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BCST Updates

Team Updates

Changing Business Processes in CHHS

As we continue to move through the new year, and soon into fiscal year 2017-18, several business processes will be changing for UNCW and as a result will have an impact on the way we do business within CHHS. The BCST is working to modify existing forms and processes to facilitate the changing university business processes, which will have an impact on how we currently complete transactions in the realms of personnel, disbursements and academic affairs.

Among changing business process within personnel will be the campus-wide implementation of two new Banner modules, EPAF and FLAC. EPAF, or Electronic Personal Action Forms, will replace student, graduate student and hourly temporary job assignments currently handled by HR Online. It will also replace the supplemental pay process for permanent employees that are not considered teaching faculty. This tool is targeted for deployment for May 2017 for hourly employees and full deployment in fall 2017. FLAC, which stands for Faculty Load and Compensation, is the new payroll/HR module that merges faculty information in Banner Student and Human Resources systems to automate compensation calculation for full-time and part-time faculty members based on individual workloads and delivers electronic contracts through Banner self‐service. This module is targeted for deployment for fall 2017 payroll.

UNCW disbursement processes will undergo the implementation of Chrome River, a new expenditure software product that will replace the existing E-Travel system and some paper processes that have been facilitated by the BCST. The university has been working for about a year to get this system ready for deployment and we are expecting this system to be implemented between spring 2017 and July 2017. The historical utilization of “blanket travel” to facilitate monthly mileage reimbursement will not be an option under this new system, thus the monthly mileage reimbursement process will change.

We appreciate your patience with the changes to our business processes, as the Business Core Service Team works to ensure we are compliant with changes at the university level.

Coming Soon… CHHS Services and Resources Webpage

In order to help our schools and administrative units navigate the processes of our college, the Business Core Service Team is developing resources and forms that will make it easier to complete business transactions. All of these resources will be maintained on a single webpage in the form of training videos, presentations and forms for your access.

Once our landing page goes live, we will distribute the link widely to the college as a “one-stop shop” for CHHS facilities, budget, grant support, research/innovation, personnel, purchasing and travel resources. The CHHS service teams will link resources to this page as they become available, with the end result of a comprehensive resource page for all of your CHHS resource needs.

Budget Management and Resource Planning

Year-end ordering graphic

Compensation and Position Management

Full-Cycle Performance Planning for Non-Faculty

The inaugural year for the Full-Cycle Performance program will end on April 30, 2017, and your initial annual appraisal will be due to human resources.  Your supervisor should be reaching out to you soon to set your performance evaluation meeting.

To prepare for your evaluation, please be sure to review your 2016/2017 goals and begin thinking about your goals for 2017/2018.  When the time comes to meet with your supervisor, discuss how you achieved your goals, or the circumstances around why a certain goal was not met.  Then together, plan for the new 2017/2018 cycle. 

Make sure your goals align not only with your unit’s mission but also with the university’s mission.  You can aim high, but be sure you are able to attain what you are designating.  Do not be afraid to make suggestions for improvements. It is possible that no one has thought of your idea before, and you, being on the front line, know what might be needed and what can be easily adopted to help your department run more efficiently.  Be sure to add a personal “joy” goal.  Work can become very taxing some days, and looking forward to something that makes us happy could be that spark in our day or week.

Below is a link to the UNCW SHRA Institutional Goals for your review: https://uncw.edu/d2la/documents/SHRA%20Institutional%20Goals.pdf

Human Resources is providing workshops for employees to help you bring you specialized talent to the forefront.  The link to that website is also below: https://uncw.edu/d2la/FullCyclePerformance.html

Travel Reminders

Travel Authorizations

All travel for professional development or university business requires approval prior to departure.  In order to obtain approval:

  • A travel authorization form must be completed, signed by the Dean/School Director, and routed to the Business Core Service Team Travel Lead.
  • Approval must occur in the travel system.  The BCST Travel Lead will ensure you and your approver receive an email regarding travel system approval once your Travel Authorization form is submitted.

Travel Duration and Personal Days

Please contact the BCST travel lead for further instructions if either of these situations apply:

  • The state will allow the day before a conference and the day after a conference as designated travel dates. If you are traveling to or returning from a conference on a non-designated travel date, you will need to provide justification as to why.
  • If you will have any personal travel time during your professional travel time, the Travel Office will require a comparison itinerary and justification. 

Lodging

You are responsible for securing and paying for your own lodging, and will receive reimbursement after your return.

  • Reimbursement: Requires a receipt from the hotel with a zero balance.
  • Third Party Lodging: Examples are condos, Air BnB, etc.  Prior approval must be obtained 30 days before the trip takes place if one chooses to stay overnight at any place other than a hotel or motel.  The lodging cost will not be reimbursed if prior approval is not obtained.  Please contact the BCST travel lead if you are requesting third party lodging.

Meal Reimbursement

If meals are listed on the conference/workshop itinerary as being provided, you will not be reimbursed for that particular meal upon return.  Please access the following link for more information regarding how meal reimbursements are calculated: https://uncw.edu/travel/employees/meals.html

Airfare

You should purchase your airfare only after you have received approval from your Director/Dean.

  • UNCW Prepaid Airfare: If you choose to have UNCW pre-pay your airfare, you must obtain a quote via the chosen travel agency, Maupin or Pan Am, and within 24 hours, send your confirmation to the BCST travel lead with your Travel Authorization form. Contact info for Maupin and PanAm can be found here:  https://uncw.edu/travel/agencies.html
  • If you choose to purchase airfare from a source other than the approved UNCW travel agencies, you must pay for the arrangements and will be reimbursed upon your return.
    • Personal Vehicles: If a state employee chooses to use a personal vehicle, they shall be reimbursed for mileage at the business standard rate set by the IRS.  Please submit a MapQuest with your planned round-trip route to the BCST Travel lead along with your Travel Authorization form and she will calculate this reimbursement for you.  In the future, the travel form will automatically make this calculation.
    • Rental Car: If you would like to reserve a rental car, check that box on the travel form and provide your cell phone number.  You will be reimbursed for fuel upon your return, pending submission of your original receipts to the BCST travel lead.

Automobile Travel

  • Personal Vehicles: If a state employee chooses to use a personal vehicle, they shall be reimbursed for mileage at the business standard rate set by the IRS.  Please submit a MapQuest with your planned round-trip route to the BCST Travel lead along with your Travel Authorization form and she will calculate this reimbursement for you.  In the future, the travel form will automatically make this calculation.
  • Rental Car: If you would like to reserve a rental car, check that box on the travel form and provide your cell phone number.  You will be reimbursed for fuel upon your return, pending submission of your original receipts to the BCST travel lead.