Author: Lunt, Winnie

Pro-Card will now be reconciled via Company Billed Statement Report in Concur starting with the November Statement (Information Sessions Available) (From KFS Listserv)

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Dear Fiscal Officer,

We are writing to announce that as of Monday, October 26, 2020, Pro-card transactions will be reconciled in Concur as Company Billed Statement Reports.

Starting with the November 2020 statement (October 24th through November 23rd), Pro-Card transactions will be fed directly into Concur, building a Company Billed Statement report instead of creating a procurement card document (PCDO) in KFS.

The new workflow in Concur will be as follows:

      1. Pro-Card transactions will feed into Concur on a daily basis, on a Company Billed Statement Report.
      2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15th of the month following the statement period.
      3. If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur. Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.
      4. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15th of the month following the statement period.
      5. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
      6. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

      We have scheduled several WebEx Info Sessions over the next few weeks to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

       

      Click the link below to register for the upcoming Info Session.

      Company Billed Statement Information Session (after opening the link, click the arrow in line with the word Enroll to see the session times.)

       

      Thanks,

      Nancy Patrylak, CPCP
      Procurement Solutions Center Manager
      University of Connecticut
      University Business Services
      3 Discovery Drive, Unit 6076
      Storrs, CT  06269
      (860) 486-2622 – phone
      (860) 486-5051 – fax
      Purchasing.ubs.uconn.edu
      *For travel inquiries please contact us at travel@uconn.edu

    Pro-Card will now be reconciled via Company Billed Statement Report in Concur starting with the November Statement (From KFS Listserv)

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    Dear Fiscal Officer,

    We are writing to provide you with information about changes to the reconciliation process for Pro-Card transactions.

    As previously announced, starting with the November statement (October 24th through November 23rd) Concur will become the reconciliation tool for transactions purchased on the Pro-Card. Pro-Card transactions will be fed directly into Concur instead of creating a procurement card document (PCDO) in KFS.

    The workflow in Concur will be as follows:

    1. Pro-Card transactions will be fed into Concur on a daily basis, on a Company Billed Statement Report.
    2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15th of the month following the statement period.

    If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur.  Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.

    1. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15th of the month following the statement period.
    2. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
    3. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

    We have scheduled two (2) WebEx Info Sessions to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

     

    Click the link below to Register for the upcoming Info Sessions.

    Company Billed Statement Info Session October 21th 1:00 pm

    Company Billed Statement Info Session October 27th 10:00 am

     

    Thanks,

    Nancy Patrylak, CPCP
    Procurement Solutions Center Manager
    University of Connecticut
    University Business Services
    3 Discovery Drive, Unit 6076
    Storrs, CT  06269
    (860) 486-2622 – phone
    (860) 486-5051 – fax

    Purchasing.ubs.uconn.edu

    *For travel inquiries please contact us at travel@uconn.edu

    New KFS Cash and AR Procedure Guide (From Daily Digest)

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    New KFS Cash and AR Procedure Guide

    Do you/your department invoice for goods and/or services? If so, the Accounts Receivable (AR) Office within the Bursar’s Office is offering assistance and trainings!

    Trainings are currently available for:

    • Invoicing (including UConn Health)
    • Credit memos
    • Creating customers
    • Collecting on past-due accounts

    Quick Tip: KFS was upgraded on September 26th and looks quite different! Rest assured, you can still do everything you need to do—just quicker and easier. For questions on Accounts Receivable procedures, please refer to the updated Cash and AR Procedure guide on our website. We have completely overhauled the guide to reflect the new layout of KFS.

    For more information, email accountsreceivable@uconn.edu.

    For more information, contact: Accounts Receivable at accountsreceivable@uconn.edu

    Source link: https://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=162022&cid=24&iid=4865

    Concur Student Travel – Fiscal Officer Training Opportunity (From Travel)

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    Dear Colleagues,

    Starting October 1, Concur will become our system for managing student travel and expense reporting. As communicated on September 14, the fiscal officer role in reviewing and approving student travel will be fundamentally unchanged by the Concur implementation. As a fiscal officer you will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

    Student travel involves tax considerations specific to the student, and may be taxable to the student in certain circumstances. When travel will be conducted by a nonresident alien student, a Concur approver must complete a “Business Expense Certification” field in the travel request. Concur will prompt the approver to complete this field when required.

