Business Operations and Logistics

Financial Processes

Office of Budget and Planning

The Office of Budget and Planning plans and manages the financial resources available to the University.

Among its many responsibilities are developing the annual operating and capital budgets; maintaining long-range financial planning models; developing budget forecasts, revisions, reports, and analyses to support University-wide resource allocation and decision-making; and providing financial management and budget training to employees.

Office of the Associate Vice President of Financial Operations and Controller Controller

Accounting Office

The Accounting Office includes accounting and financial reporting, project accounting, inventory control and capitalization, and the Office of Cost Analysis for non-student transactions.

Accounts Receivable

Accounts Receivable is responsible for a number of processes, including the processing of service transfer invoices through the Core-CT billing system for other State of Connecticut agencies; forwarding quarterly customer statements; sending past due accounts to collection; and assisting KFS end-users with the Accounts Receivable module, including creating new customers and posting customer invoices and credit memos.

Accounts Payable

Accounts Payable is responsible for reviewing, auditing, and processing vendor payments and employee reimbursements to produce compliant, timely, and accurate payments. The department ensures all payments comply with University policy as well as Federal and State regulations. Types of payments include services and goods such as speaker fees/honoraria, computer software, equipment, travel, business meals, etc.

Office of the Bursar

The Office of the Bursar’s core function is to produce accurate electronic billing statements and collect student obligations on behalf of the University. The Office of the Bursar includes University Billing, Student Accounts Receivable Collections, Student Disbursements, Non-Student Accounts Receivable, Cash Operations, Federal Perkins Loan management, and Treasury Services.

Cash Operations

Cash Operations serves as the official central depository for collecting, receipting, and processing funds from student tuition and fees, as well as funds collected by departments within the campus community.

Internal control over cash receipts should be established by each office to minimize the risk of loss. The procedures will vary according to the size of the office, the number of persons employed, and the problems specific to the office regarding the source and type of receipts. Departments desiring assistance in revising or improving their procedures should contact the Cash Operations office.

Best practices for handling cash include separation of duties, frequent cash counts, cash reconciliations, and the storage of cash in a secure location.

Kuali Financial System (KFS)

The Kuali Financial System (KFS) is used by the University to process accounting transactions, manage budgets and balances, conduct purchases, payments and reimbursements, and monitor cash and receivables, as well as other financial functions. The data from KFS is exported to the Kuali Financial Data Mart (KFDM), creating reports including: Account Balances, Account Transactions, Payroll Transactions, and the University’s Financial Statements. Reports used in reconciling and monitoring balances and transactions can be produced from the KDFM using the WebFOCUS reporting tool. New users can request access via the ITS Enterprise Financials Access Request form.

Tax & Compliance Office

The Tax & Compliance Office implements compliance with federal, state, and local tax laws across all aspects of University operation. The office has responsibility in areas including but not limited to: international tax withholding; sales and use tax; admissions tax; unrelated business income tax; compensation matters including fringe benefits; and matters pertaining to gifts from individuals or estates. The office is also directly responsible for processing tax payments and preparing the University's forms and tax returns.

Treasury Services

Treasury Services manages the bond issuance process, the investment and disposition of bond funds, and other financial resources of the University.

Treasury Services coordinates the University’s debt management responsibilities, cash management, and indenture and regulatory compliance and coordinates with other University departments to maintain compliance with state statutes.

Record Retention and Data Security

Records Management

The University of Connecticut is a state-supported institution. As an agency of the State of Connecticut, documents (in all formats) received, created, or distributed by University employees, acting in their roles as University employees, are considered state records.

State records may only be disposed of after specific retention periods have been met and permission has been received from the Connecticut State Library.

The University Archivist who also serves as the University’s Records Management Liaison Officer (RMLO) to the Connecticut State Library Public Records program coordinates records and information management at the University of Connecticut.

Official Personnel Records

Official personnel records for all Classified Employees are stored and maintained in Human Resources. Official personnel records for Unclassified Employees are stored and maintained in the employing department.

Requests for copies of files stored in Human Resources and other information regarding those files can be found on the Human Resources website.

Information Technology

Office of the Vice President and Chief Information Officer

The Office of the Vice President and Chief Information Officer oversees the operation of UConn’s Information Technology Services. As the provider of central technology and computing services, ITS is responsible for deploying, managing, and maintaining IT systems, services, and capabilities in support of research, teaching, learning, and outreach.

