Payroll Return Retirees in HR Systems

      Cash Handling Training Sign Up Form

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      Message from the Bursar’s Office:

      From: Bursar – Cash Operations
      Sent: Tuesday, October 8, 2019 11:29 AM
      Subject: 2019 Annual Cash Handling Training – ACTION REQUIRED

       

      Good Morning,

      You have been identified as a Fiscal Officer in a department that submitted an Advance Deposit and/or Cash Receipt eDoc during fiscal year 2019, or you responded to this request last year.  Annual Cash Handling Training is required for any University staff involved in receiving, recording, depositing, and/or reconciling cash or check payments.

      On the attached spreadsheet, please indicate all staff and students involved in your department’s cash/check handling process so they can be enrolled in this year’s training.  The training is all within HuskyCT and consists of a PowerPoint followed by a brief quiz.  Staff will receive an email notification once the training is available, by mid-November.

      Please complete and return the attached spreadsheet, in Excel format, to cashoperations@uconn.edu by November 1, 2019.  If you are not the appropriate person to complete this for your area, please forward along accordingly.

      Feel free to contact us with any questions.

      Thank you,

      Alyse

       

       

      Alyse Lofman-Kwapien  |  Cash Operations

      Financial Services Manager
      University of Connecticut | Office of the Bursar
      233 Glenbrook Road Unit 4100 Storrs, CT  06269
      Office: 860.486.6826 | Fax: 860.486.3307