University of Connecticut University of UC Title Fallback Connecticut

Special Payroll Manual

Use these resources to ensure your work is consistent with university-wide standards.
Select a button below and its corresponding category to access any Special Payroll questions to use during the hiring process.

Regulatory Framework

The regulations governing the Special Payroll are based on two statutory sources:

CGS10a-20 and CGS10a-108(a) governing the appointment of professional staff at the University.

Under these statutes, the University uses the Special Payroll for certain types of short term, temporary, seasonal, and, part-time professional staffing needs.

Temporary services typically involve less than six months of continuous employment.

A temporary appointment may afford an employee the opportunity to purchase optional State employee health insurance at group rates.

Eligible employees who are extended beyond six months may be offered affordable medical insurance in accordance with the Affordable Care Act (ACA).

For more information please contact Human Resources at (860) 486-3034..

Contact Information

Cassandra Nichols
HR Assistant/SPAR Coordinator
Phone: (860) 486-3034
Fax: (860) 486-0378

Uses and Restrictions

  1. The University uses Special Payroll for certain types of short term, seasonal, part-time or temporary professional staffing needs.
  2. Temporary services typically involve less than six months of continuous full time employment.
  3. Special Payroll Authorization Requests should not exceed 6 months duration within one appointment.
  4. Special Payroll Authorization Requests should not cross Calendar Years.
  5. All Non-Teaching Special Payroll Authorization Requests require an hourly rate along with an anticipated weekly number of hours to be worked.
  6. Retired state employees who are employed for specific purposes related to their expertise and who will not exceed the statutory limit of 120 days per calendar year can be employed on Special Payroll.
  7. Individuals who are hired on a recurring basis to teach non-credit courses can be appointed on Special Payroll.
  8. Special Payroll may not be used to cover permanent or contractual end-date work normally done by bargaining unit members.
  9. Undergraduate students may not be hired on Special Payroll.
  10. Work on Special Payroll must be of a professional nature.
  11. Part-time university employees may not be paid on Special Payroll for work considered to be part of their regular responsibilities. (For example, a half-time faculty member may not be paid on Special Payroll to teach a second half-time appointment.)
  12. UConn employees in non-exempt positions may not hold a second appointment on Special Payroll due to Fair Labor Standards Act (FLSA) considerations.
  13. When classes are in session, a Graduate student with a 100% assistantship must receive written approval from the Graduate School prior to accepting a Special Payroll appointment (see GA Supplemental Employment Approval form).

Please contact Payroll at, (860) 486-2423 for assistance and guidance on the hiring of international graduate students and Graduate Assistants on the Special Payroll.

Please contact Human Resources at, (860) 486-3034 for assistance and guidance on the use of Special Payroll.