Information Technology Services

UConn’s Information Technology Services (ITS) is composed of teams that focus on enterprise applications and systems, campus technologies, telecommunications, and security. View the IT Service Catalog for a full listing of services offered to our community.

Technicians in the ITS Technology Support Center are available to provide all faculty, staff, and students with assistance. They can be reached through multiple channels — chat, email, phone, and in-person — during business hours. For help at any time, the UConn community can search the IT Knowledge Base, a collection of how-to and troubleshooting articles.

Some schools and institutional units, such as the colleges of Liberal Arts and Sciences, Engineering, and Business, as well as Student Affairs, have local IT staff that provide frontline support.

IT Resources

Below is a list of essential IT resources ITS provides to our UConn community. These are the systems and services faculty and staff will use daily. For more information, you can also view the following guides:

NetID

All faculty, staff, students, and affiliates are assigned a unique network identifier (NetID), and this is the foundation for your digital identity at the University. NetIDs and the associated passwords enable you to log on to most online systems at the University, including HuskyCT, the Student Administration System, email, and web accounts. You can manage your NetID password and other components of your digital identity, such as preferred name, email aliases, and two-factor authentication, at netid.uconn.edu.

Email and Calendar

University email accounts and calendars for faculty and staff are hosted on Microsoft Office 365. Outlook, the mail app, is included in the Office 365 suite of collaboration and productivity tools and can be accessed via a browser, desktop client, and mobile device. Students accounts are hosted on G Suite (formerly Google Apps for Education).

Listserv

UConn uses a Listserv server for opt-in email lists for newsletters, announcements, discussion groups, and email communities. With this service, you can send a message to a list address, and it is delivered to anyone who subscribes to that particular list. A list of pre-configured listservs is maintained by ITS.

Daily Digest

With the UConn Daily Digest, faculty, staff, and students can submit announcements and receive a digest-style message with official University announcements. The procedures on the Use of Official Email Lists ensure that the official email lists are used in a manner consistent with the Electronic Communication policy. There are targeted Daily Digest emails for undergraduate students; faculty, staff, and graduate students; and UConn Health employees.

File Storage

UConn offers solutions for safe, secure file storage that are backed up to prevent data loss and facilitate file sharing. Faculty, staff, and students have cloud-hosted storage through OneDrive and SharePoint on their Office 365 account. Through Enterprise File Services, you also have personal directory (P: drive) to store University files that are intended from individual use and may be granted access to a departmental shared directory (Q: drive).

Software

ITS manages licensing and handles distribution of University-licensed software. It is available at software.uconn.edu for download. Faculty, staff, and students can also access software online through UConn AnyWare, a virtual desktop service.

Enterprise Applications

Student Administration

The PeopleSoft Student Administration System (Student Admin) holds key student data and supports the business processes of academic advisement, admissions, student financials, financial aid, registration, and student records. A main feature of the system is the online registration tool, which enables students and their advisors to plan and enroll in classes.

Kuali Financial Systems

Kuali Financial Systems (KFS) is a comprehensive suite of financial software built on an open source platform for higher education. The fully integrated functional components of the KFS suite include: Chart of Accounts (COA), General Ledger (GL) and Financial Processing (FP), Purchasing and Accounts Payable (PURAP)/SciQuest, Labor Ledger (LL) and Effort Certification (EC), Accounts Receivable (AR), Capital Asset Management (CAM), Contracts and Grants (CG)

CoreCT HR and Payroll System

ITS provides support for the CoreCT system, the State’s human resources and payroll system. It interfaces with the Student Administration System, Kuali Financial System, and several other systems at the University. Faculty and staff access CoreCT’s Time Reporting & Approval, Smart HR, Updates to Personal Information and Online W-4, CT-W4, Direct Deposit through the employee self-service portal.

Enterprise Document/Content Management

ITS offers a secure, searchable electronic content repository via IBM’s Enterprise Content Management (ECM) system. Currently, UConn provides a FileNet document/content repository along with the DataCap scanning/capture front-end. For each customer, ITS builds a customized solution to meet their needs while providing cost savings, improved efficiency, and recovery of office space via this paperless environment.

