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Faculty and Staff Guide

Beginning December 16, 2018, UGA faculty and staff will notice changes to several employee processes, including accessing pay stubs, requesting leave, approving time and more. This guide includes information to help faculty and staff navigate these changes.

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

If you are an HR professional, please see our page for HR professionals


UGA Pay Dates after December 16 OneUSG Connect Go-Live

2019 OneUSG Connect Payroll Calendars

Monthly and Academic Pay Dates

Biweekly, Salaried and Hourly, Pay Dates

You will be paid on the last business day of the month In December, your pay dates will remain as scheduled. Starting in January, you will be paid on Fridays.
December 31, 2018
January 31, 2019
December 20, 2018
December 27, 2018 (Salaried only)
January 4, 2019
January 18, 2019

Key Changes FAQs:

General Questions:

All employees will see changes. For example:

  • Employees will use a new Employee Self Service tool. The current UGA Employee Self-Service website will be available until July 1, 2019 to view historical information.

  • For bi-weekly employees, the work week will change from Thursday – Wednesday to Sunday – Saturday.

  • Fridays will be pay days for all bi-weekly employees beginning Jan. 4, 2019. Your pay day will change from Thursday to Friday, but there will also be less time between the end of your pay period and the date you receive your paycheck. 

  • Academic and Monthly employees will be paid on the last business day of the month. This will be true even if the last business day of the month is a UGA holiday.

  • Employees will no longer receive an email notification when their paystub is available beginning in January 2019. On your pay date, you will be able to log in to OneUSG Connect to see your paystub.

  • All employees will use the new system to request leave.

  • Staff will retain Official UGA Job Titles (currently known as working titles) that appropriately reflect the important roles fulfilled by our staff and enable unit level reporting needs.  Job classifications will be collapsed to align with the job classification used by the University System of Georgia, providing greater flexibility and better tools for school, college, and unit leadership to recruit, retain and promote staff.

Nearly all human resources and payroll processes will change.  Therefore, as a Supervisor and Employee, you will see changes in the way you do your job. For example:

  • We will no longer use the Kronos/MyTime system.
  • Most leave will be initiated by the employee in the system.
  • Employees will be able to use “self-service” for certain functions, such as to update direct deposit and W-4 information.

ArchPass will be required for the new OneUSG Connect System and OneUSG Connect Benefits.

  • ArchPass:  UGA’s two- step login solution will be required for the new OneUSG Connect System.
  • For more  information on Archpass, visit archpass.uga.edu.
  • Current choice for W-2 Electronic Opt-In
  • Historical Jobs and Salary Changes
  • Pending Leave

All UGA employees now 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_IS is in addition to an employees Federal SSN and UGAID (81x).

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 central office and/or OneUSG Connect Support to see 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.

Who can I contact with questions about the new  systems?  UGA and USG will parnter on supporting UGA employees on OneUSG Connect.  You can call 706-542-0202, use the "need assistance" web form on the OneSource website or email oneusgsupport@uga.edu.

Payroll Key Changes:

If you are salary or hourly and are paid bi-weekly: Starting in December, your work week will change to Sunday through Saturday. Your pay day will change from Thursday to Friday, but there will also be less time between the end of your pay period and the date you receive your paycheck. 

If you are paid monthly: Starting in December, your pay date will be the last business day of every month. This applies to faculty and staff. 

More information is available on the Payroll Transition Resource Page.

No, you will not receive an email when your paystub is available.

On your pay date, you will be able to log in to OneUSG Connect to see your paystub. 

All direct deposit information will be transferred from the legacy UGA payroll system to the USG Connect Employee Self-Service site.

Please review your information after January 1, 2019, to ensure it has been transferred correctly. 

Effective December 2018, all employees will be required to use direct deposit to receive their paychecks. 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 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. 
  • Off-Cycle Payroll Payments: If you have been approved to receive payroll funds between pay periods, your funds will be directly deposited into your 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. 

With the implementation of OneUSG Connect on December 16, UGA will no longer offer credit union payroll deductions. 

Instead, you can have the same amount directly deposited into your credit union account. You can elect to have your paycheck directly deposited into a maximum of 6 accounts.

If you currently have a credit union deduction, you will receive an email in late October with instructions on how to convert your credit union deduction to a direct deposit account on December 16.

Additional information is available on the Direct Deposit Resource Page.

