HR professionals

OneSource FAQs for HR Professionals 

• General Questions
• Time and Attendance
• Hiring and Benefits
• Position Management
• HR Reports To
• MyIDs - Employee MyIDs

General

What is the difference between UGAJobs and OneUSG Connect?

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. 

What actions do I perform in UGAJobs? What actions do I perform in OneUSG Connect? 

UGAJobs: Actions related to position changes and hiring.

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

Time and Attendance

I have a non-exempt employee who has been called back to work in an emergency. How much time is that employee paid for?

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.

Can non-exempt employees without benefits earn compensatory time? 

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

These employees can earn overtime pay.

How can I see employee details like time entry method and overtime/comp time settings? 

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.

What Time and Labor  settings do employees receive by default? 

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 OneUSGSupport@uga.edu at the time of hire or at the time of the change.

Hiring and Benefits

When do I create a personnel for employees who are eligible for benefits?

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. 

How do I determine if a position is benefits-eligible?

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. 

What should I do for an employee transferring to another USG institution to ensure they keep their benefits?

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. 

What happens to an employee's benefits when they are terminated?

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.  

Position Management

Do all employees have their own positions including students?

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.

Why do I have to process a termination request for all employees?

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.

HR Reports To

How is an employee's "Reports-To" (manager or supervisor) determined in the system?

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.

Will the UGA Financial Management System see changes in HR Report To?

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.

MyIDs- Provisioning Employee MyIDs

How is an employee MyID provisioned?

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

Last Modified:  04/27/21