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A quick guide about approving Finance transactions, which transactions require approval, the approval workflow, and more.
In early spring 2022, a group led by Mechelle Clayton, Interim AVC of Enterprise Applications, met to discuss ways to simplify the access request process. They started by asking for feedback from campus users, central offices, ARCs, and others so they could understand the pain points and used that feedback to identify requirements and set priorities for changes to the current process and tools. Some of the pain points raised are: Security Roles: There are too many security roles, and descriptions are unclear. Combine roles into groups for easier selection and maintenance. Manual Processes: Current processes are manual. Paper forms and keying data into the system is time-consuming and often lead to errors and missing or conflicting information. Automating assignment of security access for new employees, employee terminations, and employee transfers into new positions would speed up the processes and result in cleaner role assignments. Documentation and Training: There is confusion about how to sign up for training and where to find help documentation. Navigation and Tracking: Access Resource Coordinators (ARCs)across Finance, HR/Payroll, Student Administration, and departments use different approaches for managing access requests. It’s difficult to track when an employee has completed the mandatory training, and it isn’t easy … Read more
Student Guide for the HR Approvals and Workflow course.
Originators All hires require a position Position ePAR must fully execute before corresponding Hire ePAR begins All PeopleAdmin recruitments require a position Position ePAR must fully execute before PeopleAdmin posting begins All fund swaps require a position *NEW* links to View and Update Position ePARs Approvers Check to make sure all hires have a position Check to make sure all fund swaps have a position Review HR Worklist for Position ePARs daily and take action *NEW* links to View, Update and Approve Position ePARs HOW TO: Clean Up Expired Job End Dates
This Student Guide accompanies the Campus Journals class. This class covers: The Campus Journal process Campus Journal transaction types, approval requirements, and attachment requirements How to enter a Campus Journal How to enter a Correcting Campus Journal How to edit and delete a Campus Journal Other transaction types including Settlement Journals, Cash Advance Journals, OSR Residual Transfer, and Interunit Journals.
Just over a year ago, campus life as we knew it changed dramatically when staff, students and faculty were sent home and classes moved online. The good news is that with safety measures in place and far-reaching access to COVID-19 vaccines, the University is planning for a return to in-person, on-campus instruction. Now that we’re back on campus, the ConnectCarolina team, in support of the Registrar’s Office, managed the data collection and coding for class schedules, course details and more to make it easier for faculty to add class information and for students to make scheduling decisions. Modes of instruction Unlike the past year, the default mode — the way a class is delivered — is “In-person” for Fall 2021. A department or school can request an exception to deliver a class remotely or to use a combination of in-person and online. Some exceptions are space constraints due to construction, specific faculty accommodations and Carolina Away or other specialized online degree programs. Instructors use a new page in ConnectCarolina to request one-off exceptions for mode changes, and those requests go to the Senior Associate Deans for approval. New Class Features functionality The Class Features page was introduced for Spring 2021 registration. … Read more
[ Click to view a PDF version of this page Student Processing Tips and Reminders ] Student Processing Tips and Reminders Student Employment Website: As a reminder, the Student Employment Website was created to answer many questions related to hiring and updating student jobs. Payroll Guide Available: New student employees should complete payroll documentation through ConnectCarolina Self Service. Note: access to Self Service is not available until the hire effective date has been reached and the Hire ePAR has fully executed. The Payroll Guide for UNC-CH Employees is available to inform employees of Self-Service options in ConnectCarolina. This guide was primarily designed to help orient new employees but also provides valuable information for existing employees. The guide contains an easy-to-follow checklist to ensure employees are taxed as expect ed and receive their first paycheck via direct deposit. Student FICA Exemption: To be exempt from having FICA taxes withheld on payroll wages, student employees must be enrolled at least half-time in coursework during the compensated pay period. Additional details. Hire Effective Date Changes Changing a Hire Date: In the event you need to change the effective date of an employee’s hire, please submit a ServiceNow/HELP ticket. The effective date cannot be adjusted … Read more
“If I attend UNC, what Financial Aid package will I receive?” It’s a question that’s always remained unanswered for students and their families for a week, month or more after they receive their admission offer. That’s about to change thanks to a process improvement project led by The Office of Scholarships and Student Aid in collaboration with ITS Enterprise Applications. One of the primary objectives of the project is to make financial aid package information available to prospective students at the same time as they are offered admission. An equally important objective is to automate the processes for packaging financial aid as much as possible. Getting information for prospective students earlier, combined with automating routine work, will give the Enrollment and Scholarships and Student Aid staff more time to focus on their core mission: to help advise students and families so they can have a full Carolina experience and successfully complete graduation. The significant benefits of this project for the University were noted by Rachelle Feldman, Interim Vice Provost of Enrollment and Undergraduate Admissions and Associate Provost for Scholarships and Student Aid: “I think this will be one of the most important and transformative technology projects, affecting students and student … Read more
To prepare for the new travel & expense system, Concur, we are making changes to the Departmental Workflow page in ConnectCarolina so you can assign approvers.
