News and Announcements

December 2022 Newsletter

December 2022 Newsletter 

In Fond Memory:  

Sadly, we lost a valued member of the CAHNR community and the administrative team. Nicole Gabelman passed away unexpectedly on November 16th.  Nicole was extremely dedicated and hard-working, and she displayed an extraordinary commitment to PSLA, as well as the college. In addition to her willingness to support CAHNR’s mission, Nicole brought joy and laughter to interactions with her colleagues. Our deepest sympathies go to Nicole’s family and friends during this time of loss. 

 

Fiscal Reminders: 

  • Budget Construction (BC)   
    • BC will not occur in FY24 and likely moving forward  
    • The Business Office will manage the FY24 budget load as done in past fiscal years  
  • Spring Payroll Pre-Encumbrance   
    • Similar to the Fall Grad pre-encumbrance load, the B.O. will be pre-encumbering PA that cross into the 2023 calendar year for the following payroll types:  
      • Adjunct on 2Ls  
      • Grads – all accounts  
      • Post-doc – grant accounts  
      • Special Payroll and regular payroll on grant accounts that crosses fiscal years 
  • Faculty Compensation Policy 

           https://policy.uconn.edu/2011/05/24/extra-compensation-for-full-time-faculty-in-aaup-policy-on/ 

    • Provost has updated the policy on Nov 11th 
    • Please note 
      • Overload Pay – may be appropriate for activities including, but not limited to, teaching during winter or May intercession, online course development sponsored by CETL, outreach, performance, or academic/student support 
        • Should not exceed 25% of the twelve-month equivalent of annual salary each year 
  • UBS Reminders 
    • With the Holiday Season approaching some vendors may provide reduced pricing 
      • Please be mindful of when items must be procured and allow ample time for processing (especially orders greater than $10k) 
    • Please allow ample time for processing when looking to procure items for the start of the Spring 2023 semester 
    • Huskybuy – as part of the maintenance update, there was a slight change in the user interface.  The Actions Menu, where you would perform tasks such as Approve, Reject or Return documents has moved closer to where the current action buttons are already located, represented by “3 dots”  
    • Staffing Updates within UBS 
      • Elaine Dumas, Category Manager for the Technology Team 
      • Alyssa Wojcik – Travel Services Support Specialist 
  • New CAHNR Email Address for Reports 

         CAHNR_Reports@uconn.edu  

    • Starting December 1st reports will be sent from the new CAHNR_Reports@uconn.edu email address.   
    • This email address will be used specifically for report distribution 
    • Any question regarding information within the reports should still be directed to the CAHNRBO@uconn.edu email address 

 

HR and Payroll Reminders: 

  • Spring 2023 GA Deadlines  
    • Smart-HR  – BO Deadline – December 2, 2022  
      • University Deadline for Spring 2023 GA PA’s – December 16, 2022  
      • Attachments:  
        • REQUIRED: Offer Letter (OL)    
        • RECOMMENDED: Supplemental Description of Duties (SDD) * not required at time of submission, but will expedite the approval process (if not attached to Smart-HR email to Payroll GA coordinator)  
      • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 
  • Spring 2023 Adjunct Deadlines  
    • Smart-HR – BO Deadline – December 12, 2022  
      • University Deadline for Spring 2023 Adjunct PA’s – December 27, 2022 
      • Attachments:  
        • REQUIRED: Offer Letter (OL)    
      • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 
  • PageUp Trainings  
    • Regular Payroll  
      • December 14, 2022 from 9am to 12pm (Register 
      • January 24, 2023 from 9am to 12pm (Register) 
    • Special Payroll  
  • Special Payroll Updates 
    • Special Payroll Manual – Human Resources has updated the Special Payroll Manual to reflect the most recent Policy on Re-Employed Retirees, as well as the AAUP and GEU-UAW contracts.  

 

 

CAHNR Internal Professional Development Opportunities: 

The CAHNR’s Dean’s Office is committed to providing opportunities for faculty, staff, and graduate students to expand their professional knowledge and skills. Throughout the year, the Dean’s Office will organize workshops and trainings that help the CAHNR community grow their understanding and abilities of both hard and soft skills, such as communications, HR/payroll, and creativity.   

Professional development opportunities will be listed on this site as they are finalized. Check back regularly to learn about upcoming events.   

Additional training opportunities can be found: https://cahnr.uconn.edu/faculty-and-staff-resources/professional-development/  

  • Business Office Open Hour  
    • Wednesday, December 21st from 12:00PM – 1:00PM, Young 209 w/ Virtual option  
    • The Business Office will be hosting another open hour.  December’s topics include:   
      • Classification of Object codes 
      • Appropriate accounts for revenue 
      • Account Attributes 
      • TF vs. GLT 
    • Our goal is to have open hours on the 3rd Wednesday of every month moving forward 
    • If you would like to attend, please email the CAHNRBO and we will add your name to the invite  
    • For recommendations on future topics, please submit suggestion to the CAHNRBO or use our anonymous form (https://businessoffice.cahnr.uconn.edu/admin-meeting-questions-2/) 
  • COMING SOON –Foundation FELIX Training 
    • TBD 
    • The Business Office will once again coordinate training with UConn Foundation to demonstrate the Foundation Felix system.   
    • This system provides helpful account information about the fund, any restrictions, real time balance, etc.   