    Fiscal officers with responsibility for reviewing and approving student travel in Concur are encouraged to attend a training session conducted by the Tax & Compliance Office. This training session will discuss the tax considerations of student travel as well as the “Business Expense Certification” field in Concur.

    Concur Student Travel – Tax considerations and Business Expense Certification field guidance

    Regards,

    The UConn Travel Team

    upcoming Concur updates (From ITS)

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    Dear Colleagues,

    We are writing to share information about pending updates to the Concur Travel and Expense system.

    On April 22, 2020, UConn implemented the Concur Travel and Expense Module, an industry leading platform that supports best practices in the authorization and processing of travel and non-travel out-of-pocket expenses. Subsequent to this, the project team has pursued capabilities and service changes that will enhance the customer experience:

    • Anthony Travel will become our new Travel Management Company (TMC).  In business for over 20 years, Anthony Travel is a leader in university domestic and international, group, and athletic travel.  As a part of this relationship, UConn will have a dedicated, onsite agent to assist our community with their travel plans.
    • Concur will become our system for managing student travel and expense reporting.  Starting October 1, all authorized travel and virtual conference participation as well as non-travel out-of-pocket expense reports will be processed through Concur.  For specific information on how to manage these activities, visit https://travel.uconn.edu/training-and-resources/.  We will communicate details about this update directly to students.
    • Concur will become the reconciliation tool for all university card products.  Starting with the November statement, Pro-card transactions will be fed directly into Concur instead of creating a procurement card document in KFS.

    In the coming months, you will see more communication pertaining to Anthony Travel, guest travel, duty of care, and training opportunities. Additional support information is also available on Travel Services’ website: travel.uconn.edu.

    Please do not hesitate to contact the project (https://concurproject.uconn.edu/contact-us/) if you have comments, questions, or concerns.

     

    Regards,

    Trish Casey
    Associate Vice President for Financial Operations and Controller

    Gregory Daniels
    Interim Associate Vice President for University Business Services and Chief Procurement Officer

    Michael Mundrane
    Vice President for Information Technology and Chief Information Officer

    Concur-Student Travel Go-Live (From Travel)

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    Dear colleagues,

    We are writing to announce the launch of the student travel phase of the Concur project and to clarify the role of university fiscal officers in the system.

    SAP Concur is the official university travel management and expense reporting system that went live for faculty and staff on April 22, 2020.  Student travel, at that time, remained as supported by existing systems and processes.  The project continued working with student groups and other stakeholders over the intervening period to design an implementation that would best meet the unique needs of students while preserving key parts of existing processes.  Students will be able to take full advantage of the features of the new system.  This includes, but is not limited to, automated approval workflow, use of University cards that will import nightly, and Concur mobile app for receipt capture.  The fiscal officer role will be fundamentally unchanged.  You will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

    The Concur implementation of the student travel and expense reporting is tentatively scheduled to go live on 10/1/2020 pending successful testing.  Additional information regarding the implementation is available at travel.uconn.edu.

    Please do not hesitate to contact travel@uconn.edu with any questions or concerns.

    Special Payroll Updates (From HR)

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    Dear Colleagues,

    We write with several updates about Special Payroll.

    First, University Compliance has updated the Conflict of Interest form. The updated form is available on the HR website and within PageUp. Please clear your cache in your browser (Chrome recommended) to ensure that the new form appears within PageUp.

    Second, as a reminder, departments should submit all special payroll requests 4-6 weeks prior to the appointment’s scheduled start date to ensure that the employee is approved to work and is able to be paid on time. For quicker processing, please check for flags on the applicant card and include, if applicable, Dual Employment and Conflict of Interest forms upon initial submission.

    Third, Payroll updated the Graduate Calculator for AY 2020-2021. Please use this calculator for overload appointments and 2021 summer and intersession appointments.

    Finally, effective September 1, 2020, the minimum wage in the state of Connecticut is $12.00 per hour.

    Please direct questions to spar@uconn.edu.

     

    Thank you,
    Human Resources

    KFS UC Chart Final Close – TONIGHT (From KFS Listserv)

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    To All KFS and KFDM Users:

    The Final Close for the KFS UC Chart for Fiscal Year 2020 will take place tonight, Wednesday, August 26, 2020.  KFS will be unavailable beginning at 5 pm today.  By Thursday morning, August 27, final balances from 2020 will be carried over into Fiscal Year 2021 as beginning balances. These amounts will no longer be seen as pending entries in Fiscal Year 2021; they will be final and posted amounts.

