Tip #1: UGA – Georgia Center: Free Continuing Education Courses
Free, self-paced online courses are now available to the public from the University of Georgia Center for Continuing Education & Hotel. These courses cover a variety of hard and soft skills and apply to employees across a wide range of industries and fields and are available at no cost through June 30. The courses include topics covering website coding skills, marketing, personal finance, communication, supervision and management, customer service and searching for jobs. More information can be found on the Georgia Center Webpage.
Tip #2: UGA – EITS: How to Check Cyber Security Training Employee Completion [WSC]
In some cases, the organizational hierarchy in PEP will not show all direct/indirect reports in order to ensure accurate employee completion reporting. This is expected to be resolved in the near future as the PEP team revamps data sources to include HCM organizational hierarchy. For now, if you need to check the status of your team members’ Cyber Security training, please contact Catherine Shircliff.
Tip #3: Finance – Mail & Receiving: NEW Pickup Options
Mail & Receiving Services has provided additional guidance regarding mail pick-up. They are offering curb-side pick-up to receive mail for your unit when you call ahead. If your unit has put their mail and package delivery on hold, you may want to consider a special pickup or delivery to ensure you do not have time sensitive mail/packages (i.e., checks, vendor invoices, documents relating to international activities, etc.). If you prefer that the mail and/or packages are delivered, Mail & Receiving can meet you at your office/mailroom. However, it is preferred that no mail/packages are left in an unsecured location. This information has been updated on the Mail and Receiving FAQ on the Business Continuity News Item.
Mail & Receiving Services is located at 4435 Atlanta Highway, Athens 30606. For assistance with mail, contact Susan Baxter at 706-425-3014 or [email protected]. For packages, contact Dwayne Weaver at 706-425-3263 or [email protected].
Tip #4: Finance – Sponsored Projects: Updated Residual Balance Policy [WSC]
The updated Residual Balance Policy will allow faculty to access residual funds more quickly, increase time for spending residual funds to 24 months, raise the threshold requirement for a Residual Balance Request formand streamline processing through workflow in the Grants Portal, making it easier to track and spend residual funding.
Tip #5: Finance – Cash Management: Deposits Reminder [WSC]
Bursar & Treasury Services are still processing deposits weekly. It is requested that all CBOs confirm with their areas that deposits are not being held in offices. Holding deposits could result in stale-dated checks, processing issues and potential cash flow concerns. Currently, units can place their deposits in the drop box outside of the Business Services building. The drop box slot is small and larger deposits will need to be split into multiple envelopes in order to fit properly. If your unit utilizes TouchNet, please place the web departmental deposit receipt in each envelope to ensure proper recording.
Tip #6: Finance – Budget Management: FY20 vs. FY21 Lapsable Credit & Anticipated Cuts [WSC]
The April 24 BPSS deadline has been extended; however, a new deadline has not yet been established. Therefore, please complete as much of your FY21 budget as possible in case only a short extension is given. New FAQs have been added to the Fiscal Year End Guidance FAQ. As always, do not hesitate to contact the OneSource Service Desk with questions.
Tip #7: Finance – Budget Management: Technical Issues [WSC]
The Budget Management system refreshes in the very early morning from 5:00 a.m. to 8:00 a.m. every day (yes, even on weekends!). Using the system before 8:00 a.m. can cause issues with the daily refresh, so please wait until 8:00 a.m. to start working in the Budget Management system. Whenever you are working in the system, please ensure to utilize the “save” button!
Tip #8: OneUSG Connect – Fiscal Year End Letter Addendum [WSC]
The Fiscal Year End Letter has been amended to now include the OneUSG Connect dates!
Tip #9: OneUSG Connect – Commitment Accounting: FY20/21 Encumbrance Dates [WSC]
All remaining personal service encumbrances for FY20 will be zeroed out by OneUSG Connect on June 26.The first personal service encumbrance calculation for FY21 will be processed by OneUSG Connect on July 31. These dates have been posted to the Fiscal Master Calendar.
Tip #10: OneUSG Connect – Payroll: Reallocation Expenses [WSC]
New Reallocation Expense Guides have been added to the Training Library. These guides include quick reference materials for faculty, practitioners and employees. In addition, a Supplemental Pay Tutorial has been added!
Tip #11: OneUSG Connect – Payroll: Summer Pay Deadlines, Reminders and Query [WSC]
The Standard Process deadline is two days before monthly pay sheets are created. The suggested Exception Process deadline is the HR/Payroll deadline for the month.Submissions after the HR/Payroll deadline but before payroll confirms for the month, may not be included on that month’s paycheck.
For new hires, submitting the Exception Form via the MSS Request will need to wait until the effective date of the faculty hire. For example, if a new hire is starting June 1, this individual will not show up in the employee list for MSS Request until June 1. When submitting Short Work Break (SWB) requests for academic schedule 18P faculty, use an effective date of June 1.
To assist with Summer Pay, additional Summer Pay Queries have been added to the Work Center including a Summer Pay Contact List, Pay Entered by Combo Code, Pay Entered by EmplID and Pay by Pay Period End Date.
Open Office hours for Summer Payroll will be held on April 30, May 7 and May 14 from 3:00 p.m. to 5:00 p.m. via Zoom.
