For Faculty & Staff:
UGA faculty and staff should use OneUSG Connect for several employee processes, including:

• accessing pay stubs
• requesting leave
• approving time

As faculty or staff, you will access most of your information through the OneUSG Connect Employee Self-Service page. Click button below to access page.

OneUSG Connect Employee Self-Service

For HR Professionals:
If you are an HR professional, please see our page for HR professionals. 

FAQs:

• General Questions
• Payroll
• Requesting and Approving Leave
• Time and Attendance for Non-Exempt Employees
• Benefits
• Job Codes
• Campaign for Charities
• Affiliates
  • Renewing an Affiliate

General Questions:

What do I need to know?

• Bi-weekly employees are paid every other Friday. 
• Academic and Monthly employees are paid on the last business day of the month even if the last business day of the month is a UGA holiday.
• On your pay date, you will be able to log in to OneUSG Connect to see your paystub.
• Onboarding processes completed within OneUSG Connect include: direct deposit enrollment, W-4 elections, tax exempt acknowledgement (if applicable), W-2 Electronic Opt-In, etc.

How do I use OneUSG Connect to do my job?

Nearly all human resources and payroll processes as both a supervisor and employee use OneUSG Connect. For example:

• Most leave will be initiated by the employee and approved by supervisors in the system.
• Employees can use “employee self-service” for certain functions, such as to update direct deposit and W-4 information.

Is ArchPass required for OneUSG Connect and OneUSG Connect Benefits?

ArchPass is required for the new OneUSG Connect System and OneUSG Connect Benefits.

• ArchPass: UGA’s two- step login is required for the new OneUSG Connect System.
• For more information on Archpass, visit archpass.uga.edu.

What is the Empl_ID that I see in OneUSG Connect?

All UGA employees have a University System of Georgia (USG) Employee ID number. This allows for a unique identifier and will follow employees if they move from one USG Institution to another. This is a sequentially assigned number across all USG institutions. This Empl_ID is in addition to an employees Federal SSN and UGAID (81x).

I am an approver. Can I assign an alternate in OneUSG Connect?

OneUSG Connect uses delegation to set up alternative approvers. Users can select specific approval tasks to be delegated to another user for a period of time. This covers both reported time approvals, absence request and MSS transaction approvals (Termination, for example). Delegating approvals will remove the ability for the user to approve those transactions as well as transfer any outstanding approvals to the proxy to work. The delegation can be set for a period of time, can be revoked by the delegator at any time and is trackable by the department system managers (initiators) via a query.

 

If I’m a Manager, or Time & Absence approver, and I plan to be out of the office (vacation, FMLA, etc.), how do I designate another person in my role while I’m out?

• The training materials include instructions on how to assign a delegate (someone in my role while I’m out) for a date range, how to cancel a delegate, how to approve acceptance of delegation, and who I can select to be a delegate for me.

 

If a Manager or Time & Absence Approver is out of the office unexpectedly (sick, hospital, death, etc.), can someone else assign a delegate if I cannot request myself?

• No, only the person who is delegating can initiate the delegation process. That being said, if it was a dire emergency, reach out to OneUSG Connect Support to inquire about alternative options. This would be in extreme circumstances and most likely evaluated on a case-by-case basis with the solution be specific to each case.

Why is VPN required for off-campus access to the UGA Financial System but not to OneUSG Connect?

Making systems like OneUSG Connect and UGA Financials accessible from the internet carries a certain amount of risk which must be balanced with accessibility by all users of that system. The employee portion of OneUSG Connect is accessed by employees across all of the USG institutions. UGA Financials is accessed only by UGA employees and can therefore utilize additional internal layers of security. This provides us the best possible protection from serious cybersecurity risks including data breaches as well as ransom attacks which could cripple the system and disrupt daily financial operations. You can access UGA Financials from the UGA campus network or login to the Remote Access VPN before connecting.

Payroll:

When will I be paid?

Non-Exempt (paid hourly/biweekly): Work week is Sunday through Saturday. Pay days are every other Friday.

Exempt (paid monthly): Pay date is the last business day of every month. This applies to faculty and staff. 

Will I receive an email notice when my paystub is available?

You will not receive an email when your paystub is available, but you will be able to log in to OneUSG Connect to see your paystub. 

How will I be paid?

All employees are required to use direct deposit to receive their paychecks within 30 days of hire. Exceptions will be made for the following: 

• Federal Work Study students: Federal Work Study students without direct deposit can receive a paper check. These checks will be issued by mail and printed by Wells Fargo.
• Unbankable employees:  Employees without a bank will need to submit a request to UGA Payroll to be exempted from direct deposit. Once approved, they will be paid using a pay card. 

Can I set up direct deposit to more than one bank account? 

Yes. You can elect to have your paycheck directly deposited into a maximum of 6 accounts.

If you have more than one bank account, you will need to indicate a balancing (primary) account. 

How do I receive an emergency payroll check? 

Off cycle checks are paid on Fridays, in between the scheduled biweekly pay days, and will be directly deposited into your account. 

I'm teaching summer classes. How will summer payroll for faculty be paid? 

For details about summer faculty payroll, visit the summer pay website and payroll calendars website. 

Employees paid monthly will receive only one paycheck for both regular, Academic May payroll and Maymester summer school payroll. 

How do I access my electronic W-2? 

Information about Electronic W-2s in OneUSG Connect:

• Please enter your consent for electronic W-2 delivery through OneUSG Connect Employee Self-Service. 
• When W-2s are available, you will be able to access your W-2 through the OneUSG Connect Employee Self-Service site.
• If you do not choose electronic delivery, your W-2 will be mailed to you. 
• If you leave UGA (termination or retirement), you will NOT be able to access your W-2 through the OneUSG Connect Employee Self-Service site, if you consented for electronic delivery. Before leaving UGA, be sure to go into OneUSG Connect Self-Service and remove your consent for electronic W-2. If not, OneUSG Connect Support If not, OneUSG Connect Support will remove the consent on your behalf and will send the W-2 via mail.

Entering  your consent for electronic W-2 in OneUSG Connect:

• Go to OneUSG Home page and click on Employee Self-Service at top of screen
• Click on Taxes tile
• Click on W-2/W-2c Consent
• The W-2/W-2c Consent Form page will show current status of No consent received or Consent received.
• Check the box to add your consent or withdraw your consent.

What bank account is used for employee travel and expense reimbursements?

The bank account that is designated as the balance account for an employee’s payroll direct deposit in OneUSG Connect is also used by the Financial Management System as the direct deposit account for employee travel and expense reimbursements. Expense reimbursement bank account data may not be updated in the Financial Management System.

When is the deadline to submit hours and approve timesheets for biweekly employees?

Information regarding sign-off dates is available on the Payroll Calendar.

How does my unit request an Off-Cycle check if I haven't been paid?

Information on how units can submit off cycle requests is available here.

How will units need to process Summer Payroll in OneUSG Connect?

The link to the full Summer Payroll Instructions is available here.

How do units request supplemental pay? 

The information regarding requesting and processing supplemental pay can be found here.

Requesting and Approving Leave

How do I request leave? 

All faculty and staff submit leave requests online through the Absence Management Module on the OneUSG Connect Employee Self-Service site.

You will receive a notice when your leave has been approved, denied or pushed back for more information. 

If you are an exempt employee, your manager must approve your leave in order for the time to be deducted from your leave balance. 

If you are a non-exempt employee, your manager must approve your leave in order for you to be paid for your time off. If they do not approve your leave, you will not be paid for that leave. 

How do I approve leave for my employees?

If you are a manager or supervisor, you will be able to approve or deny leave requests through the Absence Management Module on the OneUSG Connect Employee Self-Service site. You will also be able to "push back" on a leave request and ask for more information before approving or denying it. 

Your employee will receive a notice when their leave has been approved, denied or pushed back for more information. 

You should approve leave for both exempt and non-exempt employees, so the time is deducted from their leave balances.

In addition, non-exempt employees must have their leave approved in order for them to be paid for their time off. If you do not approve their leave, they will not be paid for that time off. 

I'm an exempt employee. Why do I see a work schedule in the system? 

