Below is a roundup of important announcements and reminders from the Business Center. If you have a question or there is something that you'd like to include in the next roundup, please feel free to reach out to the Business Center via bsc@uconn.edu.
Announcements
FY25 Annual Year End Deadlines
- View the complete list of University Deadlines.
- eDocs routed to central processing offices (Accounting, Accounts Payable, etc.) by the dates listed below will be posted to FY25.
- eDocs submitted after the deadline may still be posted to FY25, depending on processing capacity.
- Any eDocs not finalized by June 30 will be rolled over and posted to FY26 once finalized.
- If you believe an eDoc should be posted to FY25, (e.g. to resolve a deficit account) please clearly indicate this on the eDoc before submission.
- Please note that most of the following year end deadlines for CLAS and the University have now passed:
- Internal CLAS Deadline for All Invoices/Payments in HuskyBuy (DV, PREQ) and Employee Payments including Travel and Employee Reimbursements and Clearing of Travel Advances and Cash Advances for FY25 was Friday, June 13.
- University Deadline was Friday, June 20.
- Internal CLAS Deadline for Pro-Card Reports for all Pro-Card transactions with a posting date of June 13 and prior was Wednesday, June 18.
- University Deadline was Monday, June 23.
- Go to the Purchasing website under news flash for additional information on the submission of Pro-Card statements for this period.
- Internal CLAS Deadline for Financial Processing (DI, GLT, TF, ST, IB, BA, and SSBA) was Friday, June 13.
- University Deadline is Thursday, June 26.
- Internal CLAS Deadline for All Invoices/Payments in HuskyBuy (DV, PREQ) and Employee Payments including Travel and Employee Reimbursements and Clearing of Travel Advances and Cash Advances for FY25 was Friday, June 13.
- Please note that Kuali Financials will be unavailable for processing starting on Monday, June 30 at 5 p.m.
- The system will be available again on the morning of Tuesday, July 1 for FY26 processing.
CLAS Faculty and Department Fiscal Year Report Schedule Changes
- The last faculty and department reports for FY25 will run on July 1.
- There will be no more department or faculty reports for FY25 after July 1.
- They will begin again for FY26 on July 14.
FY26 Graduate Payroll Processing Deadline
- Transactions for new and returning Graduate Assistants (GAs) and Provost’s Professional Interns (PPIs) in CoreCT/SmartHR for AY25-26.
- Internal CLAS Deadline to submit these transactions is Friday, July 11.
- The University deadline for these transactions to be approved in SmartHR is Friday, July 18.
- Please visit Payroll's Graduate Payroll Guide for Graduate Assistant stipend rates and appointment dates for AY25-26.
Remote Work Guidance for Graduate Assistants
- GAs can work remotely within Connecticut with supervisor approval.
- Approval should be documented in writing and can be revoked as needed due to business needs.
- Remote work outside CT is rarely allowed and requires prior approval.
- Typically limited to instances where the duties of the position require the GA to be located out of state (e.g., field work, in-person work at a particular lab).
- GA faculty supervisor must request an exception for a GA to work remotely from outside of Connecticut in advance from graduatedean@uconn.edu and the request will be reviewed by the Dean of The Graduate School in collaboration with other campus partners, including but not limited to ISSS and Export Control.
- International work is highly restricted and may carry legal risks for both students and the University.
- Graduate students from comprehensively sanctioned countries may not engage academically in any way nor are they authorized to work while outside the U.S.
- Typically limited to instances where the duties of the position require the GA to be located out of state (e.g., field work, in-person work at a particular lab).
- GAs get 10 days time off for a one semester appointment or 20 days time off for an academic year appointment and may travel during breaks with approval.
- GAs also have access to GA Leaves of Absence and may be eligible for FMLA leave.
- Additional leave options are available through HR.
- Remote work restrictions also apply to summer and winter intersession appointments.
- Summer – GAs are not entitled to time off, except for research appointments where time off is authorized at the discretion of the supervisor.
- GAs also have access to GA Leaves of Absence and may be eligible for FMLA leave.
Finalizing FY25 eDocs in KFS
- In order to ensure that all pending FY25 KFS eDocs must be finalized by the end of June:
- Review your action list and make sure there are no eDocs awaiting your approval.
- For guidance on managing your Action List and understanding route statuses, visit: KFS Action List/KFS Workflow.
- Follow up on pending eDocs that you have initiated.
- If some of the eDocs that you have initiated are still marked as “en route,” check the route log to see whose Action List they are in and follow up as needed.
- To view the Route Log, open the eDoc and click on the Route Log tab, or click on the Route Log link in the far-right column.