Shout Out: 

  • Welcome 
    • Jamie Williams, Financial Assistant 1, CAHNR Business Office 
  • Farewells 
    • Good Luck: Sarah Reichle, Administrative Program Support 1, ARE 

November 2022 Newsletter

November 2022 Newsletter 

 Fiscal Reminders: 

  • Budget Construction (BC)  
    • BC will not occur in FY24 and likely moving forward 
    • The Business Office will manage the FY24 budget load as done in past fiscal years 
  • Spring Payroll Pre-Encumbrance  
    • Similar to the Fall Grad pre-encumbrance load, the B.O. will be pre-encumbering PA that cross into the 2023 calendar year for the following payroll types: 
      • Adjunct on 2Ls 
      • Grads – all accounts 
      • Post-doc – grant accounts 
      • Special Payroll and regular payroll on grant accounts that crosses fiscal years 
  • Federal Accounts (Smith Lever, SAES Capacity) – REMINDER from previous months 
    • FY22 Accounts  
      • will remain open through 11/30/22 for expenses incurred by 9/30/22  
        • After November 30th, no additional transactions will be allowed on these accounts 
      • On December 1st the BO will begin the FY22 close out process 
      • Please monitor your continuation accounts for timely cost transfer submission 
        • Please contact the BO if you need any assistance 
    • FY23 Accounts  
      • New Federal Fiscal Year (FFY) opened on 10/1/2022 (FFY23) 
      • Your department budget was identified in your FY23 Dept. Budget Hearing Letter from the Dean  
      • *Reminder: Every expense must be categorized in 1 or more of the 5 areas strategic areas by the utilization of sub-accounts (only exception is Regular Payroll) – specific to Smith Lever accounts only  
        • Sub-Accounts 
          • Climate (CLIM) 
          • Food (FOOD) 
          • Health (HLTH) 
          • Landscapes (LAND) 
          • Misc. (MISC)  
      • Sub-account report          
        • Runs bi-weekly on Fridays – please review regularly and make sure all expenses are tied to one or more critical area(s) 
  • Purchasing Reminders 
    • With the Holiday Season approaching some vendors may provide reduced pricing 
      • Please be mindful of when items must be procured and allow ample time for processing (especially orders greater than $10k) 

 

HR and Payroll Reminders: 

  • Spring 2023 Adjunct Deadlines 
    • PageUp – End of October 2022 
    • Smart-HR – BO Deadline – December 13, 2022 
      • University Deadline for Spring 2023 Adjunct PA’s is December 27, 2022 
      • Attachments: 
        • REQUIRED: Offer Letter (OL)   
        • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 
  • Spring 2023 GA Deadlines 
    • Smart-HR  – BO Deadline – December 2, 2022 
      • University Deadline for Spring 2023 GA PA’s December 16, 2022 
      • Attachments: 
        • REQUIRED: Offer Letter (OL)   
        • RECOMMENDED: Supplemental Description of Duties (SDD) * not required at time of submission, but will expedite the approval process (if not attached to Smart-HR email to Payroll GA coordinator) 
      • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 
  • Special Payroll Processing Deadlines 
    • Processing deadlines are available on the Special Payroll Information website:  Special Payroll Information | Human Resources (uconn.edu) 
    • Special Payroll hire requests must be approved by HR in PageUp before a department is able to submit a SmartHR transaction 
      • It may take up to 4-6 weeks for a hire request to be fully approved  
    • Late submissions risk a delayed first paycheck for the employee and pose risk to the University if any employee begins working without a completed I-9 on file. 
    • The request to hire on Special Payroll must receive final approval from HR ten (10) business days prior to the scheduled start date.  
      • If less than 10 business days from HR approval, HR will either update the request directly or return the request to the hiring department to make necessary changes and resubmit through the approval workflow. 
      • Requiring 10 business days provides adequate time for candidates to complete or comply with:  
        • Criminal Background Check (if applicable) 
        • Retirement Election (if applicable) 
        • I-9 Form 
  • PageUp Trainings 
    • Regular Payroll 
      • November 7 from 9am to 12pm (Register) 
    • Special Payroll 

 

CAHNR Internal Professional Development Opportunities:   

The CAHNR’s Dean’s Office is committed to providing opportunities for faculty, staff, and graduate students to expand their professional knowledge and skills. Throughout the year, the Dean’s Office will organize workshops and trainings that help the CAHNR community grow their understanding and abilities of both hard and soft skills, such as communications, HR/payroll, and creativity.   