Data Management and Reporting

ITS offers, as a service, centralized databases that are secure, stable, and professionally managed. We develop and support datamarts, such as the Student Administration Datamart (SADM), the Kuali Financial Datamart (KFDM), and other administrative systems data marts. We also administer and support reporting systems and offer reporting and analytics support services using the WebFOCUS reporting tool.

Teaching, Learning, and Research

Academic IT Tools

ITS maintains and evolves technologies that support teaching, learning, and research at the University. We often work in partnership with other institutional units. For an extensive list of tools available to instructors and researchers, visit the Academic IT website.

HuskyCT

HuskyCT is the University’s learning management system and is hosted on Blackboard Learn. On the HuskyCT site for a course, faculty can post class material (e.g., lecture notes, assignments, and grades) and deliver messages, and students can contribute to online discussions or submit their work to instructors. The videoconferencing solution, Collaborate, is integrated with HuskyCT. Instructors can request a HuskyCT site for a course through the Student Administration system. The Center for Excellence in Teaching and Learning (CETL) provides training on how to incorporate this system effectively into pedagogical practices.

Classroom Technology

All generally scheduled classrooms are equipped with standard classroom technology that is maintained and refreshed by ITS. These classrooms are controlled by a touch panel on the teaching station, which gives the instructor full control over all audiovisual features in the classroom.

Classroom Directory

The Office of the Registrar maintains a directory of all UConn Storrs classrooms at classrooms.uconn.edu. The searchable directory includes 360-degree views of every classroom on campus and information on capacity, recording, and video conferencing capabilities.

Conferencing Solutions

ITS provides conferencing services that enable remote teaching, learning, and meeting.

Telecommunications and Data Networking

Faculty and Staff Telephone Services
ITS provides and supports voice communication services at all University campuses, the School of Law, and most University Affiliate locations. Services include dial tone, incoming and outgoing calls, voicemail, automatic call distribution, installation and repair of ITS-provided telephone equipment (analog & digital), emergency telephones, specialized circuits for alarms and elevators, and inbound toll-free service. ITS also supports cellular services for UConn faculty and staff.

Wireless Network
ITS is responsible for deploying and maintaining the wireless networks. Anyone with a NetID should connect to the network via UConn-Secure. Visitors to UConn who do not have a NetID can use the UConn-Guest network. UConn participates in Eduroam, a secure access service for a consortium of academic institutions, and visitors from other universities can connect to our network with their credentials for their institution.

Data Networking
ITS owns and maintains the University’s telecommunications cabling infrastructure and performs all installations for new construction, renovations, or any type of request for telephone, cable TV, network cabling, and jacks. As the owners of the telecommunications infrastructure, ITS responds to Call Before You Dig requests and complies with codes and policies as directed by the University’s Office of Fire Marshal and Building Inspector and Environmental Health and Safety Office.

Television
ITS provides and supports the University’s digital cable television service, known as HuskyVision, to on-campus housing facilities and requesting departments. The basic channel line-up offers over 90 channels of academic, educational, and entertainment programming.

Information Security Office

The Information Security Office is responsible for developing UConn’s overall strategy for information security and enabling the University community to operate in a secure manner. The members of the Information Security Office provide a number of services to the University community, including security operations monitoring; new software security and risk reviews; security training; and consulting/advising for faculty, staff, and students. More information about the Information Security Office and recent alerts and information about information security can be found at security.uconn.edu.

Enterprise Applications

Student Administration

The PeopleSoft Student Administration System (Student Admin) holds key student data and supports the business processes of academic advisement, admissions, student financials, financial aid, registration, and student records. A main feature of the system is the online registration tool, which enables students and their advisors to plan and enroll in classes.

Kuali Financial Systems

KFS is a comprehensive suite of financial software built on an open source platform for higher education. The fully integrated functional components of the KFS suite include: Chart of Accounts (COA), General Ledger (GL) and Financial Processing (FP), Purchasing and Accounts Payable (PURAP)/SciQuest, Labor Ledger (LL) and Effort Certification (EC), Accounts Receivable (AR), Capital Asset Management (CAM), Contracts and Grants (CG)

CoreCT HR and Payroll System

ITS provides support for the CoreCT system, the State’s human resources and payroll system. It interfaces with the Student Administration System, Kuali Financial System, and several other systems at the University. Faculty and staff access CoreCT’s Time Reporting & Approval, Smart HR, Updates to Personal Information and Online W-4, CT-W4, Direct Deposit through the employee self-service portal.

