Finance

Payroll Requirements for New Employees

Title: Payroll Requirements for New Employees
Policy Owner: Payroll Department
Applies to: Hiring Departments and Employees
Campus Applicability: UConn Storrs and Regionals
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486 2423
Official Website: http://www.payroll.uconn.edu/

 

REASON FOR POLICY

The purpose of this policy is to ensure the timely and reasonable submission of required documentation to produce on-time, accurate payments to new University employees.  This is critical to meeting payroll processing deadlines; complying with federal and state regulations and reporting requirements; maintaining employee satisfaction; and minimizing additional, unscheduled work for Payroll and hiring departments.

APPLIES TO

This policy applies to all hiring departments and employees at the University of Connecticut, Storrs and Regional Campuses.

DEFINITION

A “New Employee” is defined as an individual who is becoming actively employed with the University of Connecticut and receiving compensation for services.  This generally includes first time hires, as well as rehires who incurred a break in service with their employment at the University.

POLICY STATEMENT

The University is required to produce payments to employees in accordance with the General Statues of Connecticut, Chapter 34, Sec. 3-119, guidelines set by the Connecticut Department of Labor, and Collective Bargaining Agreements.  In addition, the University is required to adhere to the Core-CT payroll processing schedule set forth by the Office of the State Comptroller.

The Payroll Department has established deadline schedules by which required new hire documentation must be received to ensure timely and accurate payments, and compliance with applicable laws.  The deadline schedules are posted on the homepage of the Payroll Department website at www.payroll.uconn.edu. Departments or units responsible for hiring have an obligation to obtain and complete required documentation within the deadlines prescribed at the above website.

Required new hire documentation received in the Payroll Department after the posted deadline may not be processed within the current payroll cycle.  The decision will be based on the circumstances resulting in the late submission, as well as the internal biweekly payroll processing schedule.  Any exceptions to this policy will be strictly limited, and at the discretion of the Payroll Department.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Documentation requirements (electronic and/or paper) for new employees can also be found on the Payroll Department website at the following links:

Payroll Employee Population Link
Unclassified Faculty; Postdocs; Management and Confidential; and Professional Staff http://www.payroll.uconn.edu/PY/for_departments/unclassified_requireddocs.html
Classified Clerical; Maintenance; and Fire and Police Staff http://www.payroll.uconn.edu/PY/for_departments/classified_requireddocs.html
Special Adjunct Faculty; Summer Research/Teaching; Rehired Retirees; and other Seasonal Professional Appointments http://www.payroll.uconn.edu/PY/for_departments/special_requireddocs.html
Graduate Assistant Graduate Teaching Assistants; Graduate Research Assistants; and Prestigious Internships http://www.payroll.uconn.edu/PY/for_departments/graduate_requireddocs.html
Student Student Labor and Student Work Study http://payroll.uconn.edu/PY/for_departments/student_requireddocs.html

Paycheck Distribution

Title: Paycheck Distribution
Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
Applies to: All Employees
Campus Applicability: UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: www.payroll.uconn.edu

 
REASON FOR POLICY

The purpose of this policy is to ensure the appropriate handling, and timely distribution, of paychecks to University employees.

APPLIES TO

This policy applies to all employees at the University of Connecticut, Storrs and Regional Campuses, as well as department liaisons responsible for claiming and distributing biweekly paychecks.

DEFINITION

Pay periods occur in two week cycles that begin on the Friday of a pay week and end on the Thursday of the following pay week.  There is a two week interval between the date of a check and the period for which employees are paid, with the exception of Graduate Assistants who are paid ‘to-date’ (see Graduate Assistant Pay Schedule Policy).  Biweekly paychecks are collated and distributed based on the ‘section number’ assigned to a department by Payroll.  Employees who have elected to utilize direct deposit do not receive a paper advice of deposit.  All employees are able to access their paystub information via ‘ePay’ on the State’s Core-CT portal.

POLICY STATEMENT

Distribution at the Storrs Campus: Designated department liaisons on the Storrs Campus must retrieve paychecks at the Payroll Department Main Office between 12:00 p.m. and 3:00 p.m. on alternating Thursdays.  At the time of pickup, the ‘Payroll Authorization Check Card’ (issued by the Payroll Department) must be presented.  Checks that are not claimed at the Payroll Department Main Office will be delivered to departments on Friday via intercampus mail.