Professional development opportunities will be listed on this site as they are finalized. Check back regularly to learn about upcoming events.   

Additional training opportunities can be found: https://cahnr.uconn.edu/faculty-and-staff-resources/professional-development/  

 

  • Business Office Open Hour 
    • Wednesday, November 16th from 12:00PM – 1:00PM, Young 209 w/ Virtual option 
    • The Business Office will be hosting an open hour to review some helpful tips and tricks.  Items include:  
      • Fiscal vs. Project account and what it means  
      • Helpful Screens in KFS 
      • How to look up an employee number 
    • If you would like to attend, please email the CAHNRBO and we will add your name to the invite 
  • COMING SOON –Foundation FELIX Training 
    • TBD 
    • The Business Office will once again coordinate training with UConn Foundation to demonstrate the Foundation Felix system.   
      • This system provides helpful account information about the fund, any restrictions, real time balance, etc.   

 

 Shout Out: 

  • Welcome 
    • Edward Harris, Financial Analyst 1, CAHNR Business Office 
    • Joshua Duvall, Administrative Program Support 1, NUSC 
    • Kaylee Carlisle, Educational Program Assistant 1, EXT – HTFD 
    • Lindsay Polhemus, Administrative Program Support 1 – AHS 
  • Farewells 
    • Good Luck:  
      • Dana Foster, Administrative Program Support 4, Dean’s Business Office 
      • Chelsea Lebron, Administrative Program Support 3, NRE 

October 2022 Newsletter

October 2022 Newsletter 

  

Fiscal Reminders:    

  • Dept. Search Expense Account  
    • Dean will provide an allocation of $8k per search 
      • This includes post-hiring relocation costs 
    • The Business Office internally monitors each search budget via sub-accounts

 

  • Federal Accounts (Smith Lever, SAES Capacity) – REMINDER from previous months 
    • FY22 Accounts  
      • will remain open through 11/30/22 for expenses incurred by 9/30/22  
        • Please avoid last minute spending 
        • After November 30th, no additional transactions will be allowed on these accounts 
      • On December 1st the BO will begin the FY22 close out process 
      • Please monitor your continuation accounts for timely cost transfer submission 
        • Please contact the BO if you need any assistance 
    • FY23 Accounts  
      • New Federal Fiscal Year (FFY) opens on 10/1/2022 (FFY23) 
      • Your department budget was identified in your FY23 Dept. Budget Hearing Letter from the Dean  
      • *Reminder: Every expense must be categorized in 1 or more of the 5 areas strategic areas by the utilization of sub-accounts (only exception is Regular Payroll) – specific to Smith Lever accounts only  
        • Sub-Accounts 
          • Climate (CLIM) 
          • Food (FOOD) 
          • Health (HLTH) 
          • Landscapes (LAND) 
          • Misc. (MISC)  
      • Communication regarding your units FY23 account number will be forthcoming   

 

  • From the Bursar’s Office: Accounts Receivable KFS Training Videos (new!) 

          These KFS video walkthroughs are intended to make invoicing in KFS an easier process for departments at UConn. 

    • https://bursar.uconn.edu/ar-kfs-training-videos/ 
      • The first 5 topics cover: 
        • Finding a customer 
        • Creating a new customer 
        • Editing a customer 
        • Creating a customer invoice 
    • Monitoring your customer invoices 
    • Coming soon: credit memo  

 

HR and Payroll Reminders: 

  •  Spring 2023 Adjunct Deadlines 
      • PageUp – End of October 2022 
      • Smart-HR – BO Deadline – Mid-December 2022 
        • University Deadline for Spring 2023 Adjunct PA’s is end of December  
        • Attachments: 
          • REQUIRED: Offer Letter (OL)   
          • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 
  • Spring 2023 GA Deadlines 
    • Smart-HR  – BO Deadline – December 2, 2022 
      • University Deadline for Spring 2023 GA PA’s December 16, 2022 
      • Attachments: 
        • REQUIRED: Offer Letter (OL)   
        • RECOMMENDED: Supplemental Description of Duties (SDD) * not required at time of submission, but will expedite the approval process (if not attached to Smart-HR email to Payroll GA coordinator) 
      • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 

 

  • October and November PageUp Trainings 
    • Regular Payroll 
      • October 17 from 9am to 12pm (Register) 
      • November 7 from 9am to 12pm (Register) 
    • Special Payroll 

 

  • PageUp Feedback Survey 
    • HR is interested in knowing what you find is working well, what could work better, and what features and training you would like to see introduced in the future.  
    • HR will review initial survey responses by September 23rd but will leave the survey open beyond that date. 
    • To provide feedback, please complete this brief survey through Qualtrics: https://uconn.co1.qualtrics.com/jfe/form/SV_5aOW2THJY6sj09w  