Enterprise Document/Content Management

ITS offers a secure, searchable electronic content repository via IBM’s Enterprise Content Management (ECM) system. Currently, UConn provides a FileNet document/content repository along with the DataCap scanning/capture front-end. For each customer, ITS builds a customized solution to meet their needs while providing cost savings, improved efficiency, and recovery of office space via this paperless environment.

Data Management and Reporting

ITS offers, as a service, centralized databases that are secure, stable, and professionally managed. We develop and support datamarts, such as the Student Administration Datamart (SADM), the Kuali Financial Datamart (KFDM), and other administrative systems data marts. We also administer and support reporting systems and offer reporting and analytics support services using the WebFOCUS reporting tool.

Teaching, Learning, and Research

Academic IT Tools

ITS maintains and evolves technologies that support teaching, learning, and research at the University. We often work in partnership with other institutional units. For an extensive list of tools available to instructors and researchers, visit the Academic IT website.

HuskyCT

HuskyCT is the University’s learning management system and is hosted on Blackboard Learn. On the HuskyCT site for a course, faculty can post class material (e.g., lecture notes, assignments, and grades) and deliver messages, and students can contribute to online discussions or submit their work to instructors. The videoconferencing solution, Collaborate, is integrated with HuskyCT. Instructors can request a HuskyCT site for a course through the Student Administration system. The Center for Excellence in Teaching and Learning (CETL) provides training on how to incorporate this system effectively into pedagogical practices.

Classroom Technology

All generally scheduled classrooms are equipped with standard classroom technology that is maintained and refreshed by ITS. These classrooms are controlled by a touch panel on the teaching station, which gives the instructor full control over all audiovisual features in the classroom.

Conferencing Solutions

ITS provides conferencing services that enable remote teaching, learning, and meeting.

Telecommunications and Data Networking

Faculty and Staff Telephone Services
ITS provides and supports voice communication services at all University campuses, the School of Law, and most University Affiliate locations. Services include dial tone, incoming and outgoing calls, voicemail, automatic call distribution, installation and repair of ITS-provided telephone equipment (analog & digital), emergency telephones, specialized circuits for alarms and elevators, and inbound toll-free service. ITS also supports cellular services for UConn faculty and staff.

Wireless Network
ITS is responsible for deploying and maintaining the wireless networks. Anyone with a NetID should connect to the network via UConn-Secure. Visitors to UConn who do not have a NetID can use the UConn-Guest network. UConn participates in Eduroam, a secure access service for a consortium of academic institutions, and visitors from other universities can connect to our network with their credentials for their institution.

Data Networking
ITS owns and maintains the University’s telecommunications cabling infrastructure and performs all installations for new construction, renovations, or any type of request for telephone, cable TV, network cabling, and jacks. As the owners of the telecommunications infrastructure, ITS responds to Call Before You Dig requests and complies with codes and policies as directed by the University’s Office of Fire Marshal and Building Inspector and Environmental Health and Safety Office.

Television
ITS provides and supports the University’s digital cable television service, known as HuskyVision, to on-campus housing facilities and requesting departments. The basic channel line-up offers over 90 channels of academic, educational, and entertainment programming.

Information Security Office

The Information Security Office is responsible for developing UConn’s overall strategy for information security and enabling the university community to operate in a secure manner. The members of the Information Security Office provide a number of services to the university community, including security operations monitoring, new software security and risk reviews, security training, and consulting/advising for faculty, staff, and students. More information about the Information Security Office and recent alerts and information about information security can be found at security.uconn.edu.

Travel Services

Travel Arrangements and Reimbursements

All travel arrangements and reimbursements are made through Travel Services. The University Travel and Entertainment Policies and Procedures provide guidance to ensure employees and students are compliant. The University has several preferred booking agencies – Key Travel for travel booking and Enterprise and National for vehicle rental. All travel pre-approvals, receipt submission, and reimbursement requests are coordinated through the Concur system, a travel and expense management system.