Distribution to the Regional Campuses: Representatives from the regional campuses are not required to retrieve paychecks at the Payroll Department Main Office on the Storrs Campus.  Paychecks will be delivered to the regional campuses via mail delivery service or courier.

Section Number Assignment: Departments are assigned unique section numbers for ease of distribution, and employee checks are coded accordingly.  At the discretion of the Payroll Department and under limited circumstances, new section numbers will be created.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code

PROCEDURES/FORMS

Departments are responsible for distributing paychecks to their employees.  Although departments may have their own internal distribution protocol, Payroll has established the following requirements:

  • Every attempt must be made to distribute checks to employees on the day they are picked up (Storrs Campus) or received (Regional Campuses).
  • Paychecks must be secured at all times.  Departments may not distribute paychecks by placing them in open mail slots in unprotected, public areas.
  • Employees must not cash or deposit checks until 3:00 p.m. on pay Thursday (the start of the next banking day).
  • Departments must not hold checks for more than one (1) pay cycle.  Unclaimed checks must be mailed to the employee or returned to the Payroll Department, unless prior alternative arrangements have been made with the employee.
  • Departments may not open employees’ paychecks since they contain personal and sensitive information.

Notification to departments and/or employees will be sent via email (or other appropriate media) in the event that a check distribution date must be changed due to a holiday or inclement weather.

Paid Sick Leave for Student Employees

Title: Paid Sick Leave for Student Employees
Policy Owner: Payroll Department and the Office of Faculty and Staff Labor Relations
Applies to: Student Employees
Campus Applicability:  Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Payroll Department
Contact Information: (860) 486-2423
Official Website: www.payroll.uconn.edu

 

REASON FOR POLICY

The purpose of this policy is to comply with CT Public Act 11-52 (CGS 31-57r through 31-57w), and administer paid sick leave for student employees.

APPLIES TO

This policy applies to Student Labor and Federal Work Study employees at the University of Connecticut, Storrs and Regional Campuses, as well as University departments who hire student employees.

DEFINITION

A “student employee” is defined as a student employed on the Student Labor and/or Student Work Study payroll.  The University considers student employees as meeting the definition of a service worker under CT Public Act 11-52 (CGS 31-57r through 31-57w): http://www.ctdol.state.ct.us/wgwkstnd/SickLeaveLaw.htm

POLICY STATEMENT

 

Accrual of Paid Sick Leave:

Student Employees of the University of Connecticut begin to accrue paid sick time beginning January 1, 2012 or upon hire, whichever is later, under the following terms and conditions:

  1. Student Employees accrue one hour of paid time for every forty (40) hours actually worked.
  2. The maximum accrual of sick time hours is forty (40) hours per calendar year.
  3. Student Employees may carry over a maximum of 40 hours of unused sick time from one calendar year into the next but the employee shall not be able to use more than the forty (40) hours in one (1) calendar year.
  4. Under no circumstances are Student Employees entitled to any payout for accumulated but unused sick leave.

 

Use of Paid Sick Leave:

Student employees shall be entitled to the use of accrued paid sick leave upon the completion of their 680th hour of employment with the University measured from January 1, 2012 or from their date of hire if hired after January 1, 2012.

Sick leave must be taken in one (1) hour increments.

A maximum of forty (40) hours of sick leave may be used each calendar year.

Sick leave may only be used in lieu of previously scheduled hours.

Pay Rate for Sick Leave:

Sick leave will be paid at the Student Employee’s normal hourly rate at the time the leave is taken.

Reasons for Use of Paid Sick Leave:

Student Employees may only use accrued paid sick leave for the following reasons:

  1. To treat the employee’s own illness, injury or health condition; for the medical diagnosis, care or treatment of the employee’s own mental illness or physical illness, injury or health condition; or for preventative medical care for the employee.
  2. For the treatment of the employee’s child’s or spouse’s illness, injury or health condition; the medical diagnosis, care or treatment of an employee’s child’s or spouse’s mental or physical illness, injury or health condition; or preventative medical care for the employee’s child or spouse.
  3. For the employee’s treatment or services related to the employee’s status as a victim in a family violence or sexual assault incident, for the medical care or psychological or other counseling for physical or psychological injury or disability; to obtain services from a victim services organization; to relocate due to such family violence or sexual assault; to participate in any civil or criminal proceedings related to or resulting from such family violence or sexual assault.

