News and Announcements

COVID-19 Pro-Card Information

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Attachment: Emergency_Purchase_Procedures_Regarding_COVID-19

Hello everyone,

We wanted to share the attached information from Purchasing.  It provides important information related to Pro-Card purchases during COVID-19.

Just a friendly reminder, we continue to post important updates/information to our website, so please don’t forget to visit our website: businessoffice.cahnr.uconn.edu

Thank you,

Alicia

 

Alicia Huckle / Asst. Dean for Finance and Administration
University of Connecticut
College of Agriculture, Health and Natural Resources
Phone: (860) 486-5318
Email: alicia.huckle@uconn.edu

KFS is now open for Fiscal Year 2021 Processing (From KFS Listserv)

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KFS is now open for Fiscal Year 2021 Processing. Happy New Fiscal Year!

As you begin to look at balances on your accounts in KFS, please note the following:

  1. Although Fiscal Year 2021 is the default on balance inquiries, you have the option to change the date to Fiscal Year 2020 by typing over 2021.
  2. When looking at Fiscal Year 2020 balances on the “General Ledger Balance” inquiry, there is an additional period called “Year End.” This is where you will see any activity posted after June 30, 2020 that relates to Fiscal Year 2020. On the General Ledger Entry inquiry, you will see these transactions in Fiscal Period “13.”
  3. 3. Fiscal Year 2021 Budgets are loaded for all 2-ledger, 3-ledger, and Fiscal 4-ledger/6-ledger accounts. (Sub-funds OPTUI, OPOTF, OPAUX, RFNDO, RFNDA). Budgets for project accounts are scheduled to be updated overnight on July 1st as pending entries (see #4 below). Processing for all accounts should continue as necessary.
  4. KFS has the ability to show the prior year balances carried over into the new fiscal year. Ending balances from Fiscal Year 2020, which are scheduled to be loaded overnight on July 1st as pending entries, will be regularly updated into Fiscal Year 2021 until the final close in August.
  5. Encumbrances:
  6. New Fiscal Year 2021 external encumbrances (Purchase Orders) are in KFS
  7. Prior Year external encumbrances that are carried forward into Fiscal Year 2021 are also in KFS.
  8. Fiscal Year 2021 payroll encumbrances will be posted the night of July 8, 2020.

If you have any questions, please contact Annette Pavone at Annette.pavone@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

HUSKYBUY BROADCAST – Office Supply Ordering (from UBS)

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Office Supply Ordering

Earlier this year, UConn entered into a new office supply contract with WB Mason who offers more advantageous pricing options for the University.  During the recent transitional period, both Office Depot and WB Mason catalogs have been available on HuskyBuy.  Effective 7/1, the Office Depot catalog will be no longer be available on HuskyBuy and all office supply orders will be placed through WB Mason. 

Thank you,

The Procurement Solutions Center

huskybuysupport@uconn.edu

End of fiscal year 2020: Please check your action lists (From KFS Listserv)

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To All KFS Users:

The end of fiscal year 2020 is quickly approaching, so please be sure to check your action list in KFS for any eDocs with an Action Requested of “Approve.”

As a reminder, KFS will be unavailable for processing after 5pm tomorrow, Tuesday, June 30th. KFS eDocs that are not finalized by June 30th will be posted in fiscal year 2021.

If you are unable to approve an eDoc that it is your action list, or if you encounter any other issues, please go to https://financialapps.its.uconn.edu/, click on “Request Help,”  and complete a Help Ticket. Please provide the eDoc number, and a description of the error that you are receiving.

We thank you in advance for your cooperation. Feel free to contact me if you have any questions.

 

Thank you,
Annette

 

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

UConn Foundation Disbursements (Internal)

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Hello everyone,

As we quickly approach the deadline for processing UConn Foundation disbursements, the hard deadline set forth by UConn Foundation is Tuesday, July 14th, I am kindly requesting all disbursements within CAHNR be submitted by Friday, July 10th.  This will allow me and the Dean time to review all disbursement requests prior to the Foundations deadline.

Thank you,
Alicia

Year End Deposits & Cash Ops Schedule Change (From Cash Operations)

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Hi everyone,

You are being contacted because you have initiated a CR or AD edoc in FY20 or are a regular contact of ours for depositing.

To accommodate year-end deposits, Cash Operations will be available to accept deposits from 8:30am – 10:00am on Monday, June 29th   instead of Wednesday July 1st.  June 29th will be the last day for cash/check deposited through Cash Operations to be recorded in Core for FY20.

We will resume our (now) normal Wednesday hours, 8:30am – 1:00pm, beginning Wednesday July 8th  for FY21 deposits.

I know some departments have not been regularly going on campus to check mail for payments.  We highly suggest making accommodations to ensure any FY20 funds are recorded and deposited appropriately.

*Note: We will still be open next Wednesday, June 24th, 8:30am – 1:00pm as usual.

Thank you,
Alyse

Alyse Lofman-Kwapien  |  Manager of Cash Operations

University of Connecticut | Office of the Bursar
233 Glenbrook Road Unit 4100 Storrs, CT  06269
Office: 860.486.6826 | Fax: 860.486.3307

KFS 2020 Close / Opening of FY21 (From KFS Listserv)

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To All KFS Users:

In preparation for the close of fiscal year 2020 and the opening of fiscal year 2021 in KFS, please make note of the following:

  1. KFS will be unavailable for processing at 5:00 pm on Tuesday, June 30th.
  2. KFS will be available Wednesday morning, July 1st for fiscal year 2021 processing.
  3. eDocs that were routed to the central processing offices (Accounting, Accounts Payable, etc.) by the deadlines specified in the Controller Memo will be posted to fiscal year 2020, as well as any eDocs that missed these deadlines to the extent time permits. Fiscal year 2020 eDocs not finalized before June 30th will be rolled over and posted in fiscal year 2021 when finalized.
  4. Certain eDocs submitted after June 30 will be posted back to fiscal year 2020 by central offices, and you will notice these being reflected in fiscal year 2020, Period 13. If you have an eDoc that you believe should be posted to fiscal year 2020, (for example, to clean up a deficit account), please specify this on the eDoc before you submit it.

