SPAR Frequently Asked Questions

GENERAL SPAR QUESTIONS

What is SPAR?
SPAR is an acronym for Special Payroll Authorization Request. It is the electronic workflow system used to request approval for special payroll appointments.
Who do I call if I have questions?
For policy questions, contact Shannon Page, SPAR Coordinator at 860-486-0410 or Shannon Page. For technical questions, contact the RSA/SPAR Help Desk at 860-486-3033 or HR Search Feedback.
What is the process for a SPAR request?
Once a SPAR request has been initiated, it must then receive the appropriate approvals in the workflow, including the Department Head, Unit Head, Provost/VP, and Human Resources. Following Human Resources’ approval, you will receive an automatic email notifying you that the request has been approved. The approved offer letter can then be signed by all appropriate parties. Then, log in to SPAR and finalize the request. If you so choose, you may use SPAR to produce the special payroll authorization. The Payroll Authorization and signed Offer Letter should then be submitted to Payroll. Contact the Payroll Department to determine if any further paperwork is required.
What transactions do we need to submit SPAR requests for?
All special payroll appointments must receive approval via SPAR. This includes gratis appointments.
Are there any special payroll transactions that do not have to be processed through the SPAR application?
The only exceptions to using the SPAR application are for classified staff receiving Temporary Service in a Higher Class against an unclassified position, Special Payments, Y-Payments (car payments, etc.), awards, and bonuses. The are certain data change requests where a SPAR request does not need to be submitted. A listing of those changes are available at: Special Payroll Helpdocs - SPAR Actions.
What criteria will be used to approve SPAR requests?
Several criteria are reviewed in approving SPAR requests, including the appropriateness of the position, individual’s employment status (if applicable), title, stipend, summary of duties, justification, and offer letter.
How do we know when a request has been approved or cancelled? How can I find out the status of my request?
You can select the option on your main menu to Review All Pending Requests. This will allow you to see the current status of each request in SPAR. The system will also generate an automatic email notifying you when a request has been approved or denied.

INITIATING A REQUEST

How do I determine what action or purpose to use (i.e. New Hire, Rehire with Break in Service, Data Change, Independent Study, Faculty Summer Research) when submitting a new request?
Human Resources developed a Special Payroll Helpdoc for selecting the appropriate SPAR action. The Helpdoc is available at: http://www.hr.uconn.edu/employment_services/sp_helpdoc_spar_actions.html.
How do I know what title to use?
The online Special Payroll Manual includes a definition for each title. If you still need assistance, contact the SPAR Coordinator at 860-486-0410 or your HR Associate.
If hiring someone to work on two different projects during the same time period, will two different SPAR requests be required?
A SPAR request is required for each payroll authorization processed therefore if you are completing two payroll authorizations two SPAR requests are required.
Will we be able to process retroactive hires/rehires?
No. Hiring departments must receive approval via the SPAR process before extending an offer of employment.
Will we be able to process retroactive data changes?
Yes, you can use retroactive dates when initiating a data change request.
Can multiple FRS accounts be used in SPAR?
Yes. Up to 6 FRS accounts can be used and each FRS account must be valid and active for the entire appointment period.
If a special payroll hire is funded by another department, will SPAR allow me to use that department’s FRS account?
The SPAR system will not restrict the use of FRS accounts however FRS account information along with other applicable variables should be reviewed and verified by each level in the approval workflow.
Can a request be submitted for more than one hire on one authorization?
No. Each appointment on special payroll requires a SPAR request.
Do we need to include the fringe rates when entering the stipend?
No, you do not need to include the fringe amount in the stipend field.
Do we need to enter the percent employed in the application?
No, however percent effort should be included in the draft offer letter. Please note that there are certain titles where individuals must be less than 50% employed.
What attachments are required?
An offer letter or Faculty Certification Form is required for all SPAR requests. Other attachments may be required when submitting the paperwork to Payroll for processing.
Should we include special payroll employees in the Current UConn Employee box?
Yes, special payroll employees should be considered a Current UConn Employee for the purposes of the SPAR application.
Can we save an authorization prior to submitting it to the next level in the workflow?
No, the SPAR System does not currently include this functionality.
Can SPAR pull up a previous request so that a department can make changes instead of initiating a new request each time?
Yes, you can use the Clone feature to duplicate a SPAR request and then make any changes necessary. Instructions on using the close feature are available in the Special Payroll Helpdoc: http://www.hr.uconn.edu/employment_services/sp_clone_request.html.
What appointment dates should be used in the request?
The appointment dates should match the actual dates worked.
What do I do if I don’t know the individual’s name?
A field in the SPAR request asks “Candidate Known?” If the answer is no and you do not know who will be filling the position, select the answer “no.” The SPAR will then be processed without a name. When the request is finalized, the system will prompt you to enter a name at that time.

