Tip #1: University Human Resources & Faculty Affairs – Offer Letter Furlough Language [WSC]
While awaiting further clarification about the possibility of furloughs, HR and OFA are working together to address possible updates to offer letter templates as well as notifications for any new employment beginning after July 1, 2020 (FY 2021). Please use the current offer letter templates for Faculty, Staff and Partial Year Employees.
Tip #2: University Human Resources – People Operations: Undergraduate Student Employment [WSC]
If you have an undergraduate student employee who intends on returning to work in the same position in the fall, you do not need to process a termination for the summer. If the student employee is no longer working and does not return in the fall, you can process a termination through Manager Self Service (MSS) at that time. A decision guide for student employees is available on the HR website.
Tip #3: University Human Resources – People Operations: Employee Verifications [WSC]
The Work Number (TWN) processes employment and salary verifications for the University of Georgia. If you receive requests or forms, please refer them to the HR website for additional information. Please contact the Onboarding & Employment Services team with any questions or 706-542-2222.
Tip #4: Finance – Accounts Payable: Financial Management System Release Notes [WSC]
With the most recent Financial Management update, there has been a change to the invoice number field when submitting a payment request. Only letters, numbers, and spaces will be valid characters to use within the invoice number field when submitting a payment request. Special characters should no longer be used in this field, as they can cause downstream issues with ACH payments. For any recurring monthly payments (such as utilities), please include your account number as needed, the abbreviated month and the last two digits of the year (example: 123456 JAN 20).
Tip #5: Finance – Accounting: Year End Reminder [WSC]
Don’t forget to refresh your memory about year-end processes and update your calendars accordingly! When reviewing account balances for Asset/Liability/Revenue/Expense Account Codes, use query UGA_GL_LEDGER_BALANCES to look for “opposite” signs overall. Use query UGA_GL_LEDGER_DETAIL or UGA_GL_TRANSACTIONS to identify specific transactions that are causing the variance. Assets/Expenses should have a “POSITIVE” balance so look for “NEGATIVE” transactions. Liabilities/Revenues should have a “NEGATIVE” balance so look for “POSITIVE” transactions. A News Item has been created with relevant documents to the fiscal year-end processes.
Tip #6: Data Warehouse: Upcoming Changes to Budget and Project Status Cubes [WSC]
On Friday, July 10, new Budget and Project Status Cubes will need to be downloaded. The data source for these reports is in the process of being changed in order to improve the accuracy of project reporting and add additional data, detail and features to the cubes. The Budget and Project Status Cube, Budget Status Report, Project Status Report, Monthly Status Report and the financials transaction log will all be impacted. This means a new download of the cube will be necessary, not just a filter change. In addition, saved views and subscriptions in the BSR, PSR and MSR will need to be rebuilt. More details on these changes can be found in the May 28 and forthcoming Weekly Status Calls.
If you have questions or have discovered your own tips and tricks for transitioning and rebuilding cubes and want to share them, please email the OneSource Service Desk.
Tip #7: Data Warehouse: Project Status Report – Best Practice [WSC]
While the Project Status Report (PSR) does have multiple payroll tabs, they each have their own particular purpose. The PSR Payroll tab (tab #3) is designed to be used as drill-through from the PSR Drill Through tab (tab #2) for individual payroll transactions when additional information is needed about a specific transaction. Do not use the PSR Payroll tab to select all and drill-through. This will pull in more data than intended. The Payroll Transaction List (tab #7) is designed to give you payroll data by person. Fund Code has recently been added as a column and a filter to the Payroll Transaction List tab to make it easier to identify the funding source for individuals!
Tip #8: OneUSG Connect – Payroll: Deadline Reminder [WSC]
The biweekly payroll deadline is five business days before payroll processing. The monthly payroll deadline is four business days before payroll processing. HR will be sending reminders when transactions to update job data are submitted after the HR/Payroll deadline.
Tip #9: OneUSG Connect –Payroll: Summer Payroll Exception [WSC]
When you make corrections to the previous month’s summer pay, or submit payment for new faculty hires, utilize the Summer Academic Payroll Exception Form. To request an Overpayment, please complete this via Overpayment Request. Changes to funding should be processed via the Express Direct Retro process. To submit the Exception form within OneUSG Connect, navigate through Navigator > Manager Self Service > Forms > Manager Self Service Request.
Tip #10: OneUSG Connect – Payroll: New Faculty Summer Pay [WSC]
New faculty hires for summer that began June 1 or later will need to utilize the Exception Form process. If the individual does not show up when you search for them to submit the Manager Self Service Request, it is likely that their effective date of hire is not yet effective. The recommended deadline for submitting Exceptions is the same as the HR/Payroll deadline date.
Tip #11: OneUSG Connect – Updated Summer Pay Queries [WSC]
The Summer Pay Entered by the EmplID query has been updated. The query will now evaluate each month against the maximum amount; 18F faculty are evaluated against the calculated maximum and 18P faculty are evaluated against the OFA approved amount. Additionally, there is a new query for 18P Faculty Approved for Summer that is limited to academic faculty within your security view and specific to the monthly maximums approved by OFA. The link to this query has replaced the link to the Faculty Offer Letters at the end of the first row of the Summer Pay Queries.
Tip #12: OneUSG Connect – Manage Faculty Events: Contract Delivery Reminder [WSC]
All 2020-2021 contracts for contract-eligible fiscal and academic faculty will be available electronically through the Faculty Data Self Service (FDSS) section of OneUSG Connect. When the contracts are ready to be signed, faculty will be notified via Archnews. To help ensure that faculty are prepared to access their contracts, a Quick Reference Guide and online tutorial are available on the Contracts page on the OFA website.
Tip #13: Identity Management System (IDM): Upgrade [WSC]
OneIdentity will be receiving an upgrade from June 5-7 that will cause look and feel changes for users of the IDM Portal. During the upgrade, there will be no impact for users to be able to use their MyID to access campus systems however, identity creation and updates will be suspended during the upgrade.
Known Issue Updates: No New Known Issues!
*For more details and updates, please visit the Known Issues page or contact the OneSource Service Desk at [email protected].
Upcoming Training, Updates and Reminders:
Course: Understanding Accounts Receivable, Deferred Revenue and Carry Forward Calculation
Format: Recorded
Date: Coming Soon!
Registration: OneSource Training Library
Course: Amazon Punchout
Format: Video
Date: Continuous
Registration: Budget & Financial Management Training
Course: Faculty Contracts 2021
Format: Recorded
Date: Continuous
Registration: OneSource Training Library
Course: GA Center (Various)
Format: Online
Date: Until June 30
Registration: Self-paced online courses
Course: OneUSG Connect Queries
Format: Job Aid
Date: Continuous
Registration: OneUSG Connect Queries Job Aid, Quick Reference Materials for Practitioners
Course: Summer Pay
Format: Recorded
Date: Continuous
Registration: OneSource Training Library
Course: Training and Development (Various)
Format: Zoom
Date: May 13 – July 31
Registration: Professional Education Portal
*Due to the current circumstances, trainings will fully operate as webinars. If trainings are moved or cancelled, the Training Team will contact currently registered participants directly. Please review the Training Website for the most up-to-date information on training.
System Maintenance and Releases:
- UGA Systems: Find updates posted at status.uga.edu
- USG Systems: Find updates posted at status.usg.edu
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].
Submit a tip: Do you have tip to share? Email it to us at [email protected].
