Tip #1: OneSource – Fiscal Year-End Town Hall
In place of the Weekly Status Call on March 26, a Fiscal Year-End Town Hall and Q&A will be held. The Town Hall will now be completely online. To register, visit the online platform in GoToWebinar.
Tip #2: Finance and HR – Business Continuity and FAQs
Many resources and guidelines for Business Continuity have been collated and are listed as a News Item on the OneSource Website. These items include resources such as: travel, research and purchasing, just to name a few! This page will continuously be updated to reflect the most recent information. Additionally, a fair amount of information was covered on the March 19 Weekly Status Call including Budget Planning and Salary Setting and processing Expense Credits.
Finance and Human Resources have put together information with common questions about the continuation of service. The Finance FAQ is now posted and HR is in the final stage of review and will be posted as soon as possible on the main HR webpage.
Tip #3: Finance – USG Guidelines on Tracking Expenditures Due to COVID-19
As of March 20, The University System of Georgia Fiscal Affairs office has asked all institutions to track incremental and extraordinary expenses that can be directly tied to COVID-19. UGA has a Chartfield1 value of PUBL_EMERG that can be used to track these incremental and extraordinary expenses. If possible, please add the Chartfield1 value of PUBL_EMERG to any expenditures that fall into the categories below. If any significant expenditures have already been recorded, please use appropriate processes to reclassify those significant incremental and extraordinary expenses by adding the Chartfield1 value of PUBL_EMERG to the expenditure. If you need to correct large existing charges, utilize the Correcting Charges and Journal Correction Methods resources in the OneSource Training Library. Please see the full announcement and examples.
Tip #4: Finance – Purchasing and expenditures for employees working remotely
An FAQ of some of the most frequently asked questions has been complied regarding purchasing, shipping items to remote locations and other considerations when supporting employees who are working remotely.
Tip #5: Finance – Purchasing/Receiving: Delivery of Furniture and other large orders
As an update to the Mail and Receiving information released last week; for departments with furniture or other large deliveries, there are additional considerations. We encourage you to reach out to your vendors with questions on holding these deliveries. More information is included in the updated Mail and Receiving letter.
Tip #6: Finance – Cash Receiving: Processing Schedule Update
If your unit has cash or check deposits, the drop box outside the main door of Business Services will continue to be utilized for all cash/check departmental deposits. Please include your Web Departmental Deposit inside each envelope. Cash/check deposits will be processed on Wednesdays until further notice. Deposits placed in the drop box prior to Wednesday of each week should post to your departmental account by Thursday of that week. If your unit has credit card/ACH deposits or ELEC (ACH/WIRE/LOC) deposits, these will be processed daily and should post to departmental accounts within 1-2 days.
TouchNet can be accessed at any time to record your deposit using the link from the Bursar & Treasury Services website under Cash Management. Remember, the status of your deposit can be checked in TouchNet; please visit the training library for more guidance on viewing deposit status. Departments can still request deposit detail codes during this time.
Tip #7: Finance – Travel & Expenses: Expense Credits [WSC]
As covered in the March 19 Weekly Status Call, if departments must deposit travel expense credits, these need to go through DSS funds as Revenue. They cannot be deposited as credit to expense. Once the deposit is posted to the DSS fund revenue account, a GL journal can move the deposit to the original fund (even funds 10000 or 10500) as an expense credit to the original travel account with the EmpID in the open item field.
Why are there two steps? There is a requirement for EmpID to be an open item field on the travel account code transactions for reporting on the Transparency in Government Act (continuous audit). The deposit process does not have the ability to enter EmpIDs on the open item field, so a separate GL journal is required to get the travel expense credit recorded by employee. Since airlines are not issuing refunds, but issuing airline credits instead, the need to process many expense credits in the UGA FMS is not expected. Additional travel guidance can be found on the OneSource Business Continuity News Item.
Tip #8: Finance – Asset Management: Off-Site Equipment [WSC]
UGA equipment and other devices are allowed to be used at remote locations to support UGA operations. The policy and procedures for using UGA equipment at non-UGA locations can be found in the Finance & Administration Policy Library. A tutorial for recording inventoried assets as off-site in UGA Financial Management can be found in the OneSource Training Library. Please contact Asset Management with questions regarding the procedures or if your unit needs assistance in updating the asset status in UGA Financial Management. For questions related to all-risk insurance for equipment, please contact Insurance & Claims Management. We also have additional guidelines on purchasing and shipping equipment for remote work.
Tip #9: Finance – Reporting: Connect to Reports Remotely [WSC]
For remote access to Simpler and Data Warehouse companion reports, there is no change – you must be connected to VPN 02 Restricted for access. In order to access the Data Warehouse cubes in general, you must use a UGA device and connect to VPN 02 Restricted. Alternative options include requesting to take your desktop home or contacting your unit IT department to request their assistance in determining if your work computer can be reconfigured to allow access to the cubes from a non-UGA machine. For assistance with Data Warehouse reports, please contact the Service Desk, OIR, or use the pop-up assistance window on OIR’s website.
