Attachment: TGS-Payroll Lunch and Learn Slides 6.3.20

Good afternoon,

Attached please find an updated version of the slides from last week’s Timely Topics on Grad Payroll. The slides, a recording of the session, and other resources can also be found in the Timely Topics folder here. Much of the information discussed, such as graduate assistantship eligibility, supplemental employment, offer letters and more, is available on the Grad School resource page, Information About Assistantships.

Regarding signatures on GA offer letters, as Gena discussed, scanned or faxed copies of letters with a wet acceptance signature are preferred, but given the current circumstances, Payroll can accept a “font signature” if it’s paired with an email from the GA confirming acceptance of the position. HR has also confirmed that certified Adobe signatures and e-signatures may be accepted under the current circumstances. Once the University returns to normal operations, however, the requirement for wet signatures will resume.

Please feel free to reach out to me or Gena with any GA or grad payroll questions.

 

Best,

Megan Petsa, M.A.
Director of Graduate Student Administration

The Graduate School
University of Connecticut
The Whetten Graduate Center, Second Floor
438 Whitney Road Extension, Unit 1152 | Storrs, CT  06269-1152
860.486.0977 | www.grad.uconn.edu

 

From: Information for department staff who support/advise graduate students, GAs, postdocs <GRADUATE_ADMINS-L@LISTSERV.UCONN.EDU> On Behalf Of Petsa, Megan
Sent: Wednesday, June 10, 2020 12:21 PM
To: GRADUATE_ADMINS-L@LISTSERV.UCONN.EDU
Subject: Timely Topics – Grad Payroll Follow Up

Dear Colleagues,

In April, HR and the Graduate School provided guidance on issuing summer GA appointments. In the April 22nd guidance, HR required that departments provide confirmation of critical research, telecommuting, or available funding in case the work could not be performed by the GA.

Effective immediately, HR is no longer requiring such confirmation and will approve all pending requests in its queue over the next few days. Departments, however, remain responsible for funding summer GA appointments after the offer is accepted and in the case that the GA is unable to perform the work on campus or remotely. Departments should remain cognizant of this before issuing offers.

Additionally, if departments are not confident that funding for fall or 2020/2021 academic year appointments will be available for the appointment term, please know that the June 15th deadline may be relaxed this year due to the current health situation.

Please direct questions to hr-communications@uconn.edu.

Thank you,

Christopher Delello, Chief Human Resources Officer
Kent Holsinger, Vice Provost and Dean of the Graduate School

__________________________________________________

From: HR – Communications
Sent: Tuesday, April 7, 2020
Subject: Guidance on Issuing GA Appointments

Dear Colleagues,

We write with guidance on the issuing of fall and summer Graduate Assistant appointments.

Fall

As you are aware, the GEU-UAW Contract requires the University to notify incoming students by April 1^st and continuing students by June 15^th of their fall or academic year Graduate Assistant appointments. Once accepted, the University is obligated to fulfill the terms of the appointment, regardless of whether the current pandemic will still be affecting University operations and the ability of Graduate Assistants to perform their duties.

Although the April 1^st deadline has passed, the June 15^th deadline has not. Therefore, we recommend that departments use caution in making GA offers that would become effective next fall. This recommendation is especially applicable for appointments where the duties of a Graduate Assistant prevents them from working remotely, such as some Research Assistants. In most instances, Teaching Assistants would be able to teach remotely in the fall. If the June 15^th deadline is approaching and you are uncertain whether a returning GA will be able to work remotely, please contact Labor Relations. As always, we recommend that departments communicate with potential GAs to help them understand the status of a potential reappointment.

Summer

Additionally, the GEU-UAW Contract requires the University to notify students of appointments at least 14 days prior to the beginning of the work assignment for summer appointments, and likewise, the University is also obligated to fulfill the terms of these appointments. Therefore, the University recommends that departments refrain from notifying students of graduate assistant appointment letters related to research for the summer, unless departments and faculty are certain that work can be performed via telecommuting. Human Resources will not process approvals for Summer GA Research appointments in PageUp, unless departments contact us confirming that telecommuting will be possible.