 

  • CAHNR Business Office Payroll Processes 
    • Throughout the year, the CAHNR Business Office will be drafting additional documents highlighting our internal processes. 
    • These will be posted in the CAHNR Admin Team’s Page for future reference 
      • NEW  – Offer Letter Process  
        • All offer letters are routed through the Business Office and reviewed for accuracy and completion   
        • Signatures 
          • Admins are responsible for obtaining department head (supervisor) and employee signatures. 
          • BO is responsible for obtaining the Dean’s signature (if applicable) 
        • BO must receive final copy of ALL offer letters  
        • Best practice – documents should be in a word document so edits can be made 
    • Any suggestions for future documented processes, please reach out to Dana Foster and Julie Savino in the CAHNR Business Office  

 

  • Mandatory workshop for H-1B Visa Holders at UConn  
    • Please remind those in your unit – Mandatory workshop for H-1B faculty and staff.   
      • This includes first-time H-1B holders and current H-1B visa holders new to UConn.  This also includes any J-1 or F-1 staff who anticipate changing to H-1B status within the next year. 
      • Also, this is suggested as a “refresher” (but not required) for current H-1B holders who have attended this workshop previously. 
    • This workshop will cover important rules and regulations for H-1B visa holders to maintain their legal status while being employed at UConn.  
    • The workshop will be held at the Homer Babbidge Library in HBL Instruction Room 1102 on the following two days:   
        1. Thursday, October 20, 2021 at 10:00 AM – 12:00   (HBL Instruction 1102) 
        2. Friday, October 21, 2021 at 10:00 AM – 12:00   (HBL Instruction 1102) 
      • The workshop is in person. Attendance virtually via MS Teams will only be allowed for those working at Regional Campuses and/or Off-site locations.  
    • Registration is required via this Google Form:  https://forms.gle/ACtMqRMFGFLCsj1y6  

 

CAHNR Internal Professional Development Opportunities: 

The CAHNR’s Dean’s Office is committed to providing opportunities for faculty, staff, and graduate students to expand their professional knowledge and skills. Throughout the year, the Dean’s Office will organize workshops and trainings that help the CAHNR community grow their understanding and abilities of both hard and soft skills, such as communications, HR/payroll, and creativity.   

Professional development opportunities will be listed on this site as they are finalized. Check back regularly to learn about upcoming events.   

Additional training opportunities can be found: https://cahnr.uconn.edu/faculty-and-staff-resources/professional-development/  

  • HuskyBuy Training  
    • Monday, October 17th from 10:00AM – 11:30AM 
    • The CAHNR Business Office in conjunction with CLAS has coordinated a HuskyBuy training.  This is a supplementary training to the Purchasing overview that was provided in the month of September 
    • If you would like to attend, please email Winnie Lunt and Alicia Huckle, and your name will be added to the invitation 
  • Special Payroll Training offered by the B.O 
    • Thursday, October 27th from 2:00PM – 3:30PM 
    • This training will include information related to both PageUp and CORE processing 
      • We will review the hiring process in PageUP, data changes in both PageUp and CORE, as well as how this information ties financially into your unit’s respective account(s) 
    • If you would like to attend, please email the CAHNRBO and we will add your name to the invite 
  • COMING SOON –Foundation FELIX Training 
    • TBD 
    • The Business Office will once again coordinate training with UConn Foundation to demonstrate the Foundation Felix system.   
      • This system provides helpful account information about the fund, any restrictions, real time balance, etc.   

 

Shout Out:

  • Welcome 
    • Erica MacLean, Administrative Program Support 1, Dean’s Office 
    • Donna Dione, Educational Program Assistant 1, Dept. Of Extension – Middlesex
  • Congratulations 
    • Jessica Marsalisi, Administrative Program Support 3, Allied Health Sciences
  • Farewells 
      • Good Luck: Kaitlin Graham-Handley (NUSC) 

 

Attachments:

Procurement Team Slide

Offer Letter Process (FINAL 9-21-22)

September 2022 Newsletter

September 2022 Newsletter 

 Fiscal Reminders: 