Graduate Assistant and Graduate Student Titles FAQs

Titles, Definitions and Uses

SPAR Process Outline

Authorization Form Instructions and Definitions

**All fields on the form must be completed in order to process appointments**

  1. Social Security Number (SSN)
    Every authorization should have a valid Social Security Number.  If the employee does not have a Social Security Number then they must apply for an SSN and submit a copy of the receipt.
  2. Employee Number
    Please complete if known.
  3. Name
    Please use employee’s legal name as it appears on the Social Security card or receipt requesting a SSN.
  4. Address
    The address (Street, City, & State, Zip Code) must be the employee’s current home mailing address and be consistent with the address listed on the employee’s W-4 form.
  5. Hiring Department/Contact Person
    This is the individual who completes the authorization and has knowledge of the work to be performed.
  6. Phone Number
    This is the telephone number for the hiring department/contact person.
  7. New Hire On Special Payroll
    Check this box if this is an employee who has no previous or current work history on Special Payroll.
  8. Continuing On Special Payroll
    Check this box if there is no break in service and the employee is continuing beyond their end date.
  9. Currently Faculty Or Professional
    Check this box if the employee is currently working at the University on the Unclassified Payroll.
  10. Rehire With Break In Service
    Check this box if the employee has a previous work history on Special Payroll and is not currently active.
  11. Start Date
    This is the beginning of the appointment and must match the appointment letter.
  12. End Date
    This is the end of the appointment or FRS coding period and must match the appointment letter.
  13. FRS Account
    This is the departmental FRS account from which funds will be expended for the services rendered.
  14. Allotment
    This is the amount to be paid from the FRS account.
  15. Payroll Title
    Use the appropriate title; it must match the title in the appointment letter.  If the employee has more than one title, please submit a separate payroll authorization for each title.
  16. Department Work Number
    This is the department where the work is being performed.  This is a five digit number followed by two letters (assigned by Budget as a department code).
  17. Affiliated Department Number
    If the funding source is not from the hiring department, enter the department code from the affiliated department here.
  18. Unit/U-Box
    This is the HR Unit-Box number assigned to the hiring department.
  19. Send Checks To Section
    Please list the section number for check distribution purposes.
  20. Gratis Appointment
    Indicate “yes” or “no”.
  21. Dual Agency Number/Name
    If the individual is concurrently employed at another State agency, please list the agency number and/or name.
  22. Primary Or Regular Payment: P/R
    Please indicate either “P” for primary/subsidiary payment or “R” for regular payment.  Primary (P) will automatically produce a subsidiary record in the Time & Attendance System (TAS) every two weeks based on the amount entered for the employee by the department.  Regular (R) payment is paid in equal bi-weekly amounts (based on the allotment) with the final payment being closest to the end date of the authorization.
  23. % Grad Asst
    If the appointee has a Graduate Assistantship, please indicate the percentage of commitment on the assistantship.
  24. Stipend
    This is the total dollar amount to be paid for the duration of the appointment.
  25. UConn Graduate Student
    Please circle Y (yes) if the appointment is for a current UConn graduate student; circle N (no) for all other appointees.
  26. Retired State Employee
    Please circle Y (yes) if the employee has retired from state service.  A retiree may be employed for up to 120 days per calendar year and if teaching has a 12 credit limit per calendar year.  Please circle N (no) if this individual is not a retiree from state service.

Clone a SPAR Request

Data Change Help

Compensation & Deadlines

Current Adjunct Rates

Credits Stipend 1% Increase
1 $1,556.00 $1,571.56
2 $3,112.00 $3,143.120
3 $4,668.00 $4,714.68
4 $6,224.00 $6,286.24
5 $7,780.00 $7,857.80
6 $9,336.00 $9,429.36
7 $10,892.00 $11,000.92
8 $12,448.00 $12,572.48

Graduate Student Technician (winter intersession, May Term, summer session research appointments only)

Please use the following link to Payroll’s website to assist in calculating the correct biweekly stipend and total allotment for the duration of a graduate student’s research appointment http://payroll.uconn.edu/PY/for_departments/special_grad_calculator.php

SPAR and Payroll Processing Dates and Deadlines

Term Start Date End Date Due in SPAR To Receive SPAR Approval By Faculty Due in SmartHR Non-Faculty Due in SmartHR
May Term 5/8/2017 5/30/2017 3/3/2017 3/31/2017 5/12/2017 4/28/2017
SS1 5/30/2017 7/3/2017 3/17/2017 4/27/2017 6/6/2017 5/26/2017
Alt SS1 5/30/2017 7/10/2017 3/17/2017 4/27/2017 6/6/2017 5/26/2017
SS2 7/10/2017 8/14/2017 4/24/2017 5/31/2017 7/18/2017 7/7/2017
Alt SS2 7/10/2017 8/21/2017 4/24/2017 5/31/2017 7/18/2017 7/7/2017
SS3 5/8/2017 8/28/2017 3/3/2017 3/31/2017 5/16/2017 5/12/2017
Fall 2017 8/28/2017 12/20/2017 5/26/2017 7/7/2017 8/4/2017 8/4/2017

*Fall 2017 Submission/Approval Dates are Tentative

Intersession Faculty Compensation

Credits     Must Minimally Earn Up to % for faculty’s annual salary (if above $83,250) OR double the minumum adjunct rate (whichever is greater) But no Greater Than % Professor Average Salary ($136,468.29)
1 Credit $1,620.00 3.6667% $3,112.00 3.6667% $5,003.84
2 Credits $3,240.00 7.3333% $6,224.00 7.3333% $10,007.67
3 Credits $4,860.00 11.0007% $9,336.00 11.000% $15,011.51
4 Credits $6,480.00 14.667% $12,448.00 14.667% $20,015.35