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

New Project Code: HOME (From KFS Listserv)

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To All P-Card Reconcilers and Fiscal Officers:

Please include the Project Code HOME on purchases of items that are being sent to people’s homes. This includes any IT peripherals, small equipment items, computers, and other items that will need to return to campus once people stop working from home.

The COVID19 project code should continue to be used for items that are directly related to the pandemic. The HOME object code is for items that would have been purchased regardless, but are being shipped to a personal residence due to stay-at-home orders.

Please contact me with any questions about these codes.

Thank you,
Annette

Annette Pavone, CPA
Accounting Manager, Inventory Control & Capitalization
Accounting Office
University of Connecticut
343 Mansfield Road
Storrs, CT 06269-1074

Clarification: AAUP/OVPR Faculty Travel $ (From Daily Digest)

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The online portal for AAUP/OVPR Faculty Travel Funding requests is now open.  Funds can be requested for items occurring July 1 – Dec. 31, 2020.

Due to the out-of-state travel ban, and in consultation with the UConn AAUP leadership, we have established temporary, special instructions for submitting funding requests during the pandemic.

  • Virtual conference or professional development:
    • You may submit a request now
    • Please type “VIRTUAL” in the Destination field.  This, combined with entering a dollar amount only in the Registration field, will serve as clear identification of this type of submission for reviewers.
  • In-state conference or professional development:
    • You may submit a request now
    • Please type “In-state” along with city/state in the Destination field
  • Out-of-state conference or professional development:
    • Faculty should wait to submit a request until after the travel ban has lifted.
    • Requests will not be reviewed or approved at this time
  • Out-of-state essential research travel:
    • Out-of-state essential research travel must first be approved by the Office of the Provost. Each request should include an explanation of why this travel is essential at this time, and how you will ensure your safety and the safety of others in the course of your travel. Each request will be evaluated and a response will be provided.
    • Afteryou have obtained approval from the Office of the Provost, you may submit a funding request.
      • Email a copy of the Provost’s Office approval to research@uconn.edu at the same time as you submit your funding request.
    • Requests for funding for out-of-state travel without an approved exception will not be reviewed or approved.

These special temporary measures will help minimize confusion and cancellation burdens for staff and faculty.  Once the travel ban has lifted, we will send announcement that faculty may resume submitting requests as normal.

Both AAUP and OVPR pools may support virtual conferences.  The AAUP pool remains the sole source for Attendance Only, and the OVPR pool remains restricted to Active Participation (presenting current research).  Requests will continue to be reviewed in the order in which they are received, including after travel restrictions have been lifted.  Trips spanning funding periods or fiscal years will be considered part of the period or year in which the greater number of travel days occur.

Traveling further in the future?

Trips occurring… Request window will open…
Jan. 1 – June 30, 2021 Nov. 1, 2020 (subject to change)
July 1 – Dec. 31, XXXX June 1, 2021

Please be sure to review the OVPR’s Faculty Travel Funding Program Guidelines for:

  • information about limits and how to use the awards,
  • background about how requests are considered and processed,
  • confirming required pre-approvals,
  • requesting changes or notifying of cancellations,
  • reimbursement deadlines,
  • online portal access,
  • and more!

Requests will be considered on a first-come, first-served basis.  Due to the popularity of this program and demand exceeding supply of funds, faculty are encouraged to apply as soon as they are aware of the travel opportunity (after the travel bans have lifted).  Funds are limited, and awards are not guaranteed.

Requests should be submitted at least 10 days prior to departure to ensure adequate time for processing.  Requests submitted fewer than 10 days prior to departure may not be processed, and funding requests cannot be granted once travel has commenced.

For more information, contact: OVPR at research@uconn.edu

Year end reallocation of Pro-Cardv (From Procard Listserv)

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This email only applies to Cardholders, Record Managers and Fiscal Officers that have PCard transactions that have not been reallocated and approved. 

 Good Morning:

Reminder: We only have two week left of Fiscal year 2020 and there are over 2200 outstanding Pro-Card (PCDO) e-docs that need to be reallocated and or approved.  In some cases the PCDO e-docs have been reallocated but they are in the action list of the Fiscal Officer for approval.  Please make time to review your action lists in KFS to ensure that all your PCard e-docs have been reallocated and approved.   This MUST be done prior to the new fiscal year.  You do not need to wait for your statement to reallocate charges.  All transactions that need to be reallocated will be in your action list.

All Procard transactions with a Post date of June 15th and earlier must be reallocated and approved by the fiscal officer by June 30th.   This Wednesday, June 17th is the last day a new PCDO will hit your action list.  All transaction feeds after Wednesday will be held and fed into KFS when FY21 opens.

 Cardholders – Please check your action list.  You will get an FYI each time a Pro-card transaction posts to your account.  Be sure to notify your reconciler with appropriate receipts and accounting information so they can reallocate your transaction.

 Reconcilers – Please check your action lists for any outstanding charges that need to be reallocated.   Please remember that the charge is not completely reallocated until your fiscal officer approves the e-doc.

Fiscal Officers – Please check your action lists for any PCDO’s that have been reallocated that are waiting for your approval.

Please let me know if you have any questions.

Thank you in advance for your attention to this matter!

Thank you,

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