PLEASE READ – Upcoming Smart HR Outage (from Payroll Office)

Posted on by

***Important Message to Smart HR Users***

 Good Afternoon,

Due to the upgrade of the PeopleSoft Student Administration System, users should not attempt to submit Core-CT Smart HR transactions on the following templates:

Special Payroll Smart HR Templates
UC_PG_SPT Special Payroll Teaching Hire PageUp
UC_TBH_DC_SPT_PAY Special Payroll Teaching Pay Change
UC_TBH_GRAT UConn Hire Template – Gratis
UC_TBH_SPT UConn Hire Template – Special Pay Teaching

Graduate Assistants and Provost’s Professional Interns Smart HR Template
UC_TBH_GA UConn Hire Template – Graduate Assistant
UC_TBH_GI UConn Hire Template – Graduate Intern Hire
UC_TBH_DC_GA_PAY UConn Graduate Assistants Pay/Level Change
UC_TBH_DC_GI_PAY UConn Data Change – Grad Intern (Professional) Pay
UC_TBH_DC_GRAD_DAT Graduate Payroll Data Changes

Student Labor and Work-study Smart HR Templates
UC_TBH_DC_WS_AWRD UConn Data Change – Work Study Award
UC_TBH_SL UConn Hire Template – Student Labor Hire
UC_TBH_SL_RACA UConn Hire Template – Student Labor RA/CA
UC_TBH_WS UConn Hire Template – Workstudy Student Hire

We anticipate that Smart HR template functionality will be impacted Friday, 11/27 through Monday, 11/30.  We will send a communication once we receive confirmation that use of these templates may resume.  Questions regarding Smart HR functionality can be directed to Jessica.dempsey@uconn.edu.  Thank you for your patience.

 

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

Cash Ops Hours – November Holidays (From Cash Operations)

Posted on by

Good Afternoon,

Cash Operations will be making the following adjustments to our “open hours” due to the November holidays.

We will be open 8:30am – 1:00pm Thursday November 12th and closed Wednesday November 11th.
We will be open 8:30am – 1:00pm Monday November 23rd and closed Wednesday November 25th.

As a reminder, we do have a drop box located in front of the Bursar Cashier windows in case you are unable to be on campus during our open times.

 

Thank you and stay healthy,
Alyse

 

 

Alyse Lofman-Kwapien |  Manager of Cash Operations University of Connecticut | Office of the Bursar
233 Glenbrook Road Unit 4100 Storrs, CT  06269

HUSKYBUY BROADCAST – HuskyBuy Maintenance this Weekend (From UBS)

Posted on by

HuskyBuy Maintenance this Weekend

HuskyBuy will be unavailable from 9pm Friday, 11/06/20 through 12pm Sunday, 11/08/20. Any items not processed through the system prior to this period will be processed when the system is again available on 11/08/20. If you have any questions please contact the Procurement Solutions Center. 

Thank you,

The Procurement Solutions Center

huskybuysupport@uconn.edu

Pro-Card will now be reconciled via Company Billed Statement Report in Concur starting with the November Statement (Information Sessions Available) (From KFS Listserv)

Posted on by

Dear Fiscal Officer,

We are writing to announce that as of Monday, October 26, 2020, Pro-card transactions will be reconciled in Concur as Company Billed Statement Reports.

Starting with the November 2020 statement (October 24th through November 23rd), Pro-Card transactions will be fed directly into Concur, building a Company Billed Statement report instead of creating a procurement card document (PCDO) in KFS.

The new workflow in Concur will be as follows:

      1. Pro-Card transactions will feed into Concur on a daily basis, on a Company Billed Statement Report.
      2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15th of the month following the statement period.
      3. If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur. Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.
      4. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15th of the month following the statement period.
      5. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
      6. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

      We have scheduled several WebEx Info Sessions over the next few weeks to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

       

      Click the link below to register for the upcoming Info Session.

      Company Billed Statement Information Session (after opening the link, click the arrow in line with the word Enroll to see the session times.)

