Due to COVID-19 and to ensure business continuity, the Controller’s Division is making the following temporary policy/procedures changes with regards to Controllable Property:

 

Since the COVID-19 pandemic has caused most employees to telecommute from home, UConn has been allowing the purchase of small dollar items to be shipped to home locations.   Consistent with the University’s Policy on Controllable Property and the University’s Guide to the State Code of Ethics, All items purchased or reimbursed by UConn for use by employees are owned by UConn, and are to be used for UConn-related business.

 

In order to maintain control over purchases of items that are shipped to or used at employees’ homes, certain additional items that have an expected useful life of more than 1 year should be classified as controllable property. These items may include:

Computer monitors, printers, scanners

Headphones / headsets

Webcams

Other electronic devices or peripherals with an expected useful life of more than 1 year

 Controllable property that meet these guidelines must be coded to Object Code 8306 Controllable Property, and Project Code COVID19. Inventory Control will create an asset record identified as a COVID-19 item. When available, Inventory Control will reach out to the employee to obtain a serial number for the item.

Once employees are able to return to their work location, Inventory Control will work with departments to tag the controllable property and update the inventory location.

Employees, Supervisors and Fiscal Officers are expected to use best-judgment and reason and continue to be good stewards of University resources during this unusual time.

UConn’s policy on Controllable Property policy states that:

It is the responsibility of the individual departments to identify and inventory Controllable Property assets on a regular basis.

Per the policy, Controllable Property is defined as:

Items with a cost under $5,000 that have a life of one or more years, and are sensitive, portable, and theft-prone in nature. These items are prone to theft because they are either not secured, are easily portable, contain new technology, contain sensitive data, and/or they are adaptable for personal use.  Examples of Controllable Property assets include: audiovisual equipment, televisions, projectors, communication equipment, cellular phones, data processing equipment, computers (laptops, iPads, Netbooks), computer peripherals, scanners, and cameras.

 

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

 

From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette
Sent: Monday, April 6, 2020 9:11 AM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: Temporary Controllable Property Guidelines – COVID-19

The message below was sent out on March 14^th as part of the UConn Coronavirus Daily Update. This is a reminder of how to code expenses related to COVID-19:

Over the next several weeks UConn will be incurring unusual expenses attributable to Coronavirus. It is important that departments add additional identifiers to Travel, e-docs, Requisitions, and Purchase Orders for these expenses directly associated with the prevention of COVID-19. Some of the types of expenses that we would consider to be unusual:

1. Non-refundable Travel Costs because of Coronavirus
2. Purchasing of equipment to work remotely (Computers, cables, iPads, etc.)
3. Purchase of office and research supplies as a result of Coronavirus
4. Purchase of additional cleaning materials to clean offices, bathrooms, doors, etc.
5. Additional services needed from UConn vendors for facility services and housekeeping

This list is not all inclusive and ask yourself if the expense you are incurring is a normal expense or because of the current situation with Coronavirus.

Please follow these instructions when coding your expenses:

CONCUR:

In Concur, add the following identifier COVID19 to this field:

Husky Buy:

In Husky Buy, add the following identifier COVID19 to this field:

Kuali Financial Systems:

In KFS, add the following identifier COVID19 to this field:

For items purchased and already posted to KFS:

If you have already purchased an item or service related to COVID-19 and it has posted to KFS, please complete an IAA (Intra-Account Adjustment) edoc to update the Project field.

Need additional help? We are here to help you:

Kuali Financial Systems – KFS
Lori-Anne Hansen – Associate Controller
Lori-anne.hansen@uconn.edu

Husky Buy
Nancy Patrylak – Procurement Manager
Nancy.patrylak@uconn.edu

Concur – Travel
Dan Warren – Director
Daniel.warren@uconn.edu

 

From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Pavone, Annette
Sent: Friday, April 3, 2020 12:53 PM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: Reminder: Coding of COVID-19 Expenses

The new CAHNR COVID-19 Response web page provides links to CAHNR-specific information for students, faculty, staff, and members of the public. 

Due to the need to keep specific University areas functioning, as a temporary measure critical purchases related to the furthering of education and research only can be shipped directly to other in-state (CT) locations (e.g. home) through HuskyBuy. When a CT off campus address is used, requisitions will come to Procurement for final approval, regardless of dollar amount or contract vendor. If the employee of the “ship-to” address wishes not to list their personal address, please list your local USPS, FedEx, or UPS location for “pick-up.” When purchasing items with a ProCard, items must be shipped to a UConn address and NOT to other locations (e.g. home).

Arrangements should be made to pick up items at your department first.  Arrangements can be made to be delivered to the Warehouse only if no other delivery option is available. Regardless of delivery location, the University retains ownership of all items purchased on your ProCard or through HuskyBuy and may require tagging at a later time.  Be prepared for the inventory/capitalization staff to reach out for serial numbers and other pertinent information for purchases of capital and controllable property delivered to a location outside of UConn.

For items requiring special handling such as temperature sensitive items, delivery direct to your location at the University is preferred.  Chemicals and hazardous products do not qualify for this exception, continue to follow standard University procedures for Chemical orders.  If you have questions related to lab supply orders including Chemicals, contact Kathleen Kearney (Kathleen.kearney@uconn.edu).

Please note that not all of our catalog suppliers support this use of ad-hoc shipping addresses, namely Office Depot. WB Mason should be used for office supplies shipped to home addresses. The FO of each account remains responsible for approval of the purchase under existing procurement guidelines for education and research requirements.

As a public university and agency of the State of Connecticut, the University draws funding from a wide range of sources including students, taxpayers and benefactors.  The University has an obligation to these constituencies to use its funds prudently in pursuit of its mission and goals.  All uses of University Funds, therefore, must be directly related to University business and in the best interests of the University.

Please click here for instructions on how to input your home address in HuskyBuy.

Please contact John Clifford PhD at john.clifford@uconn.edu if you have any questions, issues, or concerns.

 

From: Procurement Solutions Center <huskybuysupport@vendor.uconn.edu>
Sent: Friday, March 20, 2020 4:49 PM
Subject: HUSKYBUY BROADCAST – Temporary Home Shipping Option