All staff must complete a timecard every two weeks in CORE-CT.  https://ess.uconn.edu/

• Click  CORE-CT Sign On to login
• Click Core CT Job Aids for detailed instructions
• Instructions for completing timecard
• Common Time Reporting Codes.  

* To enter time for a holiday that you work, enter one line for HOL showing the full days hours and a second line for HWCE to credit the hours worked to your accrued hours.

• paycheck dates and holidays 
• Timecards must be completed no later than close of business the Tuesday before the pay period closes.   Looking at the calendar, pay periods close the Thursday before each check date shown in the green boxes. If you have an unexpected change after completing your timecard (such as becoming sick for the end of the pay period), it can be adjusted later. 

For Supervisors: Approving time in Core-CT:

• For all hourly positions (Student Labor, Work Study or Special Payroll), the student/hire will enter in their hours as worked each week on their timesheet in Core-CT and the supervisor will approve all hours at the end of each pay period.
• For all Lump Sum positions, the supervisor must enter in the bi-weekly sum to be paid out for each pay period on the student's timesheet in Core-CT. This entry by the supervisor also serves as the approval step, so no further supervisor approval is required once you have submitted their timesheet.
  • Lump sum positions do function DIFFERENTLY from a Stipend, which is used for Special Payroll, even though the terminology is often used when referring to either. Students receiving Lump Sums require entry/approval by the student supervisor in Core-CT.
• For all Special Payroll Stipends, these stipends are preset to automatically pay out bi-weekly over the course of their contract term and do not require further approval from the supervisor.

Student Labor/Work Study
Detailed Information about the University's Student Labor & Work Study programs can be found here

• Complete the ISS Student Labor/Work Study Hiring Form
  • Note: Darren manages all hiring information in Core-CT,  and Sarah will reach out directly to the new hire to complete onboarding paperwork including the I9 form for Storrs campus hires only. You will receive notification as soon as the student has completed the necessary onboarding forms and can begin working. 
  • REGIONAL CAMPUS CHANGE: There is a change for the I9 process for regional campus hires. The regional campuses will now be processing their own I9 forms, with assistance from the ISS Business Office Staff if needed. For now, please complete the hiring forms as you have been. Sarah will verify whether the new hire/s need to file an I9 form and will let the hiring manager know.
    • Employees must complete Section 1 no later than their hire date.
    • Departments have up to 3 business days after the hire date to complete Section 2.
    • Please visit Payroll's I9 Center for more information about this process: Payroll I9 Center
    • Documents can be uploaded to Payroll via the following link: Payroll Forms Upload Center
  • For reference: Student Labor - Work Study Pay Scale
    • Payroll and Work Study Dates FY24

Special Payroll

• Complete ISS PageUp Special Payroll Hiring Form
  
  • • Note: Darren manages all hiring information in Core-CT, Sarah will reach out directly to the new hire to complete onboarding paperwork including the I9 form for Storrs campus hires only. You will receive notification as soon as the new hire has completed the necessary onboarding forms and can begin working. The Special Payroll Manual can be found at Special Payroll Manual - Titles and Definitions
  • Provide prospective employee with appropriate PageUp link found at: PageUp Special Payroll Hiring Procedures 
  •  Background Check information. The UConn Human Resources Background Check Team has requested additional information about the job duties for special payroll appointments in order to determine when a background check is needed.  In an effort to streamline the Special Payroll background check review process, job duty questions have been added directly to the PageUp hire request. If you have questions, please contact the Background Check Team at hr-cbc@uconn.edu
    • Questions are as follows:
      • Will this hire be required, as an essential function of their job, to drive a University vehicle and/or drive others in the University community? 
      • Will this hire be teaching, advising, or supervising UConn students (undergraduate and/or graduate or non-credit students) in any capacity for the duration of this appointment? 
      • Will this hire be working with, teaching, advising, or supervising minors in any capacity for the duration of this appointment? 
      • Will this hire have access to confidential and/or security sensitive information (confidential financial records, confidential employee or student records, confidential personal identifiable information, cash)?
      • Will this hire have security sensitive building, lab, dorm/apartment access, beyond access to their personal assigned space, that is otherwise not accessible to the general public?

UCPEA Position

• All UCPEA position searches must be approved prior to posting to PageUp.
• Please complete the Vacant Position Request Form and UCPEA Job Posting Template and send directly to TStarke@UConn.edu for official approval.
• Once approved, please contact Sarah.Farrell@UConn.edu to begin the posting process in the PageUp system.
  • For more information about the search process, please view UCPEA Search Timeline.

Data Changes

• For active Student Labor or Work Study positions in need of a change in end date, funding change, job code, pay rate, or any combination, please submit an ISS Smart HR Data Change Form
• For all data changes involving a Special Payroll position, please submit a new ISS PageUp Special Payroll Hiring Form.

Please note, all University telecommuting and flexible work schedule policies are subject to change and directly dependent on departmental/program needs.

Employees should discuss any changes to work schedule with their direct supervisor.

