News and Announcements

F&A Rate Process Change (From University Research Administrators Forum)

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Please see the announcement below that was distributed to Faculty.  This topic will be discussed at the SPA meeting on January 15th.

From: UConn – Office of the Vice President for Research <ovpr@uconn.edu>
Sent: Thursday, January 9, 2020 9:47 AM
Subject: F&A Rate Process Change

Dear Principal Investigator and Grants Administrator,

UConn must change its practice of grandfathering the F&A rate originally proposed to applying the F&A rate in effect at time of award (in some cases the effective rate will have increased due to a delay in the award start date).  Even when this practice results in less F&A being charged to the grant, there have been repeated NSF audits requiring institutions to charge the negotiated rate in effect at the time the transaction posts. The same is true for UConn in the current NSF audit.

To meet this requirement, this year all sponsored projects are being transitioned so that expenditures that post to a sponsored project on July 1 or thereafter are charged in accordance with the current F&A rate agreement and not in accordance with the proposal budget:

  • This applies to all projects that had a proposed F&A rate of 59.5%
  • This does not apply to projects that have a mandatory F&A cap or a set or reduced F&A rate (such as training grants, many foundation sponsors, etc.)
  • New awards will be set up at the F&A rate that is in effect when the notice of award is received. (In cases where the rate varies from what was submitted in the proposal, SPS will contact PIs and request that they submit a revised budget as a part of the award setup process.)
  • SPS will contact you when a rebudget is needed; however, you may also submit a rebudget in advance of SPS contacting you

If you have an award that is ending this year, SPS will take the necessary steps as part of the close out of your award. You do not need to do anything.

During the transition period, the Office of the Vice President for Research (OVPR) will calculate the amount of additional F&A that will be charged to the award as compared to the proposal (awarded) budget and will credit this amount to the PI’s F&A account to support the impacted project.  This transaction will be separate from the annual F&A distribution to faculty, departments, and Schools/Colleges, which will continue in accordance with the 10/10/10 distribution model. Please allow some time as SPS reviews and calculates each project account during this process.  Accounts that have already been adjusted to 61% will be prioritized and the return will be completed by April 30, 2020. The return for the remainder of the projects will be completed by the end of the fiscal year. Should you have a unique circumstance, please don’t hesitate to contact Laura Kozma or Jen Johnson.

Laura Kozma                                                                                                                                      Jen Johnson
Executive Director, Sponsored Programs Services                                                              Associate Director, Awards Management & Accounting
laura.kozma@uconn.edu                                                                                                             jennifer.johnson@uconn.edu
860.486.3798                                                                                                                                      860.486.4293

From: University Research Administrators Forum <UCRESADM-L@LISTSERV.UCONN.EDU> On Behalf Of Johnson, Jennifer M
Sent: Thursday, January 9, 2020 11:29 AM
To: UCRESADM-L@LISTSERV.UCONN.EDU
Subject: [UCRESADM-L] F&A Rate Process Change

Mileage Rate Change (From Foundation)

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As of January 1, 2020 the federal rate for mileage reimbursement has changed to 57.5 cents per mile.

The rate for 2019 was 58 cents per mile.

The Travel and Entertainment workbook has been updated for this change and can be found in the Supplemental Documents in PaperSave.  The form is titled “Travel and Entertainment – 2020”.

Note:  The “Travel and Entertainment-2019” workbook will stay in the system for the first quarter of the calendar year and is to be used for recording/calculating mileage for travel that occurred in 2019.

It is imperative that the correct forms be used for calculating/reimbursing mileage.  If an incorrect form is used, the Request for Disbursement (RFD) will be returned for correct form usage.

As a reminder, the workbook may be opened in Excel using the following steps:

  1. Click on the box to the left of the desired form.
  2. Click on the “Save” button in the toolbar.
  3. An Excel link will appear on the bottom of the screen, click on this link to open the workbook.

The workbook will need to be scanned/saved as a PDF file for attachment to an RFD.

If you have any questions or need additional information please feel free to contact a member of the Disbursement Team.

 

Edward Liedke
Director of Fund Administration
And Disbursements
Phone:  860-486-2006
2390 Alumni Dr. U-3206
Storrs, CT 06269
From: Edward Liedke <ELIEDKE@foundation.uconn.edu>
Sent: Wednesday, January 8, 2020 11:12 AM
Subject: Mileage Rate Change

Budget Construction Workbook – Due Jan 31st

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As discussed in the Admin Meeting on Thursday, December 19th – Budget Construction will be managed slightly different this year.   Budget Construction Excel Workbook that was mentioned in the meeting which will be used to facilitate this year’s FY21 Budget Construction.  The goal is to make the process more collaborative and make it as easy as possible for everyone as well as provide input into the FY20 Provost Budget Hearing process.

