Updates & Announcements
CTP Travel Agency
UVM has partnered with Collegiate Travel Planners (CTP) to provide our affiliates with travel, booking, and support services. Using CTP enables the discontinuation of the Travel Authorization process in PeopleSoft effective April 1, 2024. On that date, it will become mandatory to use CTP to purchase all UVM airline tickets and rental car reservations. The final training session for the new program will be provided through Microsoft Teams on March 4th at 9AM. Register through PeopleSoft HR. After March 4th, a link to a recorded training session will be available on the Travel Arrangements webpage. To learn more, visit the DFA Travel Arrangements webpage.
Transition of time-management to Kronos for all non-exempt employees
Starting in April, all non-exempt employees will begin transitioning from PeopleSoft to the Kronos Time Management Tool. To better align all non-exempt hourly staff, all UVM Staff United (UVMSU) and non-represented staff will be moved from a semi-monthly to a bi-weekly pay schedule (pay cycle will change to 26 installments opposed to 24).
Required training for both staff and supervisors of non-exempt staff will begin in April and run through early September. You can find detailed information including FAQs, user guides, and training schedules on the Kronos Time-Keeping Expansion webpage.
PlanOn Space Survey
PlanOn Space Survey went into production in February. The Space Planning Team is continuing to work on training materials, user guides and reports for the upcoming FY24 space survey process. Please look for an announcement soon for the training dates and the start date of the FY24 space survey.
FY24 Movable Equipment Inventory
Thank you to all who assisted with the University’s movable equipment inventory in November and December by HCA Asset Management. Over 5000 pieces of equipment were accounted for in less than two months! Retagging movable equipment with radio frequency identification (RFID) greatly reduces the burden on academic administrators and faculty by lowering the amount of time and effort required to perform the inventory.
- Tagging newly acquired movable equipment is initiated by Financial and Cost Accounting Services by preparing a tagging profile data sheet, assigning a UVM tag number and supplying both to the department to affix the tag and complete the data sheet. Best practice tagging procedures can be found on the movable equipment website.
- Movable equipment disposals (including internal asset transfers) should follow all pertinent procedures including the Disposal of Surplus Property and Movable Equipment policy. Movable equipment purchased on grant funds may carry additional reporting requirements as part of the disposal process.
- We’d appreciate your feedback on the movable equipment inventory and related processes through a six-question survey. Answers may be anonymous but please feel free to leave your contact information if you would like us to reach out to you to discuss any questions or concerns.
Fall Faculty Hire Special Deadline
Human Resources and Payroll Services have collaborated on a special, annual faculty hire/rehire paperwork deadline to give predictability to when new faculty will have system access.
The deadline for Fall 2024 is July 15, 2024. All electronic paperwork for hires and rehires, submitted accurately, will be fully processed with access no later than August 12, 2024. Paperwork that arrives beyond the July 15, 2024 deadline or paperwork that does not arrive accurately completed will be processed in the order in which it is received.
This deadline will become a permanent part of the HR/Payroll paperwork schedule and will be reflected on the published Payroll Schedule.
Informational video tutorials for ePAR processing are available on HR’s How To Guides website, see ePAR Resources.
Non-Sponsored Projects training
Training for Non-Sponsored Projects set up and maintenance (budgeting, budget transfers, reports and close out) will be available in the future through the Professional Development course offerings.
To best plan on the frequency and need on this topic, please let us know if your department would be interested in this training opportunity. Financial and Cost Accounting Services/General Accounting.
PurCard Renewals May 2024
There will be a substantial number of purchasing card renewals at the end of May 2024. Renewal cards are issued to individuals in good standing – all of your prior PurCard journals have attachments in Peoplesoft; all expenses are well-documented with receipts and clear business purpose; any required reimbursements have been made at Treasury Services and a copy of the deposit form submitted to the PurCard team. An updated cardholder agreement and supervisor form are required before the renewal cards are released.
Focus Blue/Reward card programs for Research Participants
Two new compensation programs for research participants have been launched. U.S. Bank Focus Blue and Rewards cards are compensation options that allow research participants to use funds however they like, through a physical or digital pre-loaded card. These are not part of the PurCard program, but instead are a separate way to compensate research participants directly.
Focus Blue and Rewards programs are similar but separate programs that allow researchers to pay participants with a pre-loaded Visa card. Plastic and digital cards are available, and physical cards can be customized with the participants' names (for ongoing studies) or instant-issued without names. The cards can be used anywhere that accepts payments from Visa. The Focus Blue program is at no cost. The Rewards program costs $1.00 per card (plastic or virtual).
More information can be found on the Focus Blue and Rewards Card Programs for Research Participants webpage.
Helpful Reminders & Tips
Finance-related forms
Our forms are updated often! To ensure you are using the most current versions please access them on the Division of Finance & Administration webpage. There is also a link to the forms in the UVM Business Manager WorkCenter on PeopleSoft FSCM under External Links.
Important Budgeting Dates
Stay up to date with important budgeting dates and deadlines which can be accessed on the secondary menu to the right.