Faculty Travel Funding

AAUP Professional Development Funds and OVPR Faculty Travel Funds are available as part of the contract agreement with the American Association of University Professors (AAUP) to support travel to domestic or international professional societies directly associated with a faculty member’s research. Guidelines are available on the OVPR website.

International Travel Health Insurance

International Travel Health Insurance coverage is available for UConn faculty, staff, administrators, and graduate students who travel abroad on official University business. Completion of the pre-trip Travel WebForm (TWF) is required for travel abroad in order for International Health Insurance to be issued.

Space and Facilities

University Planning, Design, and Construction

University Planning, Design, and Construction provide architectural and engineering services and are responsible for the planning and implementation of new construction projects on the University’s campuses.

Through the program initially known as UConn 2000 and expanded through 21st Century UConn legislation, the University is renewing, rebuilding, and enhancing its campuses through a $2.3 billion, 20-year state investment in the University’s infrastructure. The program is also enhancing our academic and research activities on all campuses, including UConn Health in Farmington. Progress reports issued to the Connecticut legislature are available on the University website. UPDC utilize an online form for community members to make requests for renovation or construction projects.

University Business Services

Procurement

Procurement comprises Purchasing, Contracting & Compliance, Capital Projects & Facilities Procurement, and the University Supplier Diversity Program.

Purchasing

The Purchasing Department is a service unit established to support the educational and research missions of the University. It is staffed by procurement professionals who have the requisite knowledge, skills, and training to assist University personnel in the purchase of required goods and services. This expertise ensures that procurement decisions will be made in the best interest of the University and in compliance with Connecticut state statutes and University policies.

Contracting and Compliance

Contracting & Compliance renders the vendor relationships, business terms, and project vision developed by the University community into contracts that ensure those relationships, terms, and vision withstand the tests of time and chance while reflecting the values and priorities of the University and the State of Connecticut.

Capital Projects and Facilities Procurement

Capital Projects & Facilities Procurement (CPFP) is committed to providing proactive, professionally managed leadership to prequalify, procure, and contract with construction service professionals by providing appropriate solutions and acquisition strategies that support the mission of the University of Connecticut and embrace our partnership within the community.

Supplier Diversity Program

University Supplier Diversity Program (USDP) strives to expand enrollment and participation of small/minority businesses on University contracts, by facilitating the opportunity for said businesses to provide valuable, quality, timely goods and services, while building mutually beneficial, respectful, lasting business relationships with the University community.

User’s Manual

The University Purchasing Department maintains user manuals and reference materials for all of the Procurement policies and procedures, Procurement cards, Travel cards, Uniform Guidance, job aids for HuskyBuy, as well as guides for vendors.

HuskyBuy

The University utilizes HuskyBuy for procurement and payment of all goods and services. This eProcurement tool provides users with a seamless end-to-end experience from procurement to payment through a single environment in HuskyBuy [hosted by Jaggaer]. The system provides a mechanism for easy ordering of both catalog and non-catalog items, as well as for the payment of all goods and services. The system has exciting capabilities including improved access via mobile device, which increase ordering efficiency, standardize approval workflows, provide more accurate spend data, and allow greater visibility into order status and payment.

ProCard

The Purchasing Card, also known as ProCard, is a credit card that is used by departments as an alternative to the existing University procurement processes. It provides an extremely efficient and effective method of purchasing and paying for goods and services with a value less than $4,999.00.

Travel Card

The University’s Travel Card program assists faculty and staff traveling on behalf of the University by providing a method to pay University travel-related expenses. The Travel Card also accommodates a faster, more streamlined expense reporting process in the Concur travel and expense system. Guidance on best practices that help to ensure compliance with University policies, as well as federal and state laws when using an issued Travel Card can be found on the Travel Services website.

Contracts with Vendors

The University has contracts with vendors for many goods and services. Purchasing maintains a listing of all contracts and provides contact information to reach the appropriate purchasing agent in the department.

Purchasing Agents for Commodities

Purchasing agents in the department are each assigned to handle certain commodities, which vary from athletic uniforms to window treatments, travel services, consulting services, professional services, and appliances to trash recycling, to name a few.