On May 20, when students and staff logged in to ConnectCarolina, they found new home pages and a new way to get around in the system. Even the log in page was new and modern. The change to ConnectCarolina, dubbed the ConnectCarolina Makeover, was the culmination of months of work by the ConnectCarolina team to upgrade to the newest version of the software behind ConnectCarolina. The feedback we received immediately after the new look went live was that the makeover was well received. Janet Rupert, Director of Accounts Payable and Travel Services commented “We are running smoothly. Thank you so much for your time and energy in making this an easy transition.” Carol McDonnell, Associate Director at the Friday Center for Continuing Education, told the team “…Other navigation screens are definitely different (but better) for the tiles.” However, like most major software upgrades, it wasn’t without a few bumps in the road. The first few days saw some lagging performance, but the team worked with those who reported slowness and were able to make some changes to improve the performance. We also heard from those of you who use the Worklist tile that it wasn’t intuitive and caused a few … Read more
This PowerPoint Presentation accompanies the Campus Journals class. This class covers: The Campus Journal process Campus Journal transaction types, approval requirements, and attachment requirements How to enter a Campus Journal How to enter a Correcting Campus Journal How to edit and delete a Campus Journal Other transaction types including Settlement Journals, Cash Advance Journals, OSR Residual Transfer, and Interunit Journals.
HR / Payroll ConnectCarolina Update March 21, 2019 New! ConnectCarolina Makeover Coming in May: Have you heard that ConnectCarolina is getting a makeover? Besides looking better, the new look will reduce clicks and give you more options for navigating. Please see the attached ConnectCarolina Makeover Video for a sneak peek of what’s to come! The best way to stay up-to-date is to sign up for the ConnectCarolina newsletter at ccinfo.unc.edu/newsletter and to visit ccinfo.unc.edu. Reminder! SHRA Annual Performance Data Entry and Supervisory Relationships: Similar to last year, the annual performance review ratings for permanent SHRA employees will be entered into ConnectCarolina by each employee’s manager. In preparation, we are asking all departments to ensure the correct reporting relationship is reflected in ConnectCarolina no later than March 28. This is extremely important because the supervisor reflected in the system will have the ability to enter the employee’s annual ratings. To access a list of employees and their supervisors, department reps may export the Supervisor data via InfoPorte. For instructions on how to update an employee’s supervisor, please refer to the attached document. Employee and Management Relations will also be sending each division’s Performance Management points of contact a list of … Read more
This quick reference guide describes how suppliers are classified and provides the appropriate procedures for requesting changes to a supplier’s information.
As of December 14, 2018 TIM Manager access in TIM has been expanded to include SHRA Exempt and EHRA Permanent leave accruing employees. TIM Managers are designated in the TIM Approver field in ConnectCarolina. Following the change to TIM Manager access, HR Representatives may need to update an employee’s TIM Approver field in ConnectCarolina with the correct manager. This sheet provides a quick reference for HR reps who may not be familiar with the process for viewing and updating the TIM Approver field.