  •  FY22 Hard Close 
    • Occurred: Thursday, August 25th  
    • As of Friday, August 26th, final balances from FY22 were carried over as beginning balances into FY23
      • These amounts were previously seen as pending entries
      • For contract and grant accounts, ending balances for FY22 will be seen in the “Contracts Grants Beginning Balance Amount” field on the General Ledger Balance Lookup for FY23.
      • For all other account types, ending balances for FY22 will be seen in the “Beginning Balance Line Amount” field on the General Ledger Balance Lookup for FY22
    • Kuali Financial Data Mart (KFDM) has also be updated to include the beginning balances for FY23 
      • FY22 2.5% Carry Forward  
        • With the Hard Close of FY22, the Business Office will distribute all funds that were eligible to be carried forward by Friday, September 16th  
          • This transfer will be processed as a one‐time (1x) funding adjustment into the departments’ operating account.
      • FY23 Monthly Department and Faculty Reports  
        • *Reminder* FY23 Reports will continue to include sponsored project funded Fall ‘22 and/or Spring ‘23 GA pre-encumbrances  
        • The September 1st reports will continue to capture the pre-encumbrance of GA’s who are coded to sponsored projects   
        • GA payrolls are scheduled to encumber on 9/2 or 9/3.  Once this occurs the BO will release the manual encumbrance previously entered to avoid overstatement on accounts
      • Federal Accounts (Smith Lever, SAES Capacity) – REMINDER from last month 
        • FY22 Accounts  
          • will remain open through 11/30/22 for expenses incurred by 9/30/22  
            • Please avoid last minute spending 
            • After November 30th, no additional transactions will be allowed on these accounts 
          • On December 1st the BO will begin the FY22 close out process 
          • Please monitor your continuation accounts for timely cost transfer submission 
            • Please contact the BO if you need any assistance 
        • FY23 Accounts  
          • New Federal Fiscal Year (FFY) opens on 10/1/2022 (FFY23) 
          • Your department budget was identified in your FY23 Dept. Budget Hearing Letter from the Dean  
          • *Reminder: Every expense must be categorized in 1 or more of the 5 areas strategic areas by the utilization of sub-accounts (only exception is Regular Payroll) – specific to Smith Lever accounts only  
            • Sub-Accounts 
              • Climate (CLIM
              • Food (FOOD)
              • Health (HLTH)
              • Landscapes (LAND)
              • (MISC)
      • Launch of the Concur New User Interface – Go Live – August 24th  
        • Concur Expense has launched an updated User Interface (UI)  
          • This will make processing Requests and Expense Reports (including CBS(ProCard), Travel, and Non-travel Expense Reports) quicker and easier.    
        • The new UI will include a cleaner and streamlined change of layout, which will offer a more intuitive and easier to navigate page.   
        • “New” Job Aids are available under Training and Resources (https://travel.uconn.edu/training-and-resources/  – labeled NEW UX 
        • Any questions please email travel@uconn.edu.
      • Upcoming Purchasing Training (September) 
        • The Business Office is working with UBS to establish a training 
        • Additional information will be distributed (via email) once confirmed.   

      HR and Payroll Reminders: 

      •  PageUp  Updates 
      • Spring 2023 Adjunct Deadlines 
        • PageUp – End of October 2022 
        • Smart-HR – BO Deadline – Mid-December 2022 
          • University Deadline for Spring 2023 Adjunct PA’s is end of December  
          • Attachments: 
            • REQUIRED: Offer Letter (OL)   
            • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates 

       

      • Spring 2023 GA Deadlines 
        • Smart-HR  – BO Deadline – December 2, 2022 
          • University Deadline for Spring 2023 GA PA’s December 16, 2022 
          • Attachments: 
            • REQUIRED: Offer Letter (OL)   
            • RECOMMENDED: Supplemental Description of Duties (SDD) * not required at time of submission, but will expedite the approval process (if not attached to Smart-HR email to Payroll GA coordinator) 
          • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates
      • Regular Payroll Reminders 
        • Payroll processes all Regular Payroll New Hire Smart-HR Transactions  
          • This includes Classified, UCPEA, Postdocs and Faculty  
        • BO processes all Regular Payroll separations 
          • This includes Classified, UCPEA, Postdocs and Faculty

      Shout Out: 

      • Welcome
        • Stacey Lackman – Admin Program Support 1 – Dean’s Office – Associate Deans for Research and Extension 

      August 2022 Newsletter

      August 2022 Newsletter 

      Fiscal Reminders: 