       

      Thanks,

      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
      Purchasing.ubs.uconn.edu
      *For travel inquiries please contact us at travel@uconn.edu

    Pro-Card will now be reconciled via Company Billed Statement Report in Concur starting with the November Statement (From KFS Listserv)

    Posted on by

    Dear Fiscal Officer,

    We are writing to provide you with information about changes to the reconciliation process for Pro-Card transactions.

    As previously announced, starting with the November statement (October 24th through November 23rd) Concur will become the reconciliation tool for transactions purchased on the Pro-Card. Pro-Card transactions will be fed directly into Concur instead of creating a procurement card document (PCDO) in KFS.

    The workflow in Concur will be as follows:

    1. Pro-Card transactions will be fed into Concur on a daily basis, on a Company Billed Statement Report.
    2. Pro-Card holder, or Preparer delegate, will be responsible for reconciling these transactions on the Company Billed Statement Report in Concur (i.e., assigning KFS account number, attaching receipts, etc.). This reconciliation can occur at any time during the statement period, but must be completed by the 15th of the month following the statement period.

    If you currently have a record manager that assists you with reallocating your Pro-Card transactions, then such person can still continue doing so if you assign that person as a Preparer delegate in Concur.  Please see the following link on how to assign a Preparer delegate in Concur: How to add a Delegate. As the cardholder, you will be responsible for submitting the report after your Preparer delegate has prepared it.

    1. Pro-Card holder submits the Company Billed Statement Report no sooner than three (3) days after statement period closes and by the 15th of the month following the statement period.
    2. Once submitted, the Company Billed Statement Report will route to the appropriate fiscal officer(s) for approval in Concur. Concur will identify the fiscal officer(s) based on the KFS account number assigned to the transactions.
    3. Once fully approved, all the transactions on the Company Billed Statement Report will be sent to KFS to post to the General Ledger.

    We have scheduled two (2) WebEx Info Sessions to provide a Demo of the Company Billed Statement Report in Concur and an open Q & A for users who have questions about this new process. Training documents and other resources will also be available on our website (https://travel.uconn.edu/training-and-resources/). Note that additional training can be arranged by contacting the Procurement Solutions Center at PCard@uconn.edu.

     

    Click the link below to Register for the upcoming Info Sessions.

    Company Billed Statement Info Session October 21th 1:00 pm

    Company Billed Statement Info Session October 27th 10:00 am

     

    Thanks,

    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

    Purchasing.ubs.uconn.edu

    *For travel inquiries please contact us at travel@uconn.edu

    New KFS Cash and AR Procedure Guide (From Daily Digest)

    Posted on by

    New KFS Cash and AR Procedure Guide

    Do you/your department invoice for goods and/or services? If so, the Accounts Receivable (AR) Office within the Bursar’s Office is offering assistance and trainings!

    Trainings are currently available for:

    • Invoicing (including UConn Health)
    • Credit memos
    • Creating customers
    • Collecting on past-due accounts

    Quick Tip: KFS was upgraded on September 26th and looks quite different! Rest assured, you can still do everything you need to do—just quicker and easier. For questions on Accounts Receivable procedures, please refer to the updated Cash and AR Procedure guide on our website. We have completely overhauled the guide to reflect the new layout of KFS.

    For more information, email accountsreceivable@uconn.edu.

    For more information, contact: Accounts Receivable at accountsreceivable@uconn.edu

    Source link: https://dailydigest.uconn.edu/publicEmailSingleStoryView.php?id=162022&cid=24&iid=4865

    Concur Student Travel – Fiscal Officer Training Opportunity (From Travel)

    Posted on by

    Dear Colleagues,

    Starting October 1, Concur will become our system for managing student travel and expense reporting. As communicated on September 14, the fiscal officer role in reviewing and approving student travel will be fundamentally unchanged by the Concur implementation. As a fiscal officer you will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

    Student travel involves tax considerations specific to the student, and may be taxable to the student in certain circumstances. When travel will be conducted by a nonresident alien student, a Concur approver must complete a “Business Expense Certification” field in the travel request. Concur will prompt the approver to complete this field when required.