Please email the completed worksheet to CAHNRBO@uconn.edu no later than Friday, January 31st at 4:00PM.  If you do not wish to complete the worksheet and would like the Business Office to manage the Budget Construction process for your unit, please let us know and will use a trend analysis to fill in the worksheet

If you have any questions , please email CAHNRBO@uconn.edu.

 

Updated Fringe Benefit Rates (From Univ Research Adm Forum Listserv)

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Dear Colleagues,

As announced by the President, new FY20 fringe rates (as a result of funding applied by UConn) have been approved by the Department of Health and Human Services although we do not yet have an updated signed rate agreement. The rates for FY20 and for proposal budgeting on the Office of the Vice President for Research Sponsored Program Services (SPS) website will be updated soon in accordance with this announcement. The Pre-Award Team will accept the old fringe rates on budgets that have already been submitted to SPS, all future budgets should use the new rates. If you would like to update a budget for a proposal that has already been submitted to Pre-Award but not yet submitted to the sponsor, please contact your Grant and Contract Specialist.

Additionally, please note that the required budget justification language regarding fringe benefits has been updated to the following:

“The fringe benefit rates used in the proposal budget are based on the rates approved by the Department of Health and Human Services. An estimated cost escalation has been included in the out years per University budgeting guidance.”

 

FY21 FY22 FY23 FY24 FY25
Faculty 43.0% 45.0% 46.0% 47.0% 48.0%
Professional/Classified 43.0% 48.1% 49.0% 50.0% 51.0%
Special Payroll 19.5% 21.9% 22.5% 23% 23.5%
Post Docs 15.5% 15.8% 16.3% 16.8% 17.3%
Graduate Assistant, Academic Yr 15.5% 15.8% 16.3% 16.8% 17.3%
Student Labor 2.4% 2.6% 3.0% 3.0% 3.0%

 

FY22 – FY25 rates shown are projected estimates for budgeting purposes only.

FY25 rates should remain flat for FY25 and later for budgeting purposes only.

 

Frequently Asked Questions (FAQs)

 My proposal has already been submitted, will my project get to use these rates if funded?

Yes, in accordance with our standard process, the actual rate charged to your award will always be in accordance with the actual federally approved rate in place at the time of the charge, even if this varies from what was included in your proposal.

 

My proposal is due today and I don’t have time to update the budget, what does this mean?

If your proposal has already been submitted to SPS, you are not required to update your budget. If funded, you still receive the benefit of the FY21 rates (see previous response).

 

Will my current award be able to use the new rates?

Yes, your project will automatically use the FY21 rates.

 

My current award ends before July 1, 2020, will I get to use these rates?

No, the new rates are effective July 1, 2020 and only salary transactions that occur during FY21 will utilize the rates announced by the President.

 

Laura B. Kozma

Executive Director, Sponsored Program Services and Faculty Services

 

Office of the Vice President for Research

Sponsored Program Services

438 Whitney Road Extension

Unit 1133

STORRS, CT 06269

PHONE 860.486.3798

ovpr.uconn.edu

 

From: University Research Administrators Forum <UCRESADM-L@LISTSERV.UCONN.EDU> On Behalf Of Kozma, Laura
Sent: Thursday, December 26, 2019 10:57 AM
To: UCRESADM-L@LISTSERV.UCONN.EDU
Subject: [UCRESADM-L] Updated Fringe Benefit Rates

SPS Closure (12/24) (From Univ Research Adm Forum Listserv)

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Sponsored Program Services will be closed for regular business on Tuesday, December 24th and all business on Wednesday, December 25th. Please send all items with a hard deadline of 12/25 or earlier to SPS no later than Wednesday, December 18th, SPS will review and submit these items by close of business on Monday, December 23rd. If you become aware of other urgent deadlines after Wednesday (12/18), please inform your relevant contact at SPS immediately. If you require assistance on Tuesday, December 24th for something due on that day (12/24), please route your request to the appropriate email address to get emergency contact information during standard business hours:

Faculty Services: facultyservices@uconn.edu

SPS Pre-Award: preaward@uconn.edu

Contract Services: spscontracts@uconn.edu

Post-Award: sps@uconn.edu

Cash: spsfinance@uconn.edu

Subawards: subawards@uconn.edu

 

Happy Holidays!

 

Laura B. Kozma

Executive Director, Sponsored Program Services and Faculty Services

 

From: University Research Administrators Forum <UCRESADM-L@LISTSERV.UCONN.EDU> On Behalf Of Kozma, Laura
Sent: Wednesday, December 11, 2019 5:00 PM
To: UCRESADM-L@LISTSERV.UCONN.EDU
Subject: [UCRESADM-L] SPS Closure (12/24)

Payroll Encumbrances (From KFS Listserv)

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Sent on behalf of the Office of Budget & Planning:

KFS – Payroll Encumbrances

There is one last issue to resolve with the payroll encumbrance files coming from CORE to KFS during this transition from position number to employee number.  Some employees (special payroll or regular faculty/staff) may currently appear over-encumbered. The regular staff will be back to normal by tomorrow morning. The special payroll employees will be fixed by mid-next week.