All employees, exempt and non-exempt, who are eligible for leave have a work schedule in the system.

Employees who are paid monthly, both faculty and staff, are exempt. Hourly and salaried employees who are paid bi-weekly are non-exempt. 

If you are exempt, this work schedule is only used when you request time off to determine your leave hours. You do not have to enter your time worked. 

If you are non-exempt, please see Time & Attendance for help on entering your time worked.

I'm a non-exempt employee. How do I use comp time? 

If you request annual leave and have comp time, the system will automatically deduct hours from your comp time balance first, before applying your annual leave. 

How do I request an extended absence? 

You can request extended leave and view your leave through the OneUSG Connect Employee Self-Service site. Examples of extended leave include military leave, a professional leave of absence or an FMLA event.

These requests are processed by UGA HR. Departments will receive notice if an employee has been approved or denied extended leave. Departments can also request and view on behalf of their employees.

I'm leaving UGA. How do I receive my annual leave balance payout? 

When you leave UGA, your annual leave balance payout will be processed separately from your regular paycheck. You will receive this payout after your final paycheck on the next pay date for your pay type.

For example, if you are paid monthly, you will receive your annual leave payout the month after you receive your final paycheck. 

Your annual leave balance payout will be taxed at the supplemental tax rate.

I'm working on a holiday. Can I add it to my leave balance or get extra pay? 

If you are a non-exempt employee and are required to work a holiday, you have two options:

• Receive pay for the holiday worked, in addition to your regular hours worked.
• Apply the worked holiday hours to your deferred holiday leave balance.

You cannot use a deferred holiday before it is earned. Additional information can be found in the OneSource Knowledge Base. 

When will holidays load into employees'  time records?

OneUSG Connect loads holidays one holiday at a time. 
Holidays are loaded during the pay period in which there is a holiday.

How do I participate in the Shared Leave Pool? 

Information on Shared Leave can be found here. 

If I am requesting annual leave but also have comp time, how will OneUSG connect know which hours to use? 

For sick and annual leave requests, leave is deducted from your balances using a set of “cascading rules,” a set of USG rules that determine which type of leave to deduct from first.

Cascading Rules Matrix

Annual leave requests use this order: Comp, Deferred Holiday, Annual.

Sick leave requests and FMLA Intermittent use: Sick, Comp, Deferred Holiday, Annual.

Example: If an employee requests 40 hours of annual leave but has an 8 hour comp balance, due to cascading rules, 8 will be deducted from their comp balance and the remaining 32 hours will be deducted from their annual leave balance. The employee is made aware of this when they forecast the leave request. On the timesheet and paystub it will reflect that 40 hours of vacation is being paid, because that is what the original request was made for, it does not break it out for what absence balances were actually deducted. However, their leave balances will accurately reflect that 8 is being deducted from comp and 32 being deducted from annual leave.  

When are the absence approvals due?

The absence calendar closes at 10:00 a.m. the Monday following each bi-weekly pay period. This aligns with the biweekly time approval deadline.​ Payroll calendars for practitioners can be found here. 

Time and Attendance for Non-Exempt Employees

How do I enter my time? 

Time can be entered through the Kaba clock (TCP Clock after October 1st), the PeopleSoft web clock or by typing your time in your timesheet in the OneUSG Connect Employee Self-Service site.

You may also enter time as "pay from schedule." To do this, follow this training tutorial.

Pay from schedule hours will be recorded as "elapsed time," which will be the total number of hours you worked that day. 

If you have any holidays or leave scheduled for that pay period, you will not be able to select "Apply Schedule," and you will need to enter your time manually. 

How do I approve my own time?

Once you submit your time, it is considered approved by you. No further action is necessary.  

Managers or Departmental Time Administrators will approve employee time.

How do I enter time taken for meals? 

When you clock out for meals, you need to select the type of punch you are performing. Options will include a "meal" for when you take a lunch or dinner break. Some employees may automatically have a meal break deducted each day. 

How do I enter leave and absences?

Leave and absence requests are made through the OneUSG Connect Employee Self-Service site and these will automatically go onto your timesheet.

Non-exempt employees: If your leave is not approved by your manager, you will not be paid for this leave. 