Notice:

If the reason for the sick leave is foreseeable, the Student Employee must provide at least seven (7) days advance notice to their supervisor,or if the leave is not foreseeable, the Student Employee must provide as much notice as is practicable.

Documentation:

Documentation signed by a health care provider indicating the need for the number of days taken may be required by the Student Employee’s supervisor for leaves of three (3) or more consecutive days.

 

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

Resources to assist hiring departments in administering this policy can be found on the Payroll Department website at https://payroll.uconn.edu/student-sick-time/.

Short Term Advances ("Change Funds")

Title: Short Term Advances (“Change Funds”)
Policy Owner: Office of the Bursar
Applies to: Faculty and Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Office of the Bursar
Contact Information: (860) 486-4830
Official Website: http://bursar.uconn.edu/

 

REASON FOR POLICY:

The purpose of this policy is to establish a uniform control procedure for providing short term advances to departments in conjunction with University events and must first be approved by the Department Head and Cash Operations, to ensure safeguarding of University assets.

APPLIES TO:

This policy applies to departments handling change funds at the University.

DEFINITIONS:

“Short term advance” or change fund is defined as an advance of funds from the Bursar’s Office of two weeks or less with a maximum of $4,000 per advance.

POLICY STATEMENT:

University departments who receive short term advances are responsible for returning the funds no later than two weeks after the date of receipt of the funds.  Any department who receives such advance is required to adhere to control and reconciliation processes established by the Bursar’s Office.

ENFORCEMENT:

Any department that does not comply with this policy shall be ineligible to receive future short term advances.  Violations of this policy by individual employees may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS:

The Office of the Bursar has sole responsibility for advancing short term funds to departments for University events with proper documentation/approvals and controls in place to safeguard assets.  It is the responsibility of the department to return the funds within two weeks.  For additional information, access the Cash Operations web page at the following link:  http://bursar.uconn.edu/cash-operations/.

Returned Check Policy

Title: Returned Check Policy
Policy Owner: Office of the Bursar
Applies to: Faculty and Staff
Campus Applicability: UConn Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Office of the Bursar
Contact Information: (860) 486-4830
Official Website: http://bursar.uconn.edu/

 
REASON FOR POLICY:

The purpose of this policy is to ensure compliance with state guidelines on processing and accounting for returned checks. (State of CT Accounting Manual, Receipts, Section 4.1).

APPLIES TO:

This policy applies to all departments receiving checks on behalf of the University as well as all customers and students paying the University for goods and/or services.

POLICY STATEMENT:

Checks deposited by the University and then returned by the bank for insufficient funds or any other reason are the responsibility of the depositing department to recover any money still owed to the University.  The department or student is charged back, including any bank fees as applicable.

ENFORCEMENT:

The Office of the Bursar charges customers/students a $25 fee for a check returned by the bank for any reason.  The Office of the Bursar will notify students with multiple returned checks that check payments will no longer be accepted and all future payments must be made in the form of cash, money order, certified or cashier’s check or wire transfer.  For non-student returned checks, it is the department’s responsibility to pursue collection of the funds and fees with the customer, and the individual department has the discretion to accept future checks.

PROCEDURES/FORMS:

The Office of the Bursar deposits all checks made payable to the University.  Payroll overpayments and medical premiums are excluded as these are not deposited through KFS, but to Core-CT.  Any returned checks are coded as adjustments to Core-CT.  If the payer’s bank returns the check, Cash Operations then charges the amount of the returned check to the departmental account credited with the deposit.  Cash Operations returns the check to the department with a letter informing the department that its departmental account has been charged for the returned check.  Cash Operations sends the notification letter and a copy of the check to the department the day they receive the returned check.

Opening a Merchant Account for Credit Card Acceptance

Title: Opening a Merchant Account for Credit Card Acceptance
Policy Owner: Office of the Bursar
Applies to: Faculty and Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Office of the Bursar
Contact Information: (860) 486-4830
Official Website: http://bursar.uconn.edu/

 
REASON FOR POLICY:

The purpose of this policy is to ensure University compliance with the Payment Card Industry Standards which can be found at www.pcisecuritystandards.org.  Credit card transactions are monetary transactions and therefore are subject to the same control and reconciliation policies as cash transactions.  No department may open a merchant account to accept credit card transactions without the approval of the Controller and Bursar.