Please complete the Telecommuting and Flexible Work Schedule form available on the Human Resources website.

Big Y

• To request a Big Y card, please contact Sarah.Farrell@UConn.edu. Include full name, Department, Department address, and KFS account to be charged. 
  • Please CC immediate supervisor to indicate approval. 
• Use the Big Y card like a credit card. You are responsible for indicating the University’s tax-exempt status at the time of purchase. 
• After purchase, draft a signed memo including date of purchase, exact amount spent, and brief explanation of the purpose of the purchase. 
  • Send directly to Sarah Farrell via campus mail (U-4170) and include original receipt. Physical, original receipts are required to keep on file for audit purposes.

BJ’s and Target- NEW!
Note: Because these purchases will use a P-card to complete, Business Office staff must submit for approval with University Purchasing prior to placing the order. Please allow for up to two weeks of processing time. 

• Using the BJ's website or the Target website ,  select the store for your order, put together your complete order in a shopping cart, including quantities you want for each item. Once you cart is complete, save screenshots of your cart into one document and upload the cart into the ISS Expense/Purchase Request Form.

Business (staff and/or student labor) meeting on or off campus:

If using local vendors such as Gansett Wraps
Payment: ONLY a travel card must be used. More information about travel cards can be found at: https://travel.uconn.edu/ 

• Procedure: 

1. 1. Discuss meal plans and attain approval from your program supervisor.
   2. Obtain a quote from the vendor of choice.
      1. The quote should show an itemized list of everything to be ordered/provided including delivery costs or plates/napkins, the date of the event, and should also reflect our tax-exempt status.
         1. Note: ISS Business Office can provide the tax-exempt form to you or send it directly to the vendor..
   3. Complete the ISS Business Meal Form and obtain proper authorization
      1. Note: this will be submitted when you reconcile the expense in Concur.
   4. Complete the ISS External Catering Request Form and include your Business Meal Form as an attachment.
   5. Keep a copy of the itemized receipt to be included with the expense report, along with your meeting agenda, list of attendees and original quote. These documents are required to be uploaded when submitting an expense report for your travel card in Concur.  
   6. Once the charges have posted in Concur, you will need to submit the expense report for your travel card.

If using University Catering

1. 1. Review menus and policies at https://dining.uconn.edu/university-catering/ 
   2. Get permission from your Department Head to incur expense and identify which KFS to use
   3. Complete Dining Services'  Catering Request Form including KFS account
   4. Catering will be in touch to finalize details and will send a final agreement
   5. This agreement must be signed by a Department Head and returned to catering

Event for students (not staff or student employees):

If using local vendors such as Gansett Wraps, Moe's, Pizza Mike's, etc.:

Payment: Purchase Order via HuskyBuy for approved vendors appearing in HuskyBuy, ProCard for non-approved vendors OR if there is not enough time to generate a PO via HuskyBuy.

1. 1. Obtain a quote from the vendor of choice. 
      • The quote should show an itemized list of everything to be ordered/provided including delivery costs or plates/napkins, the date of the event, and should also reflect our tax-exempt status.
        1. Note: ISS Business Office can provide the tax-exempt form to you or send it directly to the vendor.
   2. For all external catering/food requests, please complete the ISS External Catering Request Form.
      • Note: If you are unsure if an approved University vendor or accepts Purchase Orders, you can check on HuskyBuy by selecting the "External Catering" link and searching under "Suppliers".
      • If choosing a vendor that is not an approved University vendor, a ProCard may be used for this purchase AFTER receiving permission from the purchasing department.
      • This is required before ISS Business Office staff can obtain permission from purchasing to utilize the ProCard, which can take several days. It is recommended to get your request in as far in advance as possible.

                 5. Documentation required after the event:

• • • For Purchase Order purchases, an invoice from the vendor is required and can be sent via email. If the vendor chooses to send this directly to Accounts Payable, they can do so by emailing APInvoices@uconn.edu and will need to reference the original Purchase Order number. If the vendor sends an invoice to you directly, please forward that invoice to darren.thorne@uconn.edu or kayla.walsh@uconn.edu and they will get that over to AP.
    • For ProCard purchases, itemized receipt and list of attendees should be given to Darren Thorne (ACES/CAPS/LSAMP/McNair) or Kayla Walsh (AAC/FYE/FYP/IZone/LCs) within 24 hours of the event, or the next business day if the event is over a weekend.

If using University Catering: 

1. Review menu’s and policies at https://dining.uconn.edu/university-catering/ 
2. Complete Catering Request Form including KFS account
3. Someone will be in touch to finalize details and a supervisor signature will be required on a form provided by catering. 

General Office Supplies

• Please search the appropriate storefront in HuskyBuy to find specific items you wish to request.
  • WB Mason is the most commonly used storefront for general office supplies.
  • Note: If you cannot find your needed items in HuskyBuy, please search on Amazon.com or Walmart.com and include specific information on the Expense Request Form.
• Complete the ISS Expense/Purchase Request Form listing specific items that you wish to purchase.
  • Please ensure that any purchase request has been approved by the supervisor/department head as needed and that the purchase falls within your budget.
• Please allow at least two weeks to process any purchase request.