Tip #10: Finance – Accounting: Addition of Account Type [WSC]
A new public query has been added and one public query has been updated with additional fields! The public query UGA_KK_DEPT_EXP_REV_BALS has been updated with an additional column at the end of “Account Type” using the new account short description. This will allow the display of summary and details.The new public query UGA_KK_DEPT_EXP_REV_BALS_ACCT summarizes amounts by new Account Types. This new field allow you to review the account codes by summary, much like the legacy “summary object code.”
Tip #11: Finance – Budget Management: Budget Planning and Salary Setting (BPSS) [WSC]
There are no current changes to the BPSS due dates, and any changes would be pursuant to USG direction. The March 31 deadline for the 3rd quarter budget changes remains in effect. It is anticipated that units will receive allocation and merit information around April 15 and the deadline for BPSS entries to be complete is April 24. During this time, please continue to plan funding for all employees, set all DSS budgets and update operating budgets. Training for BPSS users is available remotely on March 25.
Tip #12: OneUSG Connect – Upgrade and Outage
Beginning on Friday, March 27 at 6:00 p.m., the OneUSG Connect Upgrade & GA Tech onboarding will then be complete on Tuesday, March 31 at 7:00 a.m. All UGA faculty, staff and student employees will not be able to login while the upgrades are in process. Additional details are posted as a News Item.
Tip #13: OneUSG Connect – Known Issue: Commitment Accounting
The incorrect version of the Positions Funded by Suspense query, under Commitment Accounting, was placed in the MSS System Manager Reporting work center as a part of the 6.0 upgrade. As a result, users will receive inaccurate data when running the query. OneUSG Connect is working to resolve the issue. For more details and updates, please visit the Known Issues page.
Tip #14: OneUSG Connect – Known Issue Resolved: Express Direct Retros
It was reported on March 18 that the Express Direct Retro transactions in a workflow status of “submitted” and were “pending approval” as of 5:00 p.m. on Friday, March 13 were not able to be viewed within Manager Self Service. It was confirmed on March 23 that OneUSG Connect is unable to retrieve these Express Direct Retro (EDR) transactions. A full list has been sent to the unit CBO/CFOs. Those EDR transactions will need to be re-entered by system managers. This issue could also cause approvers to have these orphaned transactions in the notification flag. If approvers have these orphaned notifications, they should submit a OneUSG Connect service desk incident to have the notification removed.
Tip #15: OneUSG Connect – Human Resources: Onboarding & Employee Services [WSC]
UGA Central HR will be reaching out to all new hires during this time to discuss processing Form I-9 (to include remote processing) in addition to meeting with the Onboarding & Employee Services team where applicable. HR will prioritize those employees who are within 30 days of hire and have specific outreach tailored to those employees to secure the information closer to their hire date.
Tip #16: UGA – EITS: Review User Permissions [WSC]
On March 30, the annual User Verification process will begin in preparation for UGA’s annual financial audit to examine access to UGA systems that hold financial data. Employees who utilize UGA systems containing financial data will receive an email requesting that they verify their utilization of the systems. After employee verification is complete, supervisors will then be notified via email to confirm employee access.
Tip #17: USG – KePro: Employee Assistance Services
During this time, employees may need additional support and resources. KePro is the employee assistance provider for UGA that offers resources that are available to all full-time and part-time employees and their families. They provide not only counseling services, but many other resources as well. Their counseling services are free, confidential and can be utilized over the phone. They are available 24/7 by calling 844-243-4440. To access online services, visit their website and enter Company Code: USGCares.
Tip #18: UGA Career Center – Career Consulting Hours
Training & Development is offering career consulting and providing career development courses via Zoom or phone consultation. If you have quick career-related questions (or want to discuss training ideas), Emily Saunders will be available between 11:00 a.m. – 1:00 p.m. Just send her an email with how you would like to connect, and she will send you a link or give you a call. If you’d like to schedule a more in-depth consultation, you can request an appointment, and one of their consultants will contact you to confirm a time.
Known Issue Updates:
System: OneUSG Connect
Title: Retirement @Work
Status: Active
Overview: The Retirement @Work website may not be accessible for some employees.
Workaround: This is an overall USG issue and OneUSG Connect is working with the vendor, TIAA, on a resolution.
System: OneUSG Connect
Title: HR Processes Related to ‘Reports-to’ Updates
Status: Active
Overview: The HR_DRPT_BLD and HR_TREEBLD processes that populate the Org Chart and Company Directory have not run to success since March 12, 2020. This may result in some ‘Reports-to’ discrepancies.
Workaround: For employees, there is no work around at this time. HR practitioners and managers with access to Query Viewer will still be able to view the correct ‘Reports-to’ information via query.
*This is a synopsis of updated Known Issues. For more details and updates, please visit the Known Issues page or contact the OneSource Service Desk at [email protected] or 706-542-0202.
Upcoming Training, Updates and Reminders:
Due to the current circumstances, trainings will operate on a case-by-case basis. The Training Team will contact currently registered participants directly if webinars are to be moved or cancelled. Please review the Training Website for the most up-to-date information on training webinars.
The OneSource Roadmap page includes enhancements as well as current timelines for system upgrades and known maintenance. To submit a suggestion for an enhancement, please email us at [email protected].
Submit a tip: Do you have tip to share? Email it to us at [email protected].
You can find all the Tuesday Tip emails on the Tuesday Tips resource page on the OneSource website.