      • Fiscal Year Transition/Updates
        • FY22 Hard Close
          • At this time the FY22 Hard Close date has not been confirmed.  We will provide more information when it is available  
        • FY23 – active fiscal year  
          • When viewing account balances in FY23, it is important to include ‘Pending Ledger Entry’ as the FY22 Hard Close has not occurred, and balances have not yet been carried forward
          • When viewing Sponsored Project Accounts balances (5L and many 6L accounts) in FY23 please note indirect costs (NOPX) will need to be manually deducted from the budget balance available 
      • FY22 2.5% Carry Forward
        • The CAHNR Carry Forward Policy allows departments to carry forward a maximum of 2.5% of the annual funding in their department 2‐Ledger operating account(s) from one fiscal year to the next.
        • The amount of carry forward is based on 2.5% of annual funding in a department’s operating account(s).  
        • Annual funding is comprised of permanent allocation plus/minus any permanent and/or one‐time funding adjustments in the current fiscal year.  
        • The BO will distribute all funds that are eligible to be carried forward after the university’s prior fiscal year hard close.  This transfer will be processed as a one‐time (1x) funding adjustment into the departments’ operating account.  
      • Faculty 2022 Summer Payroll Process – AAUP retro increases effective 8/23/2021
        • The Business Office processes Faculty Summer salary paid from start-up funding, grants/contract, and/or other Dean’s Office Commitments
        • Payroll, Sponsored Program Services, and Human Resources will not update summer salaries to align with recalculated August 2021 salaries 
        • The BO is reviewing the 2022 Faculty Summer Payroll and processing the appropriate adjustments
        • If your department has submitted a special payroll authorization (i.e., not processed by the BO) for a faculty member during Summer 2022, it is your responsibility to review and process any changes 
      • FY23 Monthly Department and Faculty Reports
        • *Reminder* FY23 Reports will continue to include sponsored project funded Fall ‘22 and/or Spring ‘23 GA pre-encumbrances
        • The September 1st reports will continue to capture the pre-encumbrance of GA’s who are coded to sponsored projects 
        • GA payrolls are scheduled to encumber on 9/2 or 9/3.  Once this occurs the BO will release the manual encumbrance previously entered to avoid overstatement on accounts
      • Start-Up Accounts
        • The BO will continue establishing all new faculty Start-Up accounts as new faculty continue to be hired
        • Reminder – Faculty (in most cases) will have three (3) 2-Ledger Start-Up Accounts:
        • Faculty Summer salary
        • No budget will be loaded.  The BO will fund this account after processing summer salary
        • GA Support 
        • Both salary and fringe benefits will be loaded to identify available funding
        • Equipment/Discretionary
        • All accounts are budgeted by the BO and all accounts are Fiscal Based Accounts and run from July 1st – June 30th
        • Funding will continue to carry forward until the timeframe in which these funds are to be used (noted in faculty Offer Letter)
        • For faculty in their first year of start up support – i.e., start date of 8/23/2022, only the first year’s budget will be loaded
        • For faculty in their second year of support – i.e., start date of 8/23/2021, any balance remaining in the prior year will be carried forward and added to any additional support committed in year two
        • The BO will serve as FO on both the Faculty Summer Salary and GA support accounts 
      • Federal Accounts (Smith Lever, SAES Capacity)
        • FY22 Accounts 
          • will remain open through 11/30/22 for expenses incurred by 9/30/22 
          • Please avoid last minute spending
          • After November 30th, no additional transactions will be allowed on these accounts
          • On December 1st the BO will begin the FY22 close out process
          • Please monitor your continuation accounts for timely cost transfer submission
          • Please contact the BO if you need any assistance
        • FY23 Accounts 
          • New Federal Fiscal Year (FFY) opens on 10/1/2022 (FFY23)
          • Your department budget was identified in your FY23 Dept. Budget Hearing Letter from the Dean 
          • *Reminder: Every expense must be categorized in 1 or more of the 5 areas strategic areas by the utilization of sub-accounts (only exception is Regular Payroll)
          • Sub-Accounts
            • Climate (CLIM)
            • Food (FOOD)
            • Health (HLTH)
            • Landscapes (LAND)
            • (MISC)
      • Upcoming Purchasing Training (September)
        • The Business Office is working with UBS to establish a training
        • Additional information will be distributed (via email) once confirmed.   

        

      HR and Payroll Reminders: 

      • AAUP Payroll Black-out Period
        • August 6th – August 22nd
          • Blackout period for SmartHR transactions for all AAUP bargaining unit members
          • August 23rd – August 25th
            • Any Smart HR transactions for all bargaining unit members may be processed at this time to be effective by 8/23/22.
              • Non-Tenure Track (NTT) Faculty 8/23 Contract Renewals
                • Reminder – (if needed) please process any NTT Contract Renewals
                • PageUp Training Dates:
                  • Regular Payroll
                    • September 7, 2022 from 9 am to 12 pm (Register)
                  • Special Payroll
                    • September 8, 2022 from 10 am to 12 pm (Register)

                Special Payroll Update 

                    • Adjunct Faculty Tutorial
                      • The Special Payroll Adjunct Faculty tutorial has been updated and now reflects the new AAUP Adjunct Faculty credit rates and other changes. 
                      • The tutorial provides an in-depth overview of policies and contractual obligations for Adjunct Faculty, including compensation, multi-year contracts, credit limits, offer letters, dual employment, flexible schedules, and conflicts of interest.
                        Employees can access the updated tutorial (and all Special Payroll tutorials) through Saba (https://hr.uconn.edu/learningatwork/) by searching “Special Payroll” after logging in. A link to the tutorials is also available on the Special Payroll Information website: https://hr.uconn.edu/special-payroll-info/. 