    Fiscal officers with responsibility for reviewing and approving student travel in Concur are encouraged to attend a training session conducted by the Tax & Compliance Office. This training session will discuss the tax considerations of student travel as well as the “Business Expense Certification” field in Concur.

    Concur Student Travel – Tax considerations and Business Expense Certification field guidance

    Regards,

    The UConn Travel Team

    upcoming Concur updates (From ITS)

    Posted on by

    Dear Colleagues,

    We are writing to share information about pending updates to the Concur Travel and Expense system.

    On April 22, 2020, UConn implemented the Concur Travel and Expense Module, an industry leading platform that supports best practices in the authorization and processing of travel and non-travel out-of-pocket expenses. Subsequent to this, the project team has pursued capabilities and service changes that will enhance the customer experience:

    • Anthony Travel will become our new Travel Management Company (TMC).  In business for over 20 years, Anthony Travel is a leader in university domestic and international, group, and athletic travel.  As a part of this relationship, UConn will have a dedicated, onsite agent to assist our community with their travel plans.
    • Concur will become our system for managing student travel and expense reporting.  Starting October 1, all authorized travel and virtual conference participation as well as non-travel out-of-pocket expense reports will be processed through Concur.  For specific information on how to manage these activities, visit https://travel.uconn.edu/training-and-resources/.  We will communicate details about this update directly to students.
    • Concur will become the reconciliation tool for all university card products.  Starting with the November statement, Pro-card transactions will be fed directly into Concur instead of creating a procurement card document in KFS.

    In the coming months, you will see more communication pertaining to Anthony Travel, guest travel, duty of care, and training opportunities. Additional support information is also available on Travel Services’ website: travel.uconn.edu.

    Please do not hesitate to contact the project (https://concurproject.uconn.edu/contact-us/) if you have comments, questions, or concerns.

     

    Regards,

    Trish Casey
    Associate Vice President for Financial Operations and Controller

    Gregory Daniels
    Interim Associate Vice President for University Business Services and Chief Procurement Officer

    Michael Mundrane
    Vice President for Information Technology and Chief Information Officer

    Concur-Student Travel Go-Live (From Travel)

    Posted on by

    Dear colleagues,

    We are writing to announce the launch of the student travel phase of the Concur project and to clarify the role of university fiscal officers in the system.

    SAP Concur is the official university travel management and expense reporting system that went live for faculty and staff on April 22, 2020.  Student travel, at that time, remained as supported by existing systems and processes.  The project continued working with student groups and other stakeholders over the intervening period to design an implementation that would best meet the unique needs of students while preserving key parts of existing processes.  Students will be able to take full advantage of the features of the new system.  This includes, but is not limited to, automated approval workflow, use of University cards that will import nightly, and Concur mobile app for receipt capture.  The fiscal officer role will be fundamentally unchanged.  You will determine the appropriateness and budgetary capacity for applicable student pre-travel requests and will be responsible for review and approval of post-travel expense reports.

    The Concur implementation of the student travel and expense reporting is tentatively scheduled to go live on 10/1/2020 pending successful testing.  Additional information regarding the implementation is available at travel.uconn.edu.

    Please do not hesitate to contact travel@uconn.edu with any questions or concerns.

    Special Payroll Updates (From HR)

    Posted on by and

    Dear Colleagues,

    We write with several updates about Special Payroll.

    First, University Compliance has updated the Conflict of Interest form. The updated form is available on the HR website and within PageUp. Please clear your cache in your browser (Chrome recommended) to ensure that the new form appears within PageUp.

    Second, as a reminder, departments should submit all special payroll requests 4-6 weeks prior to the appointment’s scheduled start date to ensure that the employee is approved to work and is able to be paid on time. For quicker processing, please check for flags on the applicant card and include, if applicable, Dual Employment and Conflict of Interest forms upon initial submission.

    Third, Payroll updated the Graduate Calculator for AY 2020-2021. Please use this calculator for overload appointments and 2021 summer and intersession appointments.

    Finally, effective September 1, 2020, the minimum wage in the state of Connecticut is $12.00 per hour.

    Please direct questions to spar@uconn.edu.

     

    Thank you,
    Human Resources