Computer Equipment

• Several times each year the University participates in a “PC Refresh Program” offering computers and accessories at a discounted rate. Price lists during the Refresh period are provided by ITS. 
  • Note: Computer and accessory purchases are not limited to these periods of time, but it is highly recommended as discounts can be significant.
• Sarah Farrell can assist in putting together quotes for new computer equipment. Please email sarah.farrell@uconn.edu describing specific needs. Once the quote is approved by the direct supervisor and Dr. Starke, Sarah can help place the order.
  

Please complete the ISS Gift Card Request Form

Upon receiving the gift cards, students should sign the ISS Gift Card Acknowledgment Form. When this form is complete, please return to Darren.Thorne@UConn.edu.

Work Order

• Please send description of the request with as much detail as possible to Sarah.Farrell@UConn.edu.
• Include KFS for any charges incurred.

Surplus pick-up

• Please send request to either Darren.Thorne@UConn.edu or Sarah.Farrell@UConn.edu
  • Note: If you are getting rid of a computer, it must first be wiped of data. Please arrange to get the computer to Sarah Farrell to take care of that process for you.

Shred pick-up

• Before shredding, please make sure documents are allowed to be destroyed.  Review Retention Schedule here: https://rim.uconn.edu/record-retention-schedules/ and complete RC108 if necessary.  
  • For questions, contact berkeley.nowosad@uconn.edu
• Submit shred request at: https://warehouse.uconn.edu/shredding-service-form/ 
  • Note: Be sure to include acceptable pick-up times. Shredding services cannot access offices when they are not staffed.

This Special Funding Request is designed to provide funding to support an initiative, program, project, or resource to promote student access, transition, and/or postsecondary success. Any staff member within ISS may request funding that can serve one of these purposes. Funding is designed to support only those projects or resources that would not normally be affordable under your department’s regular budget or does not currently exist as a planned expense. Money could be spent on an individual program or event for students or staff,  facilities improvements or equipment, student or staff professional development, or other item/resource that can demonstrate an impact in supporting our students as they reach towards their success.

This process is meant to provide you with the latitude to be creative and innovative. Also, requests that demonstrate a collaboration between you/your office and another unit within ISS or another University partner are encouraged and will receive prioritization in funding considerations.

The Process

• Requests should be submitted using the ISS Special Funding Request Form.
• Please include a strong rationale for all requests demonstrating how they will further the mission of ISS. Our updated mission, vision, and values statements can be found here.
• Requests are designed to supplement not supplant existing funding. So, requests should be reviewed with your supervisor and/or department head prior to submission.
• A budget narrative will be required that outlines how funds will be spent.
• All requests will be reviewed in the ISS Administrative Offices and decisions will be provided on a rolling basis until funds are exhausted.

Although there is no limit in the amount you can request, the Special Funding Requests are designed as micro-grants, so be mindful as you are planning your requests.

We look forward to the ideas that you want to move forward to promote the mission of ISS and our students’ success at UConn.

Money will be distributed on a first come first serve basis so please complete your requests as soon as possible.

For support with the large department printer/copiers: please contact Sarah.Farrell@UConn.edu

For issues with laptops, desktops, or personal printers please contact UConn IT Support. Their contact information is below:

• Web chat: https://techsupport.uconn.edu/
• Email: techsupport@uconn.edu
• Call: 860-486-4357

CAPS Workspace

• Please complete this form: https://forms.office.com/r/bLqLa6Bqgm with the employee's weekly schedule

Rowe Building

• Conference rooms 230, 331E, 420.  Sarah.Farrell@uconn.edu  to check availability and make the reservation.   Please include requested location, date/time, anticipated number of guests, event name and/or a brief description, and any special accommodations including technical needs or if food is being served.
• Conference room 234. Please contact Polina.Boily@UConn.edu to check availability and make the reservation. Please include date/time, anticipated number of guests, event name and/or a brief description, and any special accommodations including technical needs or if food is being served.
• Classrooms in the ROWE building including 131, 132, 122, 213, 318, and 320 as well as classrooms in other buildings, contact registrarscheduling@uconn.edu.  A complete listing of classroom spaces is available online here: https://classrooms.uconn.edu/classroom

Werth Tower

• Werth Tower, contact: Sara.Dahlen@UConn.edu.  Include the requested room, date/time, number of guests, event name and/or brief description, and KFS.

Other Spaces at Storrs Campus

• https://studentunion.uconn.edu/reservation-forms/ 

Please provide information approximately one week in advance of the date parking is needed.

Contact sarah.farrell@uconn.edu (AAC/ACES/CAP/LSAMP) or  Sara.dahlen@uconn.edu (FYP/LC) and provide the following information:

• Vehicle State:
• Vehicle Plate #:
• Guest name (optional)
• Date parking required:
• Start Time for parking:
• End Time for parking:
• Garage: North or South
• KFS to be charged: