New Employee Quick Start Guides

UGAJobs is the position management application used by the school to initiate and manage open positions within UGA.

OneUSG Connect is the human capital management (HCM) system used by all University System of Georgia (USG) institutions. OneUSG Connect allows employees and supervisors to view and manage a variety of information through the Employee Self-Service (ESS) and Manager Self-Service (MSS) portals.

UGAJobs: Actions related to position changes and hiring.

OneUSG Connect: Actions related to funding, salary, and time and attendance.

Per USG policy, a non-exempt employee must be paid for a minimum of 3 hours.

The practitioner will use a “Call in Pay” Time Reporting Code for the hours that the employee is called in. This code automatically will generate the Call In Guarantee of up to 3 hours if the employee does not work long enough, so the unit does not need to manually add any extra time.

No. Non-exempt employees without benefits cannot earn compensatory time.

These employees can earn overtime pay.

In OneUSG Connect, changes to these are centralized and managers will need to submit a request to the Central Office to have these areas updated.

System Managers will need to run a query to see how employees are setup. System Managers require access to run the query.

Employees auto enroll into time and labor based on their pay group and department.

Salaried Biweekly: Auto enroll as manual time entry and earning comp time (18H employees).

Hourly Biweekly: Auto enroll as manual time entry and overtime (18C, 18T, and 18W employees).

Exceptions: Several departments have created specialty matrixes for their units, so the employees auto enroll differently than the standard setup. The departmental business office has the information on specific enrollment matrixes.

If managers want their employees to be set up differently, or if they want to make changes to their employees, they will need to submit a ticket to [email protected] at the time of hire or at the time of the change.

If the employee is a new hire or moving to benefits eligible status, you should complete the personnel before their hire date.

This information must be in IMS or OneUSG Connect before the employee can enroll in benefits or a retirement plan.

Completing the personnel in advance ensures that your new employee is able to enroll in benefits or a retirement plan on their first day of work.

Please be aware that employee name changes will affect how an employee is represented in the benefits system.

As part of the process for posting a position in UGAJobs, information will be requested to determine if the position is benefits-eligible.

Benefits-eligible positions must be approved by OneUSG Connect Benefits before the position is filled.

Departmental HR professionals should notify UGA Central HR as soon as possible before an employee transfers to another USG institution. Central HR should also be notified as soon as possible for employees transferring from another USG institution to UGA. This ensures a smooth transfer of benefits.

The employee’s last day of work at UGA should be the day before their first day of work at the new USG institution, including Saturdays and Sundays. Annual leave may be used to bridge any gap between their last day of work at UGA and their first day of work at their new USG institution.

A terminated employee will have benefits through the end of the month of their last day worked/last day as an active employee and premiums will be deducted from their pay.

An employee’s termination date is the first day they are inactive, not the last day worked.

In OneUSG Connect, all employees have their own position. To manage these, we utilize UGAJobs for hiring of all employee types, including student workers, graduate students, part-time faculty, retire-rehires, etc. All current employees exist in their own unique positions in both UGAJobs and OneUSG Connect.

Additional information about Position Management is on the Position Management and HR Reports To Resource Page.

Termination actions in OneUSG Connect will vacate the position in UGAJobs and allow you to manage these positions.

These termination actions need to be processed for ALL employee types.

• If a termination record is not processed:
  • For monthly and academic employees, they will continue to be paid even if they have no funding record.
  • For hourly employees, they will remain as active employees in the systems and be able to log hours, retain benefits, etc.

For employees that have positions in UGAJobs, the Supervisor will be set as the Reports-To Manager in OneUSG Connect.

Additional information regarding HR Reports To is available on the HR Reports To Resource Page.

The source data of HR Reports-To information is UGAJobs for all employee types. All updates are made in UGAJobs and flow into other systems.

For more information on the provisioning of MyIDs for Faculty and Staff, including setup requests, see the EITS: MyID Tools and Information page.