- If some of the eDocs that you have initiated are still marked as “en route,” check the route log to see whose Action List they are in and follow up as needed.
- To find en route eDocs in KFS, go to the “Doc Search”, select “detailed search” and select “ENROUTE” in the Document field along with your netID in the Initiator field.
- Review your action list and make sure there are no eDocs awaiting your approval.
Procurement Knowledge Base Updates
- Procurement has been updating sections of their Knowledge Base, including more sections on Husky Buy.
- Please be sure to view the Finance, Purchasing & Travel Knowledge Base for the latest updates.
Post-Doc Appointments and Renewals Reminder
- Reminder regarding post-doc appointments and renewals:
- All post-docs need to be renewed with a 3% increase (increases are not allowed outside of renewal period).
- Effective July 1st, 2024, post-docs need to be hired at least at $60k starting salary. Please review the 2024-2027 Postdoctoral Employee Contract. Compensation is under Article 23.
- If a PI would like to pay above the 3% increase at the time of renewal, please obtain approval from the CLAS Shared Services Business Center. Please email bsc@uconn.edu with justification for the increase.
- Appointments are typically for one year at a time; any appointments under 100% FTE or under one year, require approval from the CLAS Shared Services Business Center and Labor Relations.
- Approval is required to hire a post-doc beyond a five-year term, so please consult with the CLAS Shared Services Business Center if this situation arises.
- Post-doc appointments cannot contain any teaching duties – must be strictly research based.
- If there is a teaching component, that should be processed through Special Payroll, in addition to their unclassified post-doc position.
- All post-docs need to be renewed with a 3% increase (increases are not allowed outside of renewal period).
- You can read more about Appointment/Reappointment Details for Post-Docs on the CLAS Knowledge Base.
- If you have any questions or concerns, please feel free to reach out to the CLAS Shared Services Business Center (bsc@uconn.edu).
Incoming Student Registration
- With the incoming Orientation, capacities of all sections with seats reserved for incoming students has been restored.
- Reserve caps have been added to hold seats.
Building Abbreviation and Name Change
- The Floriculture Greenhouse (FG) has been renamed to Floriculture Building and the abbreviation has been updated to FLC.
- All scheduling systems have been updated with this new information.
Contacts for Newly Hired Instructors in CLSS
- Questions about newly hired instructors in CLSS can be routed to the following:
- All Faculty (including full-time, adjunct, emeritus, etc.):
- Questions about checking hiring process status can be routed to Human Resources at workforce@uconn.edu.
- Questions about activating instructors who have completed the hiring process can be routed to ITS at techsupport@uconn.edu.
- Graduate Assistants:
- To determine whether GAs have active teaching assignments can be routed to the Registrar’s Office at registrarscheduling@uconn.edu.
- Questions about creating or adjusting GA appointments can be routed to the Graduate School at megan.petsa@uconn.edu.
- FYE Instructors:
- To activate FYE instructors, please contact the Registrar’s Office at registrarscheduling@uconn.edu.
- All Faculty (including full-time, adjunct, emeritus, etc.):
2025 Survey for UConn Departments Hosting Visiting Scholars and Student Interns on J-1 Visas
- International Student and Scholar Services at UConn must report annually on the activities of our J-1 Visa Exchange Visitor Program to the U.S. Department of State.
- Please respond to this survey by July 15 if your department hosted a J-1 exchange visitor between July 1, 2023–June 30, 2024.
- Submit one general response per department via the ISSS Scholar Portal.
- You can access a list of your J-1 scholars by logging into the ISSS Scholar Portal and clicking on the ACTIVE and INACTIVE tabs.
- Please review both active and inactive visitors.
- You can access a list of your J-1 scholars by logging into the ISSS Scholar Portal and clicking on the ACTIVE and INACTIVE tabs.
- Please note that this survey is for department admins, faculty, and leadership in hosting departments.
- Do not forward the survey to J-1 scholars; you may consult them for input on certain questions.
- Submit one general response per department via the ISSS Scholar Portal.
Save the Date: CLAS Health & Safety Teambuilding Training
- CLAS is teaming up with the UConn Police Department to put on a Teambuilding Training hosted by Sergeant Justin Cheney.
- Focus will be on building communication skills, problem solving and leadership through a series of hands on activities, followed by a facilitated discussion.
- The training will be held on Wednesday, July 30 from 9 a.m.–noon in PBB 129.
- Please note that this will require light physical activity, please let us know if you require physical accommodations and dress comfortably for the event.
- Lunch will be served after the training.