APPLIES TO:

This policy applies to any department seeking to accommodate customers wanting to pay by credit or debit card and thereby opening a merchant account.

DEFINITIONS:

Payment Card Industry Standards

PCI security standards are technical and operational requirements set by the Payment Card Industry Security Standards Council to protect cardholder data.  The standards globally govern all merchants and organizations that store, process, or transmit this data – with new requirements for software developers and manufacturers of applications and devices used in those transactions.  Compliance with the PCI set of standards is mandatory for their respective stakeholders, and is enforced by the major payment card brands who established the Council:  American Express, Discover Financial Services, JCB International, MasterCard Worldwide, and Visa Inc.

POLICY STATEMENT:

All University approved accounts must adhere to the Payment Card Industry Security Standards including the performance of the SAQ (Self-Assessment Questionnaire), annual attestation and successful University computer and network scans.

ENFORCEMENT:

The Controller’s Office may at any time terminate the department’s merchant account for a policy/procedure violation.  In addition, payment card industry compliance violations may result in fines from the payment brands (VISA, MasterCard, Discover, American Express, JCB, BC Card, DinaCard and Diner’s Club) to the acquiring bank, at their discretion, from $5,000 to $100,000 per month which may be charged back to the department in noncompliance.  Fines are dependent on volume of credit cards breached and remediation efforts required.

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS:

The Office of the Bursar has the authority to recommend approval from any department to the Controller of an application for opening and operating a merchant account.  These transactions are monetary transactions and subject to the same governance as cash.

Detailed procedures and resource documentation may be found on our website at:  http://bursar.uconn.edu/cash-operations/.

Non-Student Receivables Invoicing Policy

Title: Non-Student Receivables Invoicing Policy
Policy Owner: Office of the Bursar
Applies to: Faculty and Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Office of the Bursar
Contact Information: (860) 486-4830
Official Website: https://bursar.uconn.edu/

 

REASON FOR POLICY:

University departments provide goods and/or services to the general public and organizations world-wide.  In accordance with Section 3-39a of the Connecticut General Statutes, it is the responsibility of the University to invoice customers notifying them of their financial obligation to the University.

APPLIES TO:

This policy applies to University departments, faculty, and staff of all campuses and programs who provide goods and/or services to customers on credit.

POLICY STATEMENT:

University departments/units are required to invoice customers at the time goods and/or services are rendered utilizing the Kuali Financial System (KFS).  The Office of the Bursar may grant exceptions to this policy after ensuring the department/unit’s alternative billing methods adhered to proper internal control procedures.

ENFORCEMENT:

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS:

For additional information, access the KFS Cash and Accounts Receivable Procedure Guide at the following link: https://bursar.uconn.edu.

Cash Collection and Deposit

Title: Cash Collection and Deposit
Policy Owner: Office of the Bursar
Applies to: Faculty, Staff
Campus Applicability: Storrs and Regional Campuses
Effective Date: August 19, 2014
For More Information, Contact Office of the Bursar
Contact Information: (860) 486-4830
Official Website: http://bursar.uconn.edu/

 

REASON FOR POLICY:

The purpose of this policy is to ensure compliance with Section 4-32 of the Connecticut General Statutes for accounting and depositing of any cash received by the University.

APPLIES TO:

This policy applies to any department or organization receiving funds on behalf of the University.

DEFINITIONS:

The term cash includes currency, checks, money orders, negotiable instruments, and charge card transactions.  University funds are monies received from tuition, contracts and grants, (delivery of) revenues from University services, state and federal appropriations, gifts, and all other sources of revenue or expense reimbursements, whether restricted or unrestricted as to purpose or use.

POLICY STATEMENT:

Any department or unit at the University receiving cash must deposit to the Office of the Bursar within 24 hours of receipt (Section 4-32 of the Connecticut General Statutes).

ENFORCEMENT:

Departments are responsible for complying with the policies and procedures for cash handling and depositing outlined on the Office of the Bursar website www.bursar.uconn.edu.

Any missing funds must be immediately reported to the University Police Department and the Office of the Controller. The results of the investigation will determine the subsequent actions. See also the “Policy on the Prevention and Reporting of Fraud and Fiscal Irregularities” at http://policy.uconn.edu/?p=6794.