How do I approve time for my employees?

Managers who are designated as a Reports To or a Time and Absence Approver will log into OneUSG Connect to approve leave and absences for their employees as often as desired. All timecards must be approved by the supervisor prior to the deadlines described in the practitioner payroll processing calendars. 

Employees do not need to approve their own time. Once they submit their time, it is considered approved by them.

What are Day Breaks for overnight employees?

In OneUSG Connect, the day break is the “Begin of Shift.” This means that all hours worked are attributed to the day that the shift began. (example: an employee works from Saturday at 10pm through Sunday at 8am. In OneUSG Connect, 10 hours are worked on Saturday).

This could have an impact on overtime.

What is the difference between Reported Time and Payable Time? How is the Time Administration process related to this?

Reported Time – When time is entered by the employee or manager, it is in a ”Reported Time” status. These are the actual hours worked.

Time Administration – A process that runs every 2 hours to convert Approved Reported Time into Payable Time. Reported Time only becomes Payable Time once it has been approved.

Payable Time shows the rules that have been applied to Reported Time. In Payable Time you will see overtime or comp time, shift differentials, auto meal deductions, and all exceptions that may have generated.

What are exceptions and how do I need to manage them as manager/supervisor?

Exceptions are alerts that may exist in Payable Time. Having an exception doesn’t mean that there is an error, it is just alerting you to something abnormal on the timesheet.

High Exceptions need to be resolved in order for the time to be paid. Example: invalid punch order or incomplete punch. 

Medium/Low Exceptions can either be resolved, or allowed by clicking the “allow” button on the Manage Exceptions page in the Team Time Tile.

Managers will need to review and manage exceptions for their biweekly employees. 

When an exception is resolved by updating the timesheet, the time will need to be approved again and Time Admin will need to run before the exception icon goes away.

What are my options when clocking in?

In OneUSG Connect, the employee chooses the punch type when clocking in or out. These options are In, Meal, and Out.

How do auto meal deductions work in OneUSG Connect?

For employees who are given an auto meal deduction, the Reported Time will not reflect the deduction. This deduction will show in Payable Time.

• Exceptions
  • If an employee works through lunch, the manager will need to add a line on the timesheet and add the time back as “REG” with a comment that the employee worked through lunch.
  • If an employee is set up with an auto meal deduction, but they clock in/out for lunch, the deduction will still be removed from the employee’s shift. Managers should be aware of this when approving time and add that hour back.

Do Pay From Schedule employees need Auto Meal Deductions in OneUSG Connect?

No. Pay From Schedule is recorded as Elapsed Time, total number of hours each day, so auto meal deductions are not needed.

What is Pay From Schedule?

Pay From Schedule is available in OneUSG Connect for select positions per department. 

To report time using Pay From Schedule, follow this training tutorial.

If the employee does not log into to apply schedule, there will be no hours populated on the timesheet.

Can I use the Kaba Clock if I have multiple jobs on campus?

Yes. When clocking in, you will need to press “job Selection” and select the job you are clocking in/out for. If you do not do this, your punches may flow to the incorrect timesheet.

If the Kaba Clock says “Offline” can I still clock in?

Yes, the Kaba Clock will record punches even if it is offline. The punches will be stored on the clock and sent to your timesheet in OneUSG Connect as soon as the Clock comes back online.

Do I have to swipe my UGA card or enter my ID # to clock in?

No; once enrolled in a clock, all you have to do is place your finger onto the biometric scanner.

What is an easy way for me to tell what my time entry method is?

• Please speak with your supervisor to confirm your time entry method.
• Addtitional information on entering time is available here. 

What should I do if I am unable to report time?

Check with your supervisor to verify what your time entry method should be.

 How do "rounding rules" work in OneUSG Connect?

Rounding is based on 6 minute rounding rules per punch. The rounding is applied to each punch, not to the daily total. 

In OneUSG Connect, "Reported Time" does not have any rounding applied to it yet. Once the time is approved, the "Payable Time" will reflect the rounding.

For example, "Reported Time" is 7.27, but the "Payable Time" may be 7.2. We recommend that time approvers approve the "Reported Time," then return to the timesheet after "Time Admin" runs to also validate the "Payable Time."