- RSVP for the event. Space is available on a first come, first served basis and will be capped at 50.
Monthly Meetings
- Monthly meetings will take place between CLAS Shared Services Management and the following:
- Controller’s Office will take place on Thursday, July 24.
- Procurement will take place on Wednesday, June 25.
- Procurement and A/P will take place on Monday, July 14.
- Payroll will take place on Monday, July 7.
- CLAS Business Center Monthly Topic Overview will be held on Thursday, July 10.
- Please reach out to bsc@uconn.edu with ideas for future topics.
- Please feel free to reach out to bsc@uconn.edu with any areas of concern to be discussed at any of these meetings.
Professional Development Opportunities
- LinkedIn Learning is now available at no cost to all UConn staff on Storrs campus as an e-learning resource.
- LinkedIn Learning offers an opportunity to develop professional skills through a digital library of more than 6,000 courses.
- Visit the Microsoft App store and navigate to the LinkedIn Learning application to activate your license.
- Please reach out to brandon.murray@uconn.edu with any questions.
- CLAS Shared Services has a lending library with a variety of books on professional development and self-improvement.
- For more information on how to borrow a book, please contact Emily Petry at emily.petry@uconn.edu.
- Academic Impressions offers professional development resources for higher education professionals. Resources include hundreds of hours of trainings in topics such as Academic Leadership, Advancement, Diversity, Equity, and Inclusion, Faculty Success, Leadership Development, Compliance, and more.
- The Lexington Group, Inc is UConn’s Employee Assistance Program (EAP). The Lexington Group provides confidential face-to-face counseling, or in certain circumstances video counseling, to assist employees in identifying and resolving personal problems no matter how unique and diverse they appear. Examples include family and marital conflicts, stress, substance abuse, depression, and other emotional issues. The Lexington Group also assists with referrals for eldercare support, childcare, as well as legal and financial guidance through our Life Care program.
- Employees may call The Lexington Group for immediate and confidential assistance at 1-800-676-HELP (4357) or access their website. The Lexington Group is available seven days a week, 24 hours a day.
Trainings
- Concur Open Labs Registration
- Travel Services will be holding bi-weekly Open Labs at 3 Discovery Drive in the Bid Room.
- Please come prepared with receipts and supporting documents saved to your laptop or in Concur.
- The next sessions will be held on Wednesdays, July 2 and July 16.
- Half hour slots are available between from 10 a.m.-noon.
- Visit the Travel Services website for more information.
- Form I-9 Training
- Please sign up for HireRight training on Learning@Work.
- Thursday, June 26 from 9-10:30 a.m.
- Thursday, July 17 from 2-3:30 p.m.
- Thursday, July 29 from 9-10:30 a.m.
- Thursday, August 12 from 2-3:30 p.m.
- HireRight access is not granted without an employee having attended training.
- Please be sure to fill out the HireRight Access Request form in KualiBuild after the training is completed.
- Please sign up for HireRight training on Learning@Work.
- PageUp Training
- Regular Payroll Registration
- July 14 from 9-11:30 a.m.
- August 11 from 9-11:30 a.m.
- September 29 from 9:00-11:30 a.m.
- Special Payroll Registration
- July 15 from 9-11 a.m.
- August 12 from 9-11 a.m.
- September 30 from 9-11 a.m.
- Regular Payroll Registration
CLAS Shared Services Grant Management
- For the month of April, CLAS faculty submitted 42 grant applications with a total requested amount of $36M.
- For the month of April, CLAS faculty were awarded 7 new awards with a total funded amount of $2.7M.
- OVPR has launched UCONN EMERGE provides short-term (<12 months) essential support when external funding for an investigator has been interrupted due to circumstances (broadly related to recent changes in federal policies and priorities) beyond the investigator’s control. Please have your faculty contact GMS if they have any questions.
CLAS Shared Services Information Technology
- Windows 10 Upgrade Notice
- ITS recently sent a university-wide email to users who had logged into older Windows 10 devices. The message outlines the need to upgrade to Windows 11 or replace unsupported machines before October 14, 2025, when Windows 10 will no longer be secure or supported.
- If faculty or staff have questions or need help determining next steps, please direct them to CLASIT@uconn.edu. Our team can assist with compatibility checks, upgrades, or planning for replacements.
Well Wishes
- Danyel Cuffee, Academic Advisor, CLAS ASC.
- Kevin Marinelli, Computer Support Technician 2, CLAS IT.
- Mary Malley, Educational Program Administrator, PHIL/SOCI.
- Matthew Lavoie, Financial Assistant 1, CLAS BSC.