Tip #12: OneUSG Connect – Benefits: Faculty Termination Health Benefits Correction [WSC]
7/5 faculty who resign from their teaching positions in the spring semester and do not work in the summer should have an effective termination date of June 1 to maintain full benefits and pay in the month of May. Benefits coverage would end on May 31. Please enter the last day worked in the comments of the termination record. The faculty member may contact OneUSG Benefits at 1-844-587-4236 if they wish to continue medical benefits through COBRA. Faculty members may contact Human Resources at 706-542-2222 to request a refund of the benefit premiums for June and July that were deducted from their checks in January-May.
The termination transaction from the faculty member’s unit MUST be timely for the termination transaction to trigger the cancellation of benefits. A transaction submitted after the fact will result in retroactive cancellation of benefits.Any claims made after May 31 will not be paid and the expenses will become the responsibility of the faculty member. For questions, please do not hesitate to contact HR by phone 706-542-2222, email or service ticket.
Tip #13: OneUSG Connect – Time & Labor: Time Reporting Codes (TRCs) [WSC]
The Non-Closure Emergency Leave TRC should be applied to timesheets as of March 21. The TRC for hourly employees is: 00NHP – BIWK Non-Closure Emer Leave and for monthly employees: 00NSP – MNTH Non-Closure Emer LV.
The Teleworking TRC should be applied to timesheets as of April 5. The TRC for hourly employees is: 00TWH – Teleworking Non-Exempt and for monthly employees: 00TWM – Teleworking Exempt. Guidance for COVID-19 Related Time Reporting Codes was sent to the Time and Absence approvers on Monday, April 20.
Guidance regarding the use of these TRCs is available on the OneSource Business Continuity News Item.
Tip #14: OneUSG Connect – Coronavirus Update: Student Employee Unemployment Benefits and Mitigation Efforts [WSC]
Notice about Student Employee Unemployment Benefits was sent to student workers and HR Liaisons on the afternoon of Friday, April 17.If a department would have normally processed a termination request without COVID-19, the termination can still be initiated. Terminations should not be processed solely for the reason of allowing a student to apply for unemployment or if the lack of work is due to COVID-19.
Student employees who are currently not working may apply directly to the Georgia Department of Labor (GA DOL) for unemployment and should specifically select COVID-19 as the reason for loss of employment when applying. The GA DOL will review and determine eligibility for state and/or federal unemployment benefits. Important note: USG has advised to not to change the student employee status; leave as active within OneUSG Connect. UGA will verify with GA DOL that student employees have lost work due to the reduction of campus operations resulting from the COVID-19 Coronavirus public health emergency.
An email including guidance on the Executive Order for Mitigation Measures was sent to CBOs and HR liaisons last week. The guidance document includes work options for essential employees for additional sanitation measures, symptom identification and flexible working options to name a few.
For questions about these topics, reach out to Faculty & Staff Relations at 706.542.9756 or [email protected].
Tip #15: OneUSG Connect – Absence Management/ Time & Labor: Comp Payout FY20 [WSC]
An email was distributed on Monday, April 27 to Business-Admin and the Time & Absence listservs in regard to comp balances. Comp balances must be paid out prior to the end of the fiscal year and will be based on the balance as of May 30. These payouts will be added to timesheets during the May 31 – June 13 pay period and will be paid on June 19. If an employee has scheduled leave prior to June 30, comp hours may be used in lieu of the payout. The leave will need to be submitted and approved by June 13 at 5:00 p.m.
To assist in determining the number of hours an employee will be paid, a tutorial for Viewing an Employee’s Leave Balances is available in the training library. Use the biweekly pay period end date of May 30, and the accurate balance will be visible on June 2. To assist in processing the comp hours for payment, a tutorial for Paying Out an Employee’s Comp Balance is available in the Training Library. To pay out an employee’s comp balance, access to the Departmental Dynamic Group is required, but can also be done by supervisors and T&A Approvers. Comp hours can be added to June 13 on the employee’s timesheet.
Tip #16: OneUSG Connect – Release 6.1 [WSC]
OneUSG Connect was upgraded to version 6.1. Enhancements now allow for Requestor/Initiator of EDR transactions to enter information in the Comments box when using the Save Ad Hoc button. The Review Transaction tile search now returns data when the “From Date” and “End Date” fields dates are populated.You are now unable to submit a supplemental pay transaction with begin date greater than end date and will receive an error message to correct the dates. The full release notes for Release 6.1 are available on the USG website.
Known Issue Updates: No New Known Issues!
*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].
Upcoming Training, Updates and Reminders:
Course: Working with GL Journals Interactive Webinar
Format: Interactive Webinar
Date: May 5 – 1:30 p.m. – 3:30 p.m.
Registration:
Course: Working with GL Journals
Format: Self Service
Date:
Registration: OneSource Training Library – update coming May 2020
Course: Working with GL Journals
Format: Recorded
Date:
Registration: Video Link – update coming May 2020
Course: Summer Pay
Format: Recorded
Date:
Registration: OneSource Training Library
Course: *New* OneUSG Connect Queries
Format: Job Aid
Date:
Registration: OneUSG Connect Queries Job Aid, Quick Reference Materials for Practitioners
*Due to the current circumstances, trainings will fully operate as webinars. If trainings are moved or cancelled, the Training Team will contact currently registered participants directly. Please review the Training Website for the most up-to-date information on training.
System Maintenance and Releases:
- UGA Systems: Find updates posted at status.uga.edu
- May 2: Financial & Budget Management Feature Release
- USG Systems: Find updates posted at status.usg.edu
Reminders:
- USG Cybersecurity Training due April 30
- UGA System Access User Verification due April 30
- Must be completed including your supervisor’s response.
- If you do not complete the process, your access to these systems will be revoked.
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.