Surplus Operations

Surplus Management administers the University Surplus Program. Per Public Act 91-256, the University of Connecticut has the authority to dispose of surplus: unused and/or unserviceable equipment and supplies. Proper disposal of University property is required pursuant to Section 4a-77a of the General Statutes. Surplus Management determines if items sent to surplus will be reused or recycled to the University. Visit UConn Policies & Procedures for more information.

Document Production Center

The Document Production Center provides expertise in producing University printed communications. Services offered by the Document Production Center include expedited printing, copying, binding, and mail preparation services.

UPrint Program

UPrint, the University’s Managed Print Services (MPS) Program, managed by the Document Production Center, is a service provided to the University of Connecticut through an external provider who analyzes document output devices (such as copiers, printers, and fax machines) with the goal of reducing the total cost of ownership, improving efficiency and productivity, and furthering the University’s sustainability initiatives.

Strategic Partnerships and Business Development

The University’s Office of Strategic Partnerships and Business Development supports University departments, offices and units that are interested in exploring campus partnership opportunities.

Facilities Operations

Facilities Operations

Facilities Operations is responsible for the execution and coordination of various services relating to the University’s physical plant, grounds, and related infrastructure. It handles day-to-day maintenance and custodial and general upkeep of the Storrs campus and all regional campuses. This includes repairs to buildings and building systems, minor renovation projects, operation of utilities systems (water, heat, steam, cogeneration, and sewage treatment), sanitation and recycling, groundskeeping, and related activities.

Requests for Services and Maintenance & Repair Work Orders

Facilities Operations utilizes an online self-service form for community members to make requests for services and to submit maintenance and repair work orders. Additionally, the Operations Center is staffed 24 hours a day to assist with urgent requests. If you are in need of immediate service please call the Operations Center directly at 860-486-3113.

Pickup and Delivery

Central Warehouse offers a variety of pickup services, including the pickup of cartridges for recycling and the pickup of confidential documents for shredding. The warehouse staff also provide assistance for small departmental moves and the rental and delivery of tables and chairs or poster boards to departments for University events.

Mail Services

University Mail Services (UMS) handles the collection and distribution of postal mail on the main campus in Storrs and several other University locations. UMS delivers inbound and picks up outbound United States Postal Service (USPS) mail and internal mail (including inter-campus mail) each weekday. Inter-campus mail is available only for University business, and the destination should be identified by the destination unit’s four-digit code.

Transportation Services

Motor Pool

All UConn vehicles, by statute, fall under the responsibility of the UConn Motor Pool. Transportation & Fleet Services provides purchasing, lease, and rental programs of vehicles. University Vehicles must travel a minimum of 3000 miles per year to justify departmental assignment.

Parking Services

New Employee Orientation attendees have the opportunity to arrange their on-campus permit parking arrangements during those sessions. It is also possible to make permit parking arrangements, online or in-person by coming to the Parking Service office, located at 3 Discovery Drive, Storrs. New and contracted employees, including adjunct faculty, must submit a copy of their employment offer letters or contracts with their parking permit applications. All University permit holders must possess a valid driver’s license for operating a motor vehicle within the United States. Complete information about the University’s permit parking options and use are available on the Parking and Transportation Services website.

Transportation Services

Approximately 1.7 million rides are provided by the HuskyGo transit service annually. It’s a great way to get around the Storrs campus. A mobile application (TransLoc) will allow you to track and schedule your shuttle rides.

In Stamford, the University partnered with CTtransit to offer convenient transit shuttle services between the Stamford Transportation Center and campus.

An increasing number of UConn employees use public transit services for their daily commutes. The most popular transit bus routes are:

CT Transit offers its own Trip Planner to help you find the services that best fit your needs.

Accessible Van Service

UConn Transportation Services operates an Accessible Van Service (AVS) to accommodate those with particular mobility needs and those not well met by HuskyGo transit shuttle services.

Employees requiring AVS service must first have their mobility needs certified by the University’s ADA Accommodations Case Manager (Human Resources). UConn students may request certification of their mobility need by contacting the University’s Center for Students with Disabilities. Passengers with temporary medical disabilities may qualify for the use of the University’s AVS service.

Transportation Advisory Committee

The Transportation Advisory Committee (TAC) reviews, advises, and advocates for improvements to circulation, parking, and transportation policies, operations, and services on UConn’s Storrs and Regional campuses. The Committee’s purview extends to all modes of travel and traffic circulation on campus.