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TEACHING REQUESTS

For adjunct faculty, are we required to request approval each semester including winter and summer sessions?
Yes, each authorization requires a separate SPAR request.
How do we handle adjunct appointments at the regional campuses where the regional campus must receive the academic department’s approval of the appointment before extending an offer?
If your request requires approval from a regional campus as well as an academic department, the appropriate approvals must be obtained outside of the SPAR system. Contact the Help Desk at 486-3033 for assistance.
What if an adjunct doesn’t want a multi-year appointment?
If an adjunct faculty member does not want a multi-year appointment, the Adjunct should provide a waiver in writing, which can then be attached to the SPAR request.

NON-TEACHING REQUESTS

What is primary/subsidiary versus a regular payment?
Primary/Subsidiary payments 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 payments are paid in equal bi-weekly amounts (based on the allotment) with the final payment being closest to the end date of the authorization.

APPROVALS

What is a proxy?
A user at any level (Initiator, Department Head or Unit Head) can create a proxy in SPAR. A proxy is an alternate user that can approve, edit or review a SPAR transaction on a user’s behalf.

There are three types of proxies:
Approver (can approve a request on behalf of a Department Head or Unit Head),
Editor (can make changes to a request but cannot approve or submit to a subsequent level in the workflow), and
Reviewer (can view transactions but cannot make any changes or approve requests in the system).
Users can assign access to a proxy consistent with the access the user has, i.e., an initiator can only grant access to a proxy at the level of reviewer and editor, whereas a Department and/or Unit Head can grant access at the level of reviewer, editor and approver.
Who can be a proxy?
Any employee with an active NetID can be assigned the role of proxy.
Who can assign someone to be their proxy?
Any user with a role in the system can assign the role of proxy to another user. Users can only assign access to the system that they have. For example, an initiator can only assign read and edit proxy rights while a Department Head or Unit Head can also assign approver access.
Can an initiator also be a Department Head and/or Unit Head proxy?
Yes, an initiator can be a Department Head and/or Unit Head proxy.
If an authorization gets returned by the Provost/VP or HR level, who can make a change to the request?
If an authorization is retuned by the Provost/VP or HR only the Unit Head or their proxy can make a change to the request in SPAR.
How will I know that I have authorizations pending my review and/or approval?
Each time an authorization is submitted to you for your review and approval you will receive an email notification. The authorization will also be included in your queue.

GRATIS/VISITING SCHOLAR APPOINTMENTS

Are gratis appointments also required to be in the system on special payroll and go through the SPAR application?
Yes.
Can foreign nationals who don't have legal work authorization in the U.S. work at UConn with a gratis appointment?
Each visa type has a different set of rules. Please confirm with the Department of International Services & Programs (email: disp@uconn.edu, phone: 860-486-3855) for eligibility.

RETIREE REQUESTS

Do we need to use SPAR for requesting authorization to hire retirees?
Yes, all requests including those to reemploy state retirees must be submitted through SPAR and all requests must be in accordance with all policies affecting special payroll including the Re-Employee Retiree Policy.
What policies and/or regulations apply to retirees at UConn?
The policies that apply to re-employed retirees at UConn are the Guidance on Re-Hired Retirees in Response to Executive Order #27 and the University’s Re-employed Retiree Policy. Contact the SPAR Coordinator at 860-486-0410 for additional questions on rehired retirees.

FINAL STEPS

I have received approval from HR, now what?
Check the SPAR request for a revised offer letter and comments. The offer letter extended to the employee must be consistent with the final draft offer letter approved by the Provost/VP and Human Resources. Be sure to review all comments in the SPAR request for additional information. Once the employee signs the offer letter, you should finalize the SPAR request, produce a special payroll authorization, and send all required paperwork to Payroll.
When does the SPAR request get finalized?
The SPAR request should be finalized after the appointment is accepted by the employee via a signed offer letter.
Does the system generate a Payroll Authorization that can be printed?
Yes, the SPAR Application will generate a payroll authorization that can be printed, signed and submitted to Payroll.
Does the SPAR system generate a NetID?
No, the Net ID will not be generated until the payroll authorization is entered into the Genesys System.
What should I do if I use the Produce Payroll Authorization functionality and the data does not load into the Form?
This may be due to settings with Adobe Reader. To resolve the issue open Adobe Reader and click Edit in the toolbar and select Preferences. Select Internet from the list of Categories and ensure that all three checkboxes (Display PDF in browser, Allow fast web view, Allow speculative downloading in the background) in the Web Browser Option box are checked.

If this does not resolve the problem, contact the RSA/SPAR Help Desk at 486-3033 or HR Search Feedback.
I am trying to produce a special Payroll Authorization in SPAR, but my search is not listed. What do I do?
You must first finalize the SPAR request on the main page by clicking “Finalize Special Payroll Authorization Request.” Once you have finalized the request, the system will allow you to produce a special payroll authorization.

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