Tip #1: UGA – Policies and Procedures: Inclement Weather [WSC]
It is important to ensure that we are prepared for possible inclement weather. The Inclement Weather Policy applies to the Athens campus and any other UGA campus that is indicated in any notifications. Identify Designated Employees prior to an inclement weather event if you have not done so already. Be considerate of employees who may be travelling from areas where there are weather impacts not affecting a UGA campus.
Tip #2: UGA – Policies and Procedures: Telecommuting [WSC]
UGA supports employee telecommuting at the discretion of units and supervisors. For telecommuting stipulations and additional information, please review the Telecommuting Policy.
Tip #3: Enhancements Roadmap – Process Improvements [WSC]
UGA’s Continuous Improvement Process, formalized by the creation of the Business Services Advisory Group (BSAG) in 2014, continues to gain momentum. The public-facing Enhancements Roadmap, can be found on the OneSource site or the OIR site with a new option to “submit an enhancement.” All OneSource enhancement requests will funnel through the OneSource Service Desk, who will add them to the Enhancements Roadmap. Please note that the Name field on the form is not required. The unit Chief Business Officer (CBO) will be notified when a new enhancement request is submitted. This will allow CBOs to more effectively advocate for their units’ needs in prioritization discussions and allow them to provide internal support in the interim.
Tip #4: Finance – Simpler: February Release Notes [WSC]
Within the Payroll Expense Detail in Simpler, Combo Codes have been added to the last column on the right, allowing you to see which combo code is associated with each check and journal.
Tip #5: Finance – Accounting: Financial Management Query [WSC]
A new query is available to view various transactions and amounts that make up your original budget. The query is UGA_KK_BUDGET_ORIGINAL and will display the original budget by the chartfield.
Tip #6: Finance – Accounting: Account Code Description [WSC]
An update has been made to the UGA_GL_CF_GL_ACCOUNT_TBL query that will provide the Long Description information for all accounts or a series of accounts. This information will relate to the purpose of the account and will be helpful in determining the appropriate account to use for transactions.
Tip #7: Finance – Accounting: Anomaly Cleanup!
Central Accounting appreciates unit efforts that go into cleaning up transactions! On January 27, Financial Leads were sent details of transactions with various types of anomalies to be corrected. There will be new combo rules placed into effect on March 1. Please ensure that ALL identified anomalies have been corrected before February month-end prior to the new combo rules going into effect.
Tip#8: OneUSG Connect – UGAJobs: Data Clean-up [WSC]
A “unit ask” will be distributed to both HR and FA Liaisons from Central HR and Office of Faculty Affairs for departments to update position of trust questions and request corrections to position data, including standard hours. A report for the unit ask will include regular faculty and part-time/limited term faculty, as well as staff, student and temporary positions. Updated background investigations may be required for certain positions. The Workforce Planning & Recruitment team will manage updates to UGAJobs and will hold office hours every Thursday in March and April 2 from 3:00 p.m. – 5:00 p.m. in Caldwell Hall, Room 410.
Tip #9: OneUSG Connect – UGAJobs: Independent Contractors/Consultants [WSC]
An Independent Contractor is a person, business or corporation that provides goods or services under a written contract or a verbal agreement. Independent contractors do not work regularly for an employer but work as required. Independent Consultants improve operations, solve problems, develop strategies and are often retired experts in their field. Consultants can be employed in many industries and typically require specialized knowledge of the field.
A retiree from the University System of Georgia (USG) cannot under any circumstances work as an Independent Contractor. There is no time limit on this policy. A former employee (non-retiree) of the USG must have a break in service of at least 24 months before they can return as an Independent Contractor. To determine an employee vs. an Independent Contractor, please review the Employee vs. Independent Contractor Policy.
If you are considering hiring an Independent Contractor, please contact the Special Employment Coordinator, Leslye Skiba in Central HR. The proposed Independent Contractor will need to complete the Independent Contractor Worksheet. After the form is reviewed, your unit will receive an email with approval or denial. If approved, the approval email MUST accompany the independent contractor’s contract when you send it to Procurement. If the guidelines above are not adhered to, the request will be denied.
Tip #10: OneUSG Connect – UGAJobs: Background Investigation Enhancements [WSC]
Central HR is implementing several background investigation (BI) enhancements! The BI consent email will have volunteer or employee-specific language and will be initiated earlier in the hiring process. Once a candidate has been recommendedfor hire, they will automatically receive an email that will allow the candidate to initiate their background check. Furthermore, there will be a unit-based platform that will allow units to initiate BIs without involving Central HR for designated types of new hires (e.g., Graduate Assistants).
Tip #11: OneUSG Connect – Spring Cleaning for Campus Addresses [WSC]
It is time to do some spring cleaning! Specifically, with employee campus addresses. The campus address is utilized within OneUSG Connect, not the business address. Keep in mind that when an employee is hired, they will likely need their Campus Address updated in OneUSG Connect—especially for a transfer. This address is used to send important information to UGA Employees such as invitations to award ceremonies, marketing brochures, state charity campaign information, etc.
All system managers can update the campus address for employees in their department. To determine who needs their campus address updated, the Campus Address for Employee query has been created. This query can be found in the System Manager Workcenter under Workforce Administration. A tutorial has been published in the Training Library to assist with updating employee campus addresses.
Tip #12: OneUSG Connect – Time & Labor: Rounding Rules Spreadsheet [WSC]
Thank you to CAES for creating a “rounding rules” spreadsheet to help employees better understand leave rounding practices when submitting leave requests!
