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University of Connecticut Payroll Department

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Unclassified Payroll Processing & Required Paperwork

Please be sure to submit a new or re-verified I9 when submitting paperwork for employees with a Visa end date that is expiring.

New Hire

When To Send

A new hire PA is required once a search has been completed for a new position through Recruiting Solutions. This is true for new hires with no prior UConn employment and current UConn employees who have accepted a new position.

What To Send

Additional Information

New hire paperwork should be submitted as early as possible. To prevent processing delays, please ensure that the information on the PA and in the Offer Letter matches the information reflected in Recruiting Solutions. Any differences in information should be indicated in the remarks section of the PA. Many employees are completing their Form I-9 and Federal and State tax forms at New Employee Orientation. However, if the employee completes these forms in the department, please send them to Payroll with the PA and offer letter.

Continuation

When To Send

A continuation PA is required for any employee with an end date, whether it is a renewable temporary position, a permanent position with a funding end date, etc. An end date letter will be sent to the department contact as notification of an upcoming end date.

What To Send

Additional Information

All of the information on the PA must be completed, including the salary field (even if there is no salary change). If the employee being continued is a permanent employee an offer letter is not required. If the PA is for an international employee with a visa that ends any time during the continued appointment, an updated I9 with supporting documents must accompany the PA. The PA must arrive prior to the payroll deadline to be processed for that pay cycle.

When an UCPEA employee ends a probationary period, a payroll authorization is required (no offer letter is needed). If the probationary period is being extended or shortened, a letter from labor relations must accompany the payroll authorization.

Change

When To Send

A change PA is required when there is a change to the original employment conditions for an employee. This could be a change in salary, appointment term, etc. Do not send a change PA for a change in just the end date (this would require a “Continue” PA) or for a change in just the funding (this would require a “Funding” PA). In the case of a salary and/or title change that occurs as a result of a Reclassification, a PA is not required. Please see Reclassifications below.

What To Send

Additional Information

Please indicate in the “remarks” section of the PA what the change is. The PA must arrive prior to the payroll deadline to be processed for that pay cycle.

Funding Change

When To Send

A funding change PA must be submitted when there is a funding change for an employee already in a specific employment term. This PA is not to extend the employment term (i.e. extend the end date beyond the current end date). If the funding PA is sent for a retroactive time period, PA’s must be submitted at the same time to bring that employee up to their current end date.

What To Send

Additional Information

If this funding change is extending the appointment end date, it is considered a continuation. Please refer to the rules for Continuations. Otherwise, funding change PA’s can be submitted without any other supporting documents. The only exception is when the change is retroactive and requires additional PA’s to bring that employee’s record up to date with their current end date. The PA must arrive prior to the payroll deadline to be processed for that pay cycle.

Reclassification

When To Send

The reclassification process is handled via the Classification and Compensation form. This form is submitted to Payroll from Human Resources once the department has signed off recommending the reclassification.

What To Send

  • Original Reclassification Form from Human Resources

Additional Information

A Payroll Authorization is not required for this type of change.

Separation

When To Send

A separation form must be submitted when an employee leaves UConn for any reason. A separation form must also be submitted for an employee who leaves a UConn department to take a job in another UConn department.

What To Send

  • Separation Form
  • Copy of resignation letter or other supporting documents (if applicable).
  • Retirements require a data sheet processed by Human Resources.

Additional Information

Please send a separation form to Payroll prior to the payroll deadline to avoid an overpayment. A resignation letter or other documentation should accompany the separation form if the employee has resigned or has been terminated prior to the end of their contract.

Combining PA's

It is common for a “Continuation”, “Change” and “Funding” action to occur with the same effective date. These may be combined into one PA. Reclassifications cannot be combined with any other action and must be processed separately. Please follow the guidelines above for supporting documentation requirements.

End Date Letters

The Payroll Department sends end date letters as a biweekly reminder to departments that an employee’s end date is approaching. A Payroll authorization must be submitted to extend the employment in order to ensure that there is no break in payment or benefits. If the employee is not going to be continued beyond their end date, a Separation form must be submitted to terminate payment.