    For contract and grant accounts, ending balances for 2020 will be seen in the “Contracts Grants Beginning Balance Amount” field on the General Ledger Balance Lookup for 2021.

    For all other account types, ending balances for 2020 will be seen in the “Beginning Balance Line Amount” field on the General Ledger Balance Lookup for 2021.

    The Kuali Financial Data Mart (KFDM) will also be updated to include the beginning balances for Fiscal Year 2021.

    If you have any questions or concerns, please feel free to contact Annette Pavone (Annette.pavone@uconn.edu) or Lori-Anne Hansen (lori-anne.hansen@uconn.edu)

     

    Annette Pavone, CPA
    Accounting Manager, Inventory Control & Capitalization
    Accounting Office
    University of Connecticut
    343 Mansfield Road
    Storrs, CT 06269-1074
    Phone (860) 486-2934

    KFS Upgrade Test Environment

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    For those of you that utilize KFS, I wanted to share with you the link to the KFS Test Environment: https://kualinp.uconn.edu/kfs-uat/webapp/dashboard/home  so that you have an opportunity to see the new look and feel of the system before training occurs.  Additional communication will be provided on Training, Job Aids, and Go Live as we approach September, and will continue to share any information as I receive it.

    As mentioned in our last Administrative Meeting a new General Ledger Transfer (GLT) document will be introduced.  Here is the link to the GLT tutorial video: https://kaltura.uconn.edu/media/General+Ledger+Transfer+Demo/1_5xatwev1

     

    Thank you,
    Alicia

    Fall 2020 Student Employment Guidance (From Student Employee Listserv)

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    Attachment: Sample Student Offer Letter August 2020

    Dear Student Employee Supervisors,

    The fall semester will bring a partial opening of the Storrs and regional campuses. As student supervisors we are encouraging you to follow the Human Resource Guidelines as it pertains to telecommuting and reporting to work.

    Please note, these guidelines are applicable to Student Labor and Federal Work Study students.

    We have compiled a list of FAQs for your reference:

    • Can I hire students for the in-person operations of my department? Am I required to obtain additional approval?  Yes, student employees can be hired for in-person operations, there is no additional approval required.

     

    • I would like to hire a student employee that will be telecommuting, do I need to seek additional approval or notify HR of the remote work environment?  Yes, students can be hired to work remote. There is no notification or approval required by Human Resources or the Student Employment Office.

     

    • Are student employees required to complete the mandatory Environmental Health & Safety Training (EH & S) upon re-entry to in-person employment?  Yes, students should complete the Environmental Health & Safety Training and alert supervisors upon completion.

     

    • What are the testing requirements for off-campus student employees who are online/distance learning only?  Student testing is being facilitated by Student Health and Wellness (SHaW). Please refer to their FAQ as it relates to testing requirements.

     

    • Who/what department will be facilitating/monitoring the testing for off-campus students (who are online/distance learning) but secure on-campus employment?  Testing is required for all students returning to campus for learning and/or employment. Please refer to SHaW for additional information on student testing.

     

    • Can a student employee work in an office without a full-time staff member present?  Student employees who have completed the required EH & S training and who can perform their duties independently, may work on campus without a full-time staff member present.

     

    • Will student employees be paid if they are COVID positive and are required to quarantine?  No, if the duties cannot be performed remotely, students will not be paid. However, if the student employee has earned sick time during their employment, they may use it to compensate their time off. Please refer to the student employment sick time policy for more information regarding accruals.

     

    • I would like to hire an out-of-state student to help with the reopening of campus/my  department. If they produce a negative COVID test result, can they begin work prior to the completion of the mandated, 14-day quarantine?  No, students traveling to CT from states listed on the Connecticut Travel Advisory are required to self-quarantine for 14 days. A negative COVID test result does not expedite this process.

     

    • Can I hire an international student to work remote while they are in their home country?  No, at this time the University cannot hire international students to work remotely.

     

    We have attached a sample offer letter, please feel free to use this template and edit to meet the needs of your department

     

    Kind regards from,

    Student Employment