We will share more information as the situation develops. Please direct any questions or concerns to hr-communications@uconn.edu.

Sincerely,

Christopher Delello, Chief Human Resources Officer

Kent Holsinger, Vice Provost and Dean of the Graduate School

Good afternoon,

The link in the Core-CT auto generated email sent to Smart HR Approvers is currently not working. While this technical issue is being resolved, please approve Smart HR transactions by signing directly into Core-CT at https://ess.uconn.edu/. Smart HR transactions pending approval can be located by navigating to your worklist, or to the Manage Transactions page. Instructions for using these alternative methods of approval can be found in the Approving Smart HR Transactions job aid.

Additionally, there is a secondary issue that is under review. Smart HR approval emails are being routed to email spam folders. Please be sure to review this folder regularly.

Questions regarding the alternative approval process can be emailed to jessica.dempsey@uconn.edu.

Sent: Thursday, April 9, 2020 1:54 PM
Subject: NOTIFICATION: SMART HR APPROVER EMAIL ISSUE

Good Afternoon,

We hope this message finds you well!

You are receiving this message as you have been identified as a Time Reporter, Timekeeper or Time Approver in Core-CT.  This message contains important information regarding the proper coding of timesheets related to the COVID-19 pandemic.  It is mandatory that timesheets be completed in accordance with these guidelines to ensure accurate financial reporting.

A ‘COVID-19 Time Reporting’ webpage has been created to inform employees and supervisors how to complete timesheets for pay period ending 3/26/20.  The page provides applicable scenarios, along with examples of how timesheet entry should be completed for those scenarios requiring an Override Reason Code.  Please note that Override Reason Codes are used for reporting purposes, and are critical to meeting our operational and business needs during this unprecedented event.  It is imperative that timesheets reflect appropriate Override Reason Codes.  Please review guidance at https://payroll.uconn.edu/covid-19/ before completing and approving employee timesheets.

In accordance with standard biweekly deadlines, all employees who are required to submit a timesheet must do so no later than the close of business on Friday, March 27^th for the pay cycle running March 13^th through March 26^th.  For questions regarding the coding of timesheets, you may contact the appropriate Payroll staff member(s) at https://payroll.uconn.edu/time-labor-home/.  Any questions regarding the reason for an employee’s absence as it relates to COVID-19 should be emailed to HR@uconn.edu.

Thank you for your patience and flexibility as we continue to work through the evolving time reporting requirements related to COVID-19.

Jennifer Person
Director, Payroll Department
University of Connecticut
343 Mansfield Rd., Unit 1111
Storrs, CT  06269-1111

P:  860-486-0962, or 860-486-2423
F:  860-486-4296

 

From: Time_Approvers-L <TIME_APPROVERS-L@LISTSERV.UCONN.EDU> On Behalf Of Payroll – Time Administrator
Sent: Thursday, March 26, 2020 3:21 PM
To: TIME_APPROVERS-L@LISTSERV.UCONN.EDU
Subject: IMPORTANT – COVID-19 Timesheet Reporting Requirements
Importance: High

Good Afternoon,

Thank you for your patience as we work through the time reporting requirements related to the COVID-19 pandemic.  As you know, guidance continues to evolve, making it challenging to provide the most up-to-date information related to the completion and approval of employee timesheets.  While we develop detailed direction over the next few days on time and attendance requirements, we ask that employee timesheets NOT be submitted and approved until notified later this week.  Our goal is to limit the number of timesheet corrections that will be required, and to ensure timely and accurate pay to employees.

We appreciate your cooperation and flexibility.

 

Jennifer Person
Director, Payroll Department
University of Connecticut
343 Mansfield Rd., Unit 1111
Storrs, CT  06269-1111

P:  860-486-0962, or 860-486-2423
F:  860-486-4296

From: Time_Approvers-L <TIME_APPROVERS-L@LISTSERV.UCONN.EDU> On Behalf Of Payroll – Time Administrator
Sent: Monday, March 23, 2020 3:29 PM
To: TIME_APPROVERS-L@LISTSERV.UCONN.EDU
Subject: Update on COVID-19 Time Reporting
Importance: High