When are holidays reflected in OneUSG Connect?

Holidays are not pre-loaded into OneUSG Connect because if there are any changes in Job Data or eligibility, there is a risk that holiday hours will be paid to an employee in error. 

Each holiday is loaded into the Time and Labor module within OneUSG Connect closer to the pay period that includes the current holiday.

Benefits

How do I access my benefits?

You will be able to enroll in, view and update your benefits through OneUSG Connect Benefits from either the OneUSG Connect Employee Self Service portal or from the HR Benefits website.

I'm transferring to another USG institution. How do I keep my benefits? 

Your departmental HR professional should notify UGA Central HR as soon as possible before your transfer to another USG institution. This ensures a smooth transfer of your benefits. 

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

I'm leaving the University System. What happens to my benefits?  

As a terminated employee, you will have benefits during the month of your termination, and premiums will be deducted from your pay. 

Your termination date is the first day you are inactive, not the last day you worked.  

For example, if you want your last day of work (active employment) at UGA to be June 1, your termination date should be June 2, regardless of the day of the week these dates fall on.

How can I review and/or change my contributions to my 403b or 457b tax sheltered annuities (regular or Roth)?

Reviewing and/or changing your 403b or 457b contributions can be done from the OneUSG Connect Benefits website.

Additional information about these retirement plans can be found on the UGA Human Resources website.

If you need further information, please reach out UGA Human Resources at 542-2222 and speak with a Benefits Consultant.

Job Codes

How is my UGA Job Code determined? 

UGA Job Classifications are collapsed into USG Board Job Categories (B-CAT) infrastructure and uploaded to the new HCM.  USG B-CAT is prescribed based on job classification and reports to data.  All UGA employees currently have a USG Job Category (B-CAT) assigned in the HR legacy systems. This B-CAT is called the UGA Job Code in OneUSG Connect. 

Job Code Information:

• Student Workers will all use a non-exempt UGA Job Code.
• Graduate Assistant job codes are determined based on nature of work.
• The UGA Job Code for administrative positions are determined by reports-to data and employees supervised based on USG B-CAT definitions. 
• Some elements of current UGA job classifications, such as “part-time” are a separate HCM data element.

Faculty UGA Job Codes will be assigned as follows:

• Academic Ranks: Will not see a change.
• Academic Professionals: Academic professional rank level are captured in a separate field within the Manage Faculty Events section of the HCM.
• Administrative A: There will not be a job code for Administrative A, administrative faculty without rank.  Instead, the UGA Job Code will align with the USG Job Category for the administrative position held (ex. Vice President).
• Administrative Faculty with Rank: The faculty member’s rank (ex. Professor) is captured in a separate field within the Manage Faculty Events section of the HCM.
• Clinical Ranks: Job categories are defined specific to clinical faculty ranks.
• Lecturers: Lecturer rank level is captured in a separate field within the Manage Faculty Events section of the HCM.
• Librarians: All are assigned the same job code. Librarian rank level is captured in a separate field within the Manage Faculty Events section of the HCM.
• Public Service: All are assigned the same job code. The Public Service rank level is captured in a separate field within the Manage Faculty Events section of the HCM.
• Research Scientists: All are assigned the same job code. Research Scientist rank level is captured in a separate field within the Manage Faculty Events section of the HCM.

What will be displayed in the official UGA Directory and what will be displayed in OneUSG Connect Employee Self-Service?

 

Your Official UGA Title is displayed in the UGA Online Directory.

Your UGA Job Code is displayed in OneUSG Connect.

Where can I get more information on UGA Job Codes?

You can find more information on Job Codes, including a link to current job codes, on the Human Resources Compensation site.

Campaign for Charities

How do I enroll in the campaign for charities contribution?

Payroll deductions for campaign contributions can be processed by accessing the Make SCCP Contribution tile within OneUSG Connect Employee Self Service.

The deductions for bi-weekly employees are split evenly between the first and second paycheck of each month. Deductions for monthly employees will be taken from each month's paycheck.

Will I be able to contribute after the deadline in December?