Emergency payroll checks will be replaced by off-cycle payroll payments. These will be paid on Fridays, in between the scheduled biweekly pay days, and will be directly deposited into your account. 

Several variables can affect the amount of your January paycheck such as:

  • A change in benefits
  • An FY19 merit raise, which takes effect in January
  • All court ordered deductions such as Child Support, Tax Levy, and Garnishment will be reflected as one Garnishment deduction.

If you have concerns or further questions, please contact UGA Payroll

  • 2018 W-2s:
    • If you opted for electronic delivery, you can access your W-2 through the UGA Employee Self-Service site.
    • If you did not choose electronic delivery, you will pick up your W-2s at your department. 
    • If you have left UGA, your W-2 will be mailed to you.
  • 2019 W-2s:
    • If you want to access your W-2 electronically, you will need to "opt in" for electronic delivery through the OneUSG Connect Employee Self-Service site. You will be able to opt in after you receive your first paycheck with the new system. 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 by ADP. 
    • If you have left UGA, you will be able to access your W-2 through the OneUSG Connect Employee Self-Service Site, if you opted for electronic delivery. You can also choose to have your W-2 mailed to you by ADP.

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.

Information on December 2018 sign-off dates is available on the Payroll Transition page.

Requesting and Approving Leave

All faculty and staff will 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. 

Your leave balance will show as "0.00" until January. Until this time, check your leave balances at employee.uga.edu

Leave balances will not be converted into OneUSG Connect Employee Self-Service until after the December 16 go-live. 

If you are paid biweekly, your leave balance will show as "0.00" until the end of December. If you are paid monthly, your leave balance will show as "0.00" until mid-January.

In the meantime, check your leave balances at employee.uga.edu

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. 

No. Any untaken or pending leave will not be converted and must be re-entered into OneUSG Connect. 

If you paid biweekly, this applies to any leave scheduled after December 15, 2018, including December 31, 2018.

It is vital you re-enter this leave in OneUSG Connect and that it is approved by your manager, to ensure you are paid for this time off.

If you are paid monthly, this applies to any leave scheduled after January 1, 2019.

These leave requests can be re-entered in OneUSG Connect by the employee, the manager or the Time and Absence Approver. 

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.

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. 

You will be able to 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 Central 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.

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.

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. 

This will be a manual process that will continue during open enrollment. Central HR will send an announcement during that time for those who wish to participate.

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.

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.  

Time and Attendance Changes for Non-Exempt Employees

Time can be entered through the Kaba clock, 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, you will log into the OneUSG Connect Employee Self-Service site and click "Apply Schedule." If you need to make changes to your time, you will make those changes and then submit your time. 

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. 

Effective December 16, 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.

When you clock out for meals, you will 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. 

You will request leave and absences 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. 

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.

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

The current UGA Day Break is at midnight – this means that all hours worked are attributed to the actual day they are worked on. (example: an employee works from Saturday at 10pm through Sunday at 8am. In current state, 2 hours are worked on Saturday, and 8 hours are worked on Sunday).

In OneUSG Connect, the day break will be “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.

Overnight employees and managers who approve time for overnight employees need to be aware of this change. At the end of the pay week, which is Saturday in OneUSG Connect, an overnight employee coming in late may earn overtime they wouldn’t in the current system. Example: an employee works from Saturday 10pm through Sunday 8am, but comes to work 2 hours late at 12am. The 10 hour shift that would normally populate on Saturday will not be there, and the 8 hours worked will show on Sunday. This employee will only have 30 hours in week  and will earn 8 hours of overtime in week 2.

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.

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 at the bottom of the timesheet. Example: Long Shift.

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.

Currently, when an employee records a punch, they are simply recording a timestamp without selecting In or Out. When these punches flow onto the timesheet, they are either In or Out.

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

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.

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

Pay From Schedule will still be available in OneUSG Connect, but it will function differently. Pay From Schedule hours will not automatically flow onto the employees timesheet  - the employee will need to log into the system each pay period to “Apply Schedule”

The employee will launch their timesheet and press “Apply Schedule.” The time will roll onto the timesheet as Elpased Time, which is a number of hours each day regardless of specific in/out punches.

The employees makes any needed changes to their time, then presses submit.

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

Benefits

You will be able to enroll in, view and update your benefits through the OneUSG Faculty and Staff Portal.

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. 

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.