 

From: Kuali Financial System <KFS-L@LISTSERV.UCONN.EDU> On Behalf Of Wihbey, Kelly
Sent: Thursday, December 19, 2019 8:46 AM
To: KFS-L@LISTSERV.UCONN.EDU
Subject: Payroll Encumbrances

PageUp Tips and Updates (From Special Payroll Listserv)

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Dear Colleagues,

As Human Resources continues to fine-tune PageUp to meet University needs, we write to provide some general tips and updates.

General Updates and Tips:

  • Human Resources is able to quickly update permissions within PageUp. HR is working to ensure all users’ permission groups are set appropriately. If you login to PageUp and are finding you cannot do what you are expecting to do, please contact HR Workforce Solutions at workforce@uconn.edu or 6-1753.
  • In many workflows, there is an approval level called “Org Head/Org Head Proxy.”  This approval level is typically at the department level, requiring the initiator to enter the department head’s name or a delegate’s name (which may be the initiator).
  • Faculty summer salary will be processed as a SmartHR transaction, not in PageUp. All other actions that would have been processed in Recruiting Solutions or SPAR, will now be processed in PageUp. Actions that we did not process in Recruiting Solutions or SPAR, such as gratis appointments or the continuation of an end-date employee, will not be processed in PageUp.
  • HR is creating and updating reports, and we will provide more information as more reports become available.
  • Help documents are available on the Human Resources website, which includes recently added workflows for the unclassified regular search, the unclassified audit process, and the special payroll process.

Regular Payroll

  • Every search requests requires an assigned workflow. The default workflow is “audit/waiver.”  If you mistakenly submit with “audit/waiver,” HR will cancel these searches, requiring initiators to re-submit with an appropriate workflow. (View Screenshot for Workflow Assignment)
  • The employee identified in the Department Feedback User field on the search request must enter pre- and post-interview evaluations.  Please contact Workforce Solutions at 6-1753 if you need the Department Feedback User field updated. (View Screenshot for Department Feedback User)
  • When entering pre- and post-interview evaluations, ensure that applicant statuses (Interview, Qualified, Unqualified) are selected first.
  • When entering pre- and post-interview evaluations, ensure that every applicant has the word “Reviewed” next to each applicant, including interview candidates where no additional remarks are included. (View Screenshot for Pre- and Post-Interview Evaluations)
  • PageUp does not restrict users from taking recruitment actions prior to receiving appropriate approvals. Nevertheless, the University expects users to consistently and conscientiously follow business processes. For instance, users must wait until their hiring departments has received hire request approval from all approvers in the workflow prior to taking the action to “Make Online Offer.”

Special Payroll

  • The first step for any special payroll hire is to send the candidate the link to apply (View Screenshot for Location of Special Payroll Application Link).  It does not matter whether it is a new hire, renewal, or data change.  The candidate must have a profile in PageUp.
  • HR has done the set-up so hiring departments do not need to create any “searches” in PageUp. Any special payroll “searches” created by departments will be cancelled.
  • PageUp does not restrict users from taking recruitment actions prior to receiving appropriate approvals. Nevertheless, the University expects users to consistently and conscientiously follow business processes. For instance, users must wait until their hiring departments has received hire request approval from all approvers in the workflow prior to taking the action to “Make Online Offer.”

 

From: Special Payroll Information <SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU> On Behalf Of HR – Workforce
Sent: Tuesday, December 10, 2019 9:39 AM
To: SPECIAL_PAYROLL-L@LISTSERV.UCONN.EDU
Subject: PageUp Tips and Updates

PageUp is Live (From Daily Digest)

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Human Resources has transitioned to PageUp, our new recruitment and onboarding system. PageUp is now live for applicants and the University community. Human Resources transferred all active searches into PageUp, including applicant materials (applicants need not reapply).

Applicants may search for jobs via http://jobs.uconn.edu and University users may reach the PageUp dashboard via http://uconn.pageuppeople.com.

Questions may be directed to workforce@uconn.edu or 860-486-1753.

Sign up for PageUp training via Learning@Work:

Regular Payroll

Special Payroll

Open Lab Sessions, where employees may drop in without registration to receive assistance or to ask questions about an ongoing search or the system, will be held from 8:30 – 11 am in Wilbur Cross Training Room A on the following days:

  • Thursday, 12/5
  • Friday, 12/6
  • Tuesday, 12/10
  • Friday, 12/13
  • Monday, 12/16
  • Thursday, 12/19

For more information, contact: Human Resources at hr-communications@uconn.edu

Source Link: http://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=145789&cid=24&iid=4327

 

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