Contributions to the State Charitible Contribution Program can only be processed during the enrollment period each Fall. 

 

Affiliates

What is the definition of a USG Affiliate?

USG Affiliates are not legal employees but perform work on behalf of UGA. Examples include: independent contractors, consultant, adjunct faculty, and dual-appointment faculty at a requesting institution.

How do I renew an Affiliate?

Affiliates must be renewed annually by either Office of Reearch (for visiting researchers & scholars physically on the UGA campus) or by the UGA OneCard Office for all others. For OneCard Office renewals, please download the affiliate request form, obtain the required signatures (Dept Head & Dean/VP), and submit the form to the OneCard Office. There are a few options to submit these forms: (a) via SendFiles to “ugacard”, (b) fax to 706-542-0070, or (c) hand-deliver to the OneCard office.

What is the definition of a Non-Paid USG Affiliate?

Non-paid Affiliates are not legal employees AND do not perform any formal work for UGA. Examples include volunteers and pre-hires.

What is the criteria for affiliates to be processed in OneUSG Connect?

In order for an affiliate to be processed in OneUSG, they need to meet one of the following access criteria:

• OneUSG Connect HR System – If an affiliate must perform actions in OneUSG Connect (e.g., approve time) the affiliate would need access to OneUSG Connect.
• UGA Financial Management System – If an affiliate needs to perform actions in the UGA Financial Management System (e.g., approve expenses), they would need access to the Financials System.
• Banner System – If an affiliate needs administrator access to the Banner Student System (i.e., instructor of record), then they would need to processed through OneUSG Connect.

What affiliate types will be processed in OneUSG Connect?

The following affiliate types have been determined to meet one of the criteria for an affiliate to be processed in OneUSG Connect.  It is possible that these affiliate types may also include types of people who do receive pay from UGA Payroll.  Whether they are considered a UGA employee or an Affiliate, the following will be processed through UGAJobs (and thus in OneUSG Connect).

• Adjunct Faculty (including ROTC and Forestry)
• AU Partnership Faculty and Staff
• CAES Cooperative Extension Services
• CAES – County Extension Staff (Non-Paid)
• CAES – Time Approvers
• Emeritus Faculty
• Graduate Students
• Interns/Externs
• Postdoctoral Fellows*
• ROTC Staff (all)
• Students (non-employees) that travel

If other affiliates (e.g., consultants) meet the criteria stated in the question above, they will also be processed through OneUSG Connect.    

* If your unit needs to process a postdoctoral scholar, please contact the Office of Postdoctoral Affairs within the Office of Research.

What are the steps to process an affiliate through OneUSG Connect?

Affiliates who meet the criteria to be processed in OneUSG Connect in the question above, will need to be processed through UGAJobs.  

Who should I contact if I have questions regarding processing an affiliate through OneUSG Connect HCM?

Please send an email to hrweb@uga.edu or call 706-542-2222. 

How do I process an affiliate that will be visiting campus to participate in research for the university?

Contact the Office of Research at vrs@uga.edu or call 706-542-4750 for further guidance. You can also go to the Visiting Researchers/Scholars for information on procedures for Visiting Researchers/ Scholars. For research visitors others than Visiting Researchers/Scholars, please reach out to the applicable Research Office contact for more guidance.

How do I process a Non-Paid USG Affiliate that will be participating in research for the university but will not be visiting campus?

Please visit the UGA OneCard Affiliates website for guidance on what form to complete to request a UGAID.  You can also email ugacard@uga.edu or call 706-542-9226.

I have an affiliate who will be working with my department.  The affiliate is not a paid UGA employee, does not need access to OneUSG Connect, UGA Financial Management or Banner and does not meet the criteria to be considered a visiting researcher or scholar.  What process should I follow to establish a UGAID for that person?

Please visit the UGA OneCard Affiliates website for guidance on what form to complete to request a UGAID.  You can also email ugacard@uga.edu or call 706-542-9226.

Who should I contact regarding an Affiliate record once the affiliate has been added to OneUSG Connect HCM?

Please contact OneUSG Connect Support at oneusgsupport@uga.edu or call at 706-542-0202.

Last Modified:  12/15/20