What’s New and What’s Changing Many of the changes coming with the upgrade of ConnectCarolina Finance are behind-the-scenes, but there are a few are new features and changes to the way the pages look. Among the most significant changes are an expanded Finance WorkCenter, different field labels in purchasing, a new layout for the Campus Voucher page, and new features for Budgets. More Links in the Finance WorkCenter If you haven’t used the Finance WorkCenter, give it a try. The WorkCenter lets you move quickly between menu options, and with the upgrade, it will have even more of the links you use most, all in one location. To find it, click the Finance button on the left side of the home page, and then you’ll see Finance WorkCenter as the first option. At the top of the WorkCenter is a folder with the most commonly used pages. Label changes in Purchasing Perhaps the biggest change you’ll notice on December 10 is in Purchasing. The term “vendor” is being replaced by “supplier” on all pages. For example, instead “Vendor Catalog,” you’ll see “Supplier Catalog”. Although the term is changing on most ConnectCarolina pages, you’ll still see ‘vendor’ in a few places. For example, query names … Read more
We are going to examine the current process of overpayments for the University and discuss process improvements. We plan to take a holistic point of view on how over payments work in the system, ranging from a practical approach to ultimately a preventative approach. This presentation will include some of the following: practical steps to take (where and how to complete necessary steps in resolving over payments, targeted for beginner HR reps), to proactive/reactive approaches (including examples and resources), and implications of over payments (looking at how it affects other areas and departments across campus). To just view the slides from this presentation, click here.
The Curriculum Inventory Management system, aka “CIM” (pronounced “Kim”), is the University’s new tool for submitting and reviewing course proposals. CIM integrates with both the University Catalog and ConnectCarolina. This session will take a closer look at the course form, workflow, and the approval process. We will discuss new features available in CIM including request rollbacks, reporting, and course number changes. Additionally, this session will highlight advanced features that will be available in future years, including parallel workflows and voting tools for department-level curriculum committees. Learn more about CIM so that you can promote this new tool to your faculty and staff. To just view the slides from this presentation, click here.
The Office of Institutional Research and Assessment (OIRA), the Center for Faculty Excellence (CFE), and Information Technology Services (ITS) have collaborated on the development of information-driven resources in an effort to improve the quality of instruction and inclusiveness in the classroom. Using SAS Visual Analytics, IR has created an interactive dashboard for course instructors to access longitudinal information on student demographics and grade distributions for all courses they have taught since 2010. The institutional goals of this resource are to 1) increase faculty awareness about student diversity; 2) provide instructors with information they can use to improve student learning; and 3) to encourage a systematic approach to improving teaching and learning. In this presentation we will discuss the roles of IR, CFE, and ITS on the project, piloting and provisioning the dashboard, and what is coming next for this partnership. To just view the slides from this presentation, click here.
The Research Administration Service Request (RASR) tool is a workflow tool developed by the Office of Research Information Systems to aid processing units in the receiving and processing of all types of transactions including but not limited to Vouchers, Journals, Travel, and Requisitions. In this presentation/demonstration, attendees would learn (1) how a client could use the RASR tool to submit (and later view) a request to a processing unit, (2) how an administrator would review/approve transactions at a pre-audit level, (3) how a processor would take information from RASR and enter the transaction/request in UNC FInance Systems and, (4) how the system communicates to UNC Finance Systems to automatically complete the request notifying the client of process completion. This tool provides increased transparency to clients, a worklist of action items to the processing unit, and valuable metrics to the leadership of the processing unit. To just view the slides from this presentation, click here.
Confused about Cash Advances – When you can use one? How to submit one? Why was my journal denied? Come learn about the Cash Advance policy, procedure, and what you need to get your reconciling journal entry approved the first time you submit it. To just view the slides from this presentation, click here.
If you feel stressed when your Department needs to submit an Independent Contractor approval request, this presentation will provide helpful and valuable information based on the guidelines and procedures necessary to do it correctly. It is an excellent opportunity to develop a more efficient and smooth process that will benefit you and the University. As the Department Representatives (Finance Accountants or Managers) you will get a brief description of the process on “how to” submit a request on Connect Carolina. You will also receive information about what documents need to be submitted to get the Foreign Independent Contractor approvals. We’ll provide you with the links to the latest version of required forms and provide hints about the data and sources requested in each form. To just view the slides from this presentation, click here.