Tip #13: OneUSG Connect – Time & Labor: Time Entry Best Practices [WSC]
It is always best practice for employees to enter their own time. The employee is responsible for ensuring that their timecard is completed, even if it is entered on their behalf by their manager. If their time is updated by another user, the employee will receive an email notification. All employees can view their own timesheet in OneUSG Connect.
Known Issue Updates:
System: OneUSG
Title: EDR Batch Job Processing
Status: Resolved
Overview: The Express Direct Retro (EDR) batch job has been put on hold. This means EDR transactions which have been approved have not been processed.
Workaround: MSS Managers may continue submitting EDR’s and they will be processed once resolved.
System: OneUSG
Title: Absence Request Error Message
Status: Resolved
Overview: When submitting an absence request in ESS, you may receive an error that states the work schedule was not found.
Workaround: Wait and try to enter the request at a later time.
System: OneUSG
Title: Campus Address
Status: Resolved
Overview: System Managers can now go into OneUSG Connect and update their employee’s Campus Address.
Workaround: A tutorial is available in the training library under the System Manager section.
System: OneUSG
Title: Leave Requests Missing Workflow
Status: Active
Overview: When submitting an absence request, it may spin or time out when clicking “Check Availability” or “Submit.” Timesheet will show “Needs Approval” but cannot be approved. Request will show on the timesheet but will not be in Absence Request History.
Workaround: Reminder: This is still continually being monitored and units are being notified.
System: OneUSG
Title: G-4 State Tax Exemption
Status: Active
Overview: Users may receive an error message when attempting to update G-4 State tax exempt status in OneUSG Connect.
Workaround: OneUSG Connect Support is aware of this and working towards a resolution.
System: OneUSG
Title: Compliance Component
Status: Active
Overview: There was an issue with the Compliance Component after the pay period ending 1/11/20, which caused hours to go into compliance in error.
Workaround: We have identified the issue centrally. We are working with USG to clear out all compliance hours for 12/29 – 1/11.
*This is a synopsis of updated Known Issues. For more details and updates, please visit the Known Issues page or contact the OneSource Service Desk at [email protected] or 706-542-0202.
Training, Updates and Reminders:
UGAJobs: Available to units by request. Central HR will come to you!
Pcard: Initial Pcard Training and Refresher Pcard Training on the Procurement site.
SPA Training (Sponsored Projects Administration): on the SPA training calendar.
BPSS (Budget Planning and Salary Setting):
Course: Policies and Procedures
Format: Interactive Webinar
Date/Time: March 6 - 10:00 a.m. – 12:00 p.m.
Registration: Register
Course: Policies and Procedures
Format: In-Person
Date/Time: March 25 - 2:00 p.m. – 4:00 p.m.
Registration: Register via PEP
Course: System Training
Format: In-Person
Date/Time: March 3 - 8:30 a.m. – 11:30 a.m.
Registration: Register via PEP
Course: System Training
Format: In-Person
Date/Time: March 10 - 8:30 a.m. – 11:30 a.m.
Registration: Register via PEP
Course: System Training
Format: In-Person
Date/Time: April 8 - 8:30 a.m. – 11:30 a.m.
Registration: Register via PEP
OneUSG Connect / Financial Management Interactive Webinars:
Course: Travel Authorizations and Expense Reports
Format: Interactive Webinar
Date/Time: March 3 - 8:30 a.m. – 11:00 a.m.
Registration: Register
Course: Intro to Study Away Financial Management
Format: Interactive Webinar
Date/Time: March 10 – 8:30 a.m. – 10:30 a.m.
Registration: Register
Course: Principles of Study Away Financial Management
Format: Interactive Webinar
Date/Time: March 18 – 8:30 am. – 10:30 a.m.
Registration: Register
Course: Working with GL Journals
Format: Interactive Webinar
Date/Time: March 18 - 1:30 p.m. – 3:30 p.m.
Registration: Register
Course: Working with GL Journals
Format: Interactive Webinar
Date/Time: April 6 - 1:30 p.m. – 3:30 p.m.
Registration: Register
EITS Training:
Course: User Account Standards
Format: Webinar
Date/Time: February 27 – 3:00 p.m. – 4:00 p.m.
Where: Blackboard Collaborate
Course: Tech Basics
Format: In-Person
Date/Time: March 19 – 10:00 a.m. – 11:30 a.m.
Where: T&D Room C & Webinar: Register
GRASP Training (General Resources for the Administration of Sponsored Projects):
Course: GRASP Course 3
Format: In-Person
Date/Time: March 2 - 9:00 a.m. – 12:00 p.m.
Where: T&D Lab K (hands on computer lab course)
Course: GRASP Course 4
Format: In-Person or Webinar
Date/Time: April 22 - 9:00 a.m. – 12:00 p.m.
Where: T&D Room C & Webinar: Register
System Maintenance and Releases:
- UGA Systems: Find updates posted at status.uga.edu
- Friday, February 21: Financial Management & Budget Management Operating System Maintenance
- Saturday, March 7: UGA Network outage. Additional details will be posted to status.uga.edu and the EITS Twitter feed
- USG Systems: Find updates posted at status.usg.edu
- Friday, February 28 – 29: OneUSG Connect Scheduled Maintenance
- Friday, March 13 – 18: OneUSG Connect Upgrade & GA Tech onboarding
- Friday, March 27 – 31: OneUSG Connect Upgrade & GA Tech onboarding
The OneSource Roadmap page includes enhancements as well as current timelines for
system upgrades and known maintenance. To submit a suggestion for an enhancement, please email us at [email protected].
Known Issues information is posted and updated regularly.
Submit a tip: Do you have tip to share? Email it to us at [email protected].
You can find all the Tuesday Tip emails on the Tuesday Tips resource page on the OneSource website.