               Shout Out: 

                  • Welcome 
                    • Laurie Norton, Financial Assistant 1 – ANSC
                  • Farewells
                    • Good Luck: Gulizar Er, Financial Assistant 1 – BO

               

              Reminder: The Business Office is always available to answer any questions or concerns you may have.  Please feel to reach out to the CAHNR BO via email (CAHNRBO@uconn.edu ), or submit any questions or comments via our anonymous form located on the BO website (https://businessoffice.cahnr.uconn.edu/admin-meeting-questions-2/) 

            July 2022 Newsletter

            July 2022 Newsletter

            Fiscal Reminders:

              • FY22 and FY23 are both open in KFS
                • In KFS 2023 should be the default FY
              • Reports
                • FY22 Department and Faculty Reports FY22 yearend reports will run on July 1st.  These will be the last report distribution for FY22
                • FY23 Department and Faculty Reports: GOAL: batch the FY23 Faculty Reports by Friday, July 15th
                  • As we move through the first couple of weeks, the Business Office will prepare account budgets and update all accounts to reflect the starting FY23 balances
                  • *IMPORTANT* FY23 Reports will include Fall GA encumbrance – the BO will manually load the encumbrance and communicate with Faculty
              • Start-Up Accounts
                • The BO will be working to establish all new faculty Start-Up accounts (if not completed already)
                • Reminder – Faculty (in most cases) will have three (3) 2-Ledger Start-Up Accounts:
                  1. Faculty Summer salary
                  2. GA’ Support
                  3. Equipment/Discretionary
                • The BO will serve as FO on both the Faculty Summer Salary and GA support accounts
              • CAHNR Awards
                • For those who received CAHNR Awards, the BO will establish new 6L RFNDO accounts and will manage any Foundation Disbursements by the end of FY23
                • These accounts will have the award recipient listed as the ‘Account supervisor’, and will be included in their monthly account statements
              • FY22 Carry Forward
                • If your department is scheduled to receive any carry forward funding, the transfer of funds will not occur until after the FY22 hard close, which will likely be at the end of August
              • Federal Accounts (Smith Lever, SAES Capacity)
                • Beginning this month (July), the BO will begin its annual review and establishment of the FY23 Federal Accounts
                • This will be an ongoing process until the new Federal Fiscal Year (FFY) opens on 10/1/2022 (FFY23)
              • Effort Reporting
                • The BO manages all effort reports, please remember all Fall 2021 Effort Reports are due back to the BO by July 6th to allow for final submission of reports to SPS by July 20th
                • Please direct any effort questions to the BO ASAP

             

            HR and Payroll Reminders:

            • Fall 2022 GA Smart-HR BO Deadline – Friday, July 1st
                • Attachments:
                  • REQUIRED: Offer Letter (OL)
            • RECOMMENDED: Supplemental Description of Duties (SDD) * not required at time of submission, but will expedite the approval process (if not attached to Smart-HR email to Payroll GA coordinator)
                • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates
                • University Deadline for Fall 2022 GA PA’s is Friday, July 15th
            • Fall 2022 Adjunct Smart-HR BO Deadline – Friday July 15th
                • Attachments:
                  • REQUIRED: Offer Letter (OL)
                • Comments section: DEPT, Employee Name, Employee #, transaction description, and effective dates
                • University Deadline for Fall 2022 Adjunct PA’s is Friday, July 29th
                • Smart-HR Processing Schedule
                  • UCPEA and Management/Confidential
                    • The FY23 salary increases for UCPEA and Management/Confidential populations are being prepared and processed with an effective date of 7/1/2022
                    • To accommodate these activities, until further notice please refrain from initiating Smart HR transactions for this population using effective dates of 7/2/2022 or later
                    • The processing blackout is anticipated to run through mid-July
                    • Additional correspondence will be sent when Smart HR processing for transactions dated 7/2/2022 and later may resume
                    • Payroll will cancel transactions initiated and/or submitted during the blackout period. Processors will be notified of these cancellations and instructed to resubmit once the blackout has been lifted
            • PageUp Training Dates:
                • Regular Payroll
                  • July 20, 2022 from 9 am to 12 pm (Register)
                  • September 7, 2022 from 9 am to 12 pm (Register)
                • Special Payroll
                  • July 21, 2022 from 10 am to 12 pm (Register)
                  • September 8, 2022 from 10 am to 12 pm (Register)
            • Minimum Wage
                • The minimum hourly wage in Connecticut increases to $14.00/hr. July 1st
                  • Payroll will increase the rates in CORE-CT for any students whose hourly rates are not at the minimum of their pay scale
                    • This automatic update will occur during the 7/1/22-7/14/22 pay period
                  • Payroll will not automatically increase the rates of those students whose minimum rates fall within their pay scale.  Each department will be responsible for submitting these increases

            (Ex. If a student is currently at Class II with an hourly rate of $14.25, they would not receive an automatic increase, as the new minimum of Class II will be $14.15)