Job Codes

As part of the University’s implementation of OneUSG Connect HCM on December 16, 2018, UGA must adopt the USG Job Categories (B-CATS) as the primary Job Code structure.   UGA is aligning current UGA Job Classifications with the USG Job Categories to become your new UGA Job Code, while retaining Official UGA Job Titles (currently known as working titles) that appropriately reflect the important roles fulfilled by our staff and enable unit level reporting needs. 

It is important to note that faculty and staff pay, reporting relationships, job duties, exemption status and FLSA status will not change when the new UGA Job Codes are implemented. 

The only change you will see within UGA systems is your job classification (ex. Student Affairs Specialist I) will be replaced by your new UGA Job Code (ex. Student Affairs Paraprofessional/Professional).  Official UGA Job Titles will be retained to appropriately reflect the important roles of our staff.

If you have a separate working title (free form field) in a current UGA legacy system, then this will be your Official UGA Job Title in the new system.  Otherwise, your Official UGA Job Title will be your former UGA job classification (ex. Student Affairs Specialist I).  Official UGA Job Titles will be determined by each unit in coordination with UGA Human Resources after implementation.

UGA Job Classifications will be 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 will be called the UGA Job Code in OneUSG Connect. 

Human Resources is working on a job code crosswalk.  It is being tested in the OneUSG Connect user acceptance testing environment.  Campus HR partners will be given an opportunity to review the job codes prior to implementation of the new system.

Some specifics include:

  • Student Workers will all use the same non-exempt UGA Job Code.
  • Graduate Assistant job codes will be determined based on nature of work.
  • Most employees in the same current UGA Job Classification will be mapped to the same BCAT. However, some current UGA Job Classifications will be mapped to different BCATS due to reporting structure.  An example is the current UGA Job Classification of Director.  The new UGA Job Code will not have a one-to-one mapping.  Rather, the new UGA Job Code for these administrative positions will be 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” will be a separate HCM data element instead of an element of your new job code.

Faculty UGA Job Codes will be assigned as follows:

  • Academic Ranks: Will not see a change.
  • Academic Professionals: All will be assigned the same job code.  Academic professional rank level will be 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 UGA Job Code will align with the USG Job Category for the administrative position held (ex. Department Head).  The faculty member’s rank (ex. Professor) will be captured in a separate field within the Manage Faculty Events section of the HCM.
  • Clinical Ranks: At go-live, clinical faculty will have the same job code as academic ranks with an additional sub-category to define that it is clinical.  A request has been submitted to USG to define job categories specific to clinical faculty ranks.  It is anticipated that these will be available in early 2019.
  • Lecturers: Lecturers and Senior Lecturers will be assigned the same job code.  Lecturer rank level will be captured in a separate field within the Manage Faculty Events section of the HCM.
  • Librarians: All will be assigned the same job code.  Librarian rank level will be captured in a separate field within the Manage Faculty Events section of the HCM.
  • Public Service: All will be assigned the same job code.  Public Service rank level will be captured in a separate field within the Manage Faculty Events section of the HCM.
  • Research Scientists: All will be assigned the same job code.  Research Scientist rank level will be captured in a separate field within the Manage Faculty Events section of the HCM.

If you believe your UGA Job Code has been incorrectly assigned when OneUSG Connect HCM is implemented, there will be a standard review procedure for corrections through Human Resources.  More information on this process will be available after December 16.

 

Your Official UGA Title, currently known as your working title (free-form title assigned by the department) will be displayed in the UGA Online Directory.

Your UGA Job Code will be displayed in OneUSG Connect.

 

More information will be available in early 2019 on competencies for staff job codes.  Faculty will continue to refer to promotion guidelines for criteria for promotion within their respective rank category.

Campaign for Charities

Payroll deduction for campaign contributions will still be an option and contributions for the current campaign will transition over. 

The deductions for bi-weekly employees will be split evenly between the first and second paycheck of each month, unlike the previous deductions which all occurred on the second paycheck.  All other employee deductions will stay the same.

Of course, contributions are always welcome. After the December 4th deadline, these can be provided in the form of cash or check until December 21, 2018.

 

For the Fall 2018 campaign currently underway, the system and methods to contribute will remain the same.  For the Fall 2019 campaign, there will be a change in the system and forms to align with the new HR/Payroll system.  More information on this will be released later in 2019 in advance of the campaign.

Last Modified:  11/27/18