Violations of this policy may result in appropriate disciplinary measures in accordance with University By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS:

Please consult the Bursar’s website at www.bursar.uconn.edu for proper cash handling controls for your department.

Service Center Policy

Title: Service Center Policy
Policy Owner: Robin Hoagland
Applies to: Faculty, Staff and Designated Affiliates
Campus Applicability: UConn Storrs and Regionals
Effective Date: December 26, 2014
For More Information, Contact Robin Hoagland
Contact Information: (860) 486-3780
Official Website: http://accountingoffice.uconn.edu/

 

REASON FOR POLICY

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Service Center– a unit which charges a rate to recover the full allowable cost of goods or services provided.  This differs from a unit which charges another area for the cost of the goods or services only, without consideration of other recoverable costs such as overhead costs.  A unit of this type is defined as a “Recharge Center”.

OMB Uniform Guidance – publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS) – standards and rules administered by the federal government for use in achieving uniformity and consistency under federal contracts.

Service Center and Cost Recovery Committee (SCCRC) – a University committee responsible for approving the establishment of and rates charged by University Service Centers.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for ensuring that the establishment of and the rates charged  by  University Service Centers are approved by the SCCRC in accordance with OMB Uniform Guidance.  The Office of Cost Analysis reviews the rates charged by Service Centers, and ensures that the rates are consistent with good business practice and comply with all applicable regulatory and legal requirements, including those outlined in OMB Uniform Guidance and the Governmental Cost Accounting Standards (CAS).  The OCA will ensure that federal grants and contracts are not charged a rate that is higher than what any other internal or external customer may be charged for goods and services.  External rates include indirect costs or overhead, whereas internal rates include only direct costs.  Departments operating Service Centers must have the Center and the rates used by the Center, approved by the SCCRC in advance of commencing operations.

Additional information on Service Centers and cost accounting principles at the University can be found in the Cost Accounting Disclosure Statements (CADS):

Direct and Indirect Costs of Federal Grants and Contracts https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2018/04/CADS1-Uconn-policies-updated-for-UG.pdf

Cost Sharing https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2015/08/CADS2.pdf

Financial Management of Service Centers https://accountingoffice.uconn.edu/wp-content/uploads/sites/143/2015/08/University-of-Connecticut.pdf

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and By-Laws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements, and the University of Connecticut Student Conduct Code.

PROCEDURES/FORMS

For more information on OMB Uniform Guidance, please see

http://www.whitehouse.gov/omb/grants_docs

 

Personal Services Fringe Rate Calculation for Grants/Research

Title: Personal Services Fringe Rate Calculation for Grants/Research
Policy Owner: Robin Hoagland
Applies to: Faculty, staff and designated University affiliates
Campus Applicability: Storrs and Regional Campuses
Effective Date: December 26, 2014
For More Information, Contact Robin Hoagland
Contact Information: (860) 486-3780
Official Website: http://accountingoffice.uconn.edu/

 

REASON FOR POLICY

To ensure that the University is in compliance with the cost principles and accounting standards set forth by the federal government.

APPLIES TO

This policy applies to faculty, staff and designated affiliates of the University of Connecticut, Storrs and Regional Campuses.

DEFINITIONS

Personal Services Fringe Rates are calculated to cover the cost of employer-paid contributions for retirement, health care, life insurance and other fringe benefits on grants.  The rates vary because the calculation is based on a percentage of salaries for different categories of personnel.

OMB Uniform Guidance – publication of the Office of Management and Budget titled “Cost Principles and Audit Requirements for Federal Awards.”

Governmental Cost Accounting Standards (CAS) – standards and rules administered by the federal Government for use in achieving uniformity and consistency under federal contracts.

POLICY STATEMENT

The Office of Cost Analysis (OCA), a unit within the University’s Accounting Office, is responsible for calculating personal services fringe rates that are charged to research grants in accordance with OMB Uniform Guidance and the Government Cost Accounting Standards (CAS).  Federal grants may not be charged personal services fringe rates unless approved by the Department of Health and Human Services, our cognizant federal agency. University departments charging personal services to grants must use the approved fringe rates.

PROCEDURES/FORMS

The rates are calculated by the OCA based on current financial information and then adjusted annually in the future rates, based on actual costs.

For more information on OMB Uniform Guidance, please see

http://www.whitehouse.gov/omb/grants_docs