The Curriculum Inventory Management system, aka “CIM” (pronounced “Kim”), is the University’s new tool for submitting and reviewing course proposals. CIM integrates with both the University Catalog and ConnectCarolina. This session will take a closer look at the course form, workflow, and the approval process. We will discuss new features available in CIM including request rollbacks, reporting, and course number changes. Additionally, this session will highlight advanced features that will be available in future years, including parallel workflows and voting tools for department-level curriculum committees. Learn more about CIM so that you can promote this new tool to your faculty and staff. To view the live recording of this presentation, click here.
The Office of Institutional Research and Assessment (OIRA), the Center for Faculty Excellence (CFE), and Information Technology Services (ITS) have collaborated on the development of information-driven resources in an effort to improve the quality of instruction and inclusiveness in the classroom. Using SAS Visual Analytics, IR has created an interactive dashboard for course instructors to access longitudinal information on student demographics and grade distributions for all courses they have taught since 2010. The institutional goals of this resource are to 1) increase faculty awareness about student diversity; 2) provide instructors with information they can use to improve student learning; and 3) to encourage a systematic approach to improving teaching and learning. In this presentation we will discuss the roles of IR, CFE, and ITS on the project, piloting and provisioning the dashboard, and what is coming next for this partnership. To view the live recording of this presentation, click here.
The goal of this session is to facilitate a meaningful group discussion for Business Managers and/or their designees on current topics of interest at the University. These topics could include but not limited to changes in PCARD use, Closing of Imprest Checking accounts and use of BofA Reloadable Cards, OSR Prior Approval Request Forms, Research Recharge Center Compliance, Research Admin Training for Staff, Navigating OIC, closeout of projects, and RAM Tracker Transparency project. We will pole participants either prior to or at the beginning of the session to determine what topics people would like to discuss.
The Research Administration Service Request (RASR) tool is a workflow tool developed by the Office of Research Information Systems to aid processing units in the receiving and processing of all types of transactions including but not limited to Vouchers, Journals, Travel, and Requisitions. In this presentation/demonstration, attendees would learn (1) how a client could use the RASR tool to submit (and later view) a request to a processing unit, (2) how an administrator would review/approve transactions at a pre-audit level, (3) how a processor would take information from RASR and enter the transaction/request in UNC FInance Systems and, (4) how the system communicates to UNC Finance Systems to automatically complete the request notifying the client of process completion. This tool provides increased transparency to clients, a worklist of action items to the processing unit, and valuable metrics to the leadership of the processing unit. To view the live recording of this presentation, click here.
Confused about Cash Advances – When you can use one? How to submit one? Why was my journal denied? Come learn about the Cash Advance policy, procedure, and what you need to get your reconciling journal entry approved the first time you submit it. To view the live recording of this presentation, click here.
If you feel stressed when your Department needs to submit an Independent Contractor approval request, this presentation will provide helpful and valuable information based on the guidelines and procedures necessary to do it correctly. It is an excellent opportunity to develop a more efficient and smooth process that will benefit you and the University. As the Department Representatives (Finance Accountants or Managers) you will get a brief description of the process on “how to” submit a request on Connect Carolina. You will also receive information about what documents need to be submitted to get the Foreign Independent Contractor approvals. We’ll provide you with the links to the latest version of required forms and provide hints about the data and sources requested in each form. To view the live recording of this presentation, click here.
We are going to examine the current process of overpayments for the University and discuss process improvements. We plan to take a holistic point of view on how over payments work in the system, ranging from a practical approach to ultimately a preventative approach. This presentation will include some of the following: practical steps to take (where and how to complete necessary steps in resolving over payments, targeted for beginner HR reps), to proactive/reactive approaches (including examples and resources), and implications of over payments (looking at how it affects other areas and departments across campus). To view the live recording of this presentation, click here.
This document shows the process for fixing project or grant-related campus journals with budget errors that route to OSR for approval.
The budget balances on these reports are based on approved, finalized, posted transactions to the GL Actuals ledger through a specific fiscal year and period Two reports: One version of this report lets you search on project ID, the other on contract number Each report displays OSR expenditures grouped by type of expense