Faculty and Staff Guide | University of Georgia

UGA faculty and staff should use OneUSG Connect for several employee processes, including accessing pay stubs, requesting leave, approving time and more. 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.

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:

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.

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.

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.

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).

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.

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:

Salary or hourly and are paid bi-weekly: Work week is Sunday through Saturday. Pay days are every other Friday.

Monthly: Pay date is the last business day of every month. This applies to faculty and staff.

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.

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.

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.

Off cycle checks are 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
A change in tax code
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 us at oneusgsupport@uga.edu.

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

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

Information about Electronic W-2s in OneUSG Connect:

Please enter your consent for electronic W-2 delivery through the OneUSG Connect Employee Self-Service site.
You will be able to enter your consent for an electronic W-2 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.
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 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.

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

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

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

The information regarding requesting and processing changes to salaries and compensation rates can be found here.

Requesting and Approving 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.

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.

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 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.

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. Additional information can be found in the OneSource Knowledge Base.

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

Information on Shared Leave can be found here.

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.

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

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.

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 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.

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.

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.

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.

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.

In OneUSG Connect, the employee chooses 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 is available in OneUSG Connect for select positions per department.

The employee will launch their timesheet and press “Apply Schedule.” The time will roll onto the timesheet as Elapsed 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.

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.

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.

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

If your time entry method is a Kaba Clock, you will know because you have been enrolled at the clock. If you log into the system and select the Time and Absence Tile, you will see that your weekly timesheet is “read only” and there will not be an option for any other time entry method.
If your time entry method is Web Clock, when you log into the system and select the Time and Absence Tile, you will see that your weekly timesheet is “read only” and there also will be an option for Web Clock.
If your time entry method is Pay From Schedule, when you log into the system and select the Time and Absence Tile, you will select your weekly timesheet. The timesheet will be an elapsed time timesheet, asking for the total number of hours each day, not individual in/out punches. There will also be an “Apply Schedule” button if no time or leave is reported on the timesheet.
If your time entry method is Manual Time Entry, when you log into the system and select the Time and Absence Tile, you will select your weekly timesheet. This will be a punch timesheet where you can manually enter your in/out punches.
Addtitional information on entering time is available here.

No. For a single job, you can be set up on either Kaba Clock or Web Clock – not both.

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

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."

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

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.

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.

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

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.

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

Your UGA Job Code is displayed in OneUSG Connect.

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

Campaign for Charities

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.

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

Affiliates

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.

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.

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

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.

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.

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

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

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.

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.

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

Last Modified: 12/15/20