                    • Review and identify student employees in this situation to minimize inequities
                    • Once identified, a manual increase must be processed in CORE-CT using the Student Payroll Data/Pay Change template: (UC_TBH_DC_STUD_DAT)

             

            OLD Pay Scale (August 1,2021-June 30,2022) Effective July 1, 2022
            Class I – $13.00 Class I – $14.00
            Class II – $13.15-$14.35 Class II – $14.15 – $15.35
            Class III – $14.40 – $16.35 Class III – $15.40 – $17.35
            Class IV -$16.40 – $31.70 Class IV – $17.40 – $32.70

             

             

            • NEW Graduate Employee Union (GEU) contract
                • Changes/updates to the GEU contract will go into effect: July 1, 2022 through June 30, 2026
                • There will be a presentation on Wednesday, July 13th.  Please visit the attached email for more information and a link to register

             

            Shout Out:

             

            • Welcome:
              • Sara Reichle – Admin Program Support 1 – ARE; Lena Knowles – Admin Program Support 3 – ARE
            • Farewells:
              • Retirements: Sheila Carroll – CAHNR BO; Lynn Zerba – Research Office; Kathy Wells – Academic Programs; Diane Labonia – Hartford EXT; Rachel Shore – Middlesex EXT
              • Good Luck: Laura Mlyniec-Beam – Academic Programs; Christina Tamburro – CAHNR BO; Anida Sundara – AHS; Nicole Jagielo – CAHNR BO

            Special Payroll Processing Deadlines

            Dear Colleagues:

            We write to share the 2021-2022 Special Payroll processing deadlines and reminders about processing Special Payroll hire requests in PageUp.

            Special Payroll Processing Deadlines
            Due to the high volume of Special Payroll hire requests preceding academic semesters and intersessions, HR and Payroll provide processing deadline dates for PageUp and SmartHR. Special Payroll hire requests must be approved by HR in PageUp before departments may submit a SmartHR transaction, and it may take up to 4-6 weeks for a Special Payroll hire request to receive all required approvals. While HR and Payroll will make every effort to process in a timely manner, late submissions risk a delayed first paycheck for the employee. In addition, late submissions pose risk to the University if any employee begins working without a completed I-9 on file. Lastly, in compliance with state regulations, eligible employees (i.e., Adjunct Faculty) must make an irrevocable retirement election by the end of their first day of employment.

            The tables outlining the 2021-2022 processing deadlines are available on the Special Payroll Information website. Please note that the PageUp submission deadlines for faculty during Winter and Summer Sessions are only applicable to 11-month Faculty, as these requests must be processed through PageUp. 9-month and 10-month Faculty appointments are submitted directly in SmartHR and do not require submission in PageUp.


            10 Business Days
            To ensure that employees complete all necessary tasks and are compliant with all terms and conditions of employment prior to their start date, the request to hire on Special Payroll must receive final approval from HR ten (10) business days prior to the scheduled start date. If the start date of the appointment is less than 10 business days from HR approval, HR will either update the request directly or return the request to the hiring department to make necessary changes and resubmit through the approval workflow. Requiring 10 business days provides adequate time for candidates to complete or comply with:

            Monitoring Hire Requests
            We encourage departments to monitor hire requests once approved by HR to ensure timely acceptance of offers and adequate time for the candidates to comply and complete the requirements listed above. When HR approves a hire request, please extend the online offer by updating the status in PageUp to “Make Online Offer” as soon as possible. Once extended, departments should continue to monitor when the candidate accepts an offer. Departments who do not extend the online offer and candidates who do not accept their offer in a timely manner risk not completing all terms and conditions of employment prior to the start date, which may require HR to revise the start date to a later date.

            We appreciate your attention to these details in the Special Payroll hiring process, and we look forward to ensuring a smooth process for the upcoming year.

            Please reach out to the Special Payroll team (SPAR@uconn.edu) with questions.

             

            Sincerely,
            Heather Souer and Hannah Traynor

            Relaunch of Travel (From Daily Digest)

            Relaunch of Travel

            Dear Colleagues,

            Welcome back to Travel!

            The University of Connecticut recently lifted the restriction in place for Domestic Travel.

            In anticipation of the increase in travel activity, we have put together aPowerPoint presentationwith some useful information and helpful tips as you navigate the process and get back into the loop of all things travel.

            Please open the following link to the presentation for further information: Relaunch of Travel.

            For more information, contact: UConn Travel Team at travel@uconn.edu

            7-19-Relaunch-Travel-powerpoint

            Updated FY22 KFS Expense Object Code Description Guide (From Accounting)

            Good Afternoon,

            The KFS Expense Object Code Description Guide has been updated for FY22. All object code description guides can be found on the Accounting Office website: https://accountingoffice.uconn.edu/oversight-of-kfs-object-codes/

            If you have any questions about object codes, feel free to contact me using email or Teams.

            Thank you,
            Annette