UNIVERSITY OF CONNECTICUT PAYROLL DEPARTMENT

STATUS:   IMPORTANT UPDATE

SUBJECT:   UPCOMING SPECIAL PAYROLL DEADLINES & PROCESSING INFORMATION FOR SUMMER AND FALL 2018

DATE: April 23, 2018

End of Spring Semester Reminders

The final check for Adjuncts with an appointment end date of 5/8/18 will be dated 5/25/18 and cover 8 days of pay (4/27/18-5/8/18) or eight-tenths of the calculated bi-weekly rate.  SmartHR separation transactions are not required for Adjuncts unless they are being separated prior to the appointment end date.  Payroll will handle the separation of Adjuncts in Core-CT based on their appointment end dates.

Upcoming Special Payroll Dates and Deadlines

 

Semester Start Date End Date Due in SPAR
With UH/VP
Approval
To Receive SPAR Approval By Due in SmartHR First Check Last Check
Summer 5/23/2018 8/22/2018 3/5/2018 4/6/2018 4/30/2018 6/8/2018
(2 days)
9/14/2018
(4 days)
Fall 8/27/2018 12/19/2018 5/25/2018 7/6/2018 8/3/2018 9/14/2018
(4 days)
1/4/2019
(9 days)
SUMMER SESSION 2018 DATES AND DEADLINES
Session Session Dates Due in SPAR
With UH/VP
Approval
To Receive SPAR Approval By Faculty Due in SmartHR Non-Faculty Due in SmartHR First Check Last Check
May Term 5/7/18-5/28/18 3/2/2018 3/30/2018 5/11/2018 4/27/2018 5/25/2018
(4 days)
6/22/2018
(2 days)
Summer Session 1 5/29/18-7/2/18 3/16/2018 4/26/2018 6/6/2018 5/25/2018 6/22/2018
(8 days)
7/20/2018
(7 days)
Alt Session 1 5/29/18-7/9/18 3/16/2018 4/26/2018 6/6/2018 5/25/2018 6/22/2018
(8 days)
8/3/2018
(2 days)
Summer Session 2 7/9/18-8/13/18 4/23/2018 5/30/2018 7/18/2018 7/6/2018 8/3/2018
(9 days)
8/31/2018
(7 days)
Alt Session 2 7/9/18-8/20/18 4/23/2018 5/30/2018 7/18/2018 7/6/2018 8/3/2018
(9 days)
9/14/2018
(2 days)
Summer Session 3 5/7/18-8/27/18 3/2/2018 3/30/2018 5/11/2018
(variable)
5/11/2018
(variable)
5/25/2018
(variable)
9/14/2018
(variable)

 

In order to guarantee an on-time payment, all required documentation must be received by the Payroll Department by the posted deadline.  This includes the approved SmartHR transaction, the signed (and uploaded) offer letter, and Form I-9 (sent to Payroll).

All Special Payroll 2018 dates and deadlines for high volume processing periods, as well as standard bi-weekly deadlines, can be found at http://www.payroll.uconn.edu/PY/for_departments/special_dates2018.pdf.

Important Processing Information

  • Please remind Graduate Students working on Special Payroll during the summer that there will be a two week interval between the date of the check and the period for which they are paid.  This pay schedule is different from the Graduate Payroll during the academic year where students are paid to date.  Please advise your Graduate Students of this variation in pay schedules to help them plan accordingly.
  • Please make sure you are using the correct template in SmartHR for processing stipend paid appointments versus hourly appointments.  Transactions submitted on an incorrect template will need to be cancelled and resubmitted on the correct template.
    • Teaching type templates (e.g. UC_TBH_SPT & UC_TBH_DC_SPT_PAY)
      • Job Code associated with the title in SPAR generally ends in UP (e.g. Public Service Specialist, 6005UP)
      • Offer letter indicates the employee will be paid a flat stipend
      • Teaching template should be used even if the job is not a teaching title
      • Graduate Student Technicians (7013UP) and Faculty Summer Research (8005UP) should be submitted on the teaching templates
    • Non-Teaching type templates (e.g. UC_TBH_SPNT & UC_TBH_DC_SPNT_PAY)
      • Job Code associated with the title in SPAR generally ends in UH (e.g. Public Service Technician, 6005UH)
      • Offer letter indicates employee will be paid a rate (e.g. hourly rate) or pay is variable (e.g. $200 per evaluation)
      • Requires data entry on a timesheet in Core-CT in order for payment to be distributed.
    • Course information must be included on the SmartHR transaction for all teaching titles (e.g. Adjunct Faculty, Special Payroll Lecturer, Graduate Special Payroll Lecturer).
    • Please remember to include the SPAR number in the Comments section of the SmartHR transaction.  Omission of this number can delay processing of the SmartHR transaction.  The SPAR record must also be finalized by the department prior to submitting the SmartHR transaction.
    • Valid Social Security Numbers must be used on the SmartHR transaction.  For those departments hiring international employees who may not have a valid Social Security Number, please check to see if a temporary Social Security Number has already been issued (e.g. J-1 Scholars sponsored by UConn are issued temporary numbers by ISSS).  If a temporary number has not been issued for an international employee, please contact the Special Payroll Manager for assistance.

Any questions concerning Special Payroll may be directed to Jessica Lowrey-Manning at Jessica.Lowrey-Manning@uconn.edu.