Tip #1: Finance – Fiscal Year-End: Town Hall [WSC]
Join us for the Fiscal Year-End Town Hall hosted in place of the Thursday, March 26 Weekly Status Call from 1:30 p.m. to 3:00 p.m. at the Georgia Center in Masters Hall. If you plan on attending, please RSVP. The RSVP is not required, but requested if you know you will be in attendance either in person or via the Zoom Meeting. If you are unsure if you will be able to attend and are unable to RSVP, no worries! Please come out and join the Town Hall if you can.
Tip #2: Finance – Grants Management: New Sponsored Project Budget Template [WSC]
The new budget template for grants can be found in the Grants Tool Box (Budget Tools menu) on the SPA webpage. Budget Templates should be included at proposal submission in the Grants Portal: Proposal Docs > Proposal Budget. This new template will allow for improved initial budgeting once an award is funded.
Tip #3: Finance – Grants Management: New Incentives Account Code [WSC]
New Account Codes for Research Subject Incentives and Grant Participant Subsistence have been created. Research Subject Incentives (account 727105) should be used in the future for incentives (cash, gift cards, etc.) to motivate human subjects’ participation. This is the most common circumstance for grant participants.
Grant Participant Subsistence (account 751111) is used for participant support costs– subsistence allowances, travel allowances and registration fees paid to participants or trainees (not employees) in connection only with a conference or training type of project. Participant support costs are only allowable as a direct cost with the prior approval of the federal awarding agency.
SPA is auditing for existing projects that may have the incorrect account codes and will reach out to units who are impacted by this change. The Account Code Long Descriptions have been updated to better reflect the updated account codes and can be pulled from the Financial Management System using query UGA_GL_CF_GL_ACCOUNT_TBL.
Tip #4: Finance – Accounting: New Combo Rules [WSC]
New Fund/Class combination rules have been added effective on March 1. A copy of the Chart of Accounts Code Structure can be found in the Training Library to provide a visual of what Funds and Classes can be used together. Any anomalies that were not corrected before February month end, or any new anomalies that posted from transactions before March 1, should be submitted via an email to [email protected] that identifies the anomaly transaction (full chartstring) and corrected chartstring it should be moved to.
Tip #5: Finance – Data Warehouse: New Monthly Status Report [WSC]
The Monthly Status Report (MSR) is now available publicly on OIR’s Operational Reports page. This report was designed to be a static report that could be used for balancing purposes and is set up in a Fund by Department format. Best Practice: Even if you use this report throughout the month for a historical snapshot of the month, it’s important to re-run this report after the month has been officially closed.Training on running this report can be found in the Training Library. Questions and/or enhancement requests related to this report should be submitted to [email protected].
Tip #6: OneUSG Connect – Known Issue Resolved: Searches and Queries Not Showing Any Data
The process that refreshes Personal Data failed on the evening of March 9. Any searches or queries that used the Personal_Data table produced inaccurate results. Manager Self Service transactions were also affected. The data process was rerun the morning of March 10 by OneUSG Connect and the issue has been resolved.
Tip #7: OneUSG Connect – Critical Hire Approval Process [WSC]
The Frequently Asked Questions (FAQs) posted to the Critical Hire website are updated regularly. The most recent update includes all positions hired above $100,000 require a salary justification. Other updates include additional clarity related to reposting closed positions, temporary appointments and reclassification language.
Tip #8: OneUSG Connect – Manager Self Service: Approver Changes [WSC]
Based on a USG decision, MSS transactions (termination, position funding, etc.) will no longer be routed to the initiator of the transaction beginning March 18th. Only approximately 10% of all transactions have routed this way in the past. This may require departments to reevaluate their MSS approvers to ensure each HR department has at least one additional approver beyond the initiator. To view your departmental approvers, the query 180_SEC_DEPT_APPROVERS can be run in the System Manager Work Center. Any changes to approvers should be submitted through a MSS Security Request.
Tip #10: OneUSG Connect – Commitment Accounting: Replacement of System Manager Reporting Query [WSC]
The system manager reporting work center queries related to position funding, will be replaced by a single query. Queries 180_CA_POSITION_FUNDING and 180_CA_POSITION_FUNDING_BY_CF will be replaced with query 180_CA_POSITION_FUNDING_V2 by the end of this week. Once published by OneUSG Connect Support, the new position funding query will have multiple prompts. The new query will contain all the fields from the old queries along with some additional fields. Set ID and Fiscal Year will be required. The other prompt values are optional. However, if Project ID is used in the search criteria, PC Business Unit must also be used.
Tip #11: OneUSG Connect – Support: Practitioner Support via Phone [WSC]
One of the most prominent Enhancement Requests received through the BSAG process was the inability to call OneUSG Support and speak to specialized individuals who could assist our distributed HR Practitioners/Professionals. UGA and the OneUSG Connect support center worked together to ensure that most phone calls coming into OneUSG Connect Support from practitioners can be transferred directly to UGA Central HR staff as appropriate. OneUSG Connect Support will continue to support UGA employee questions about their own situations as well as certain practitioner questions that can be answered by central USG support.
Tip #12: OneUSG Connect – Office of Faculty Affairs: Summer Hires and Renewal Deadlines [WSC]
Any new hires or agreement renewals for part time and limited term faculty summer work/payroll will need to follow standard hiring processes, including all faculty review requirements. Schools/colleges/units can begin those processes at this time. The Office of Faculty Affairs (OFA) recommends submitting hiring proposals at least 6-8 weeks/45 days prior to start date. There are multiple approval levels for hiring proposals prior to reaching OFA. The final deadline for a hiring proposal to reach OFA level is 30 days prior to the start date. For example, as a best practice, Part Time and Limited Term renewals for the Summer should be submitted to OFA by April 1 for Maymester assignments.
Tip #13: OneUSG Connect – Summer Payroll Announcement [WSC]
New functionality that can be used for Summer Academic Payroll for faculty will be coming with the OneUSG Connect update this month and will replace the use of spreadsheets for Summer Payroll. The Summer Pay amounts and Combo Codes will be entered by distributed units but is not supported by MSS Workflow. These entries will be processed directly as additional pay. Each Summer month acts as an open enrollment period for summer pay entry. Edits can made at any time for any month up until that month’s lockout date, usually in the 3rd week of the month. This functionality was reviewed in the March 5th Weekly Status Call.
Communication will go out today asking for units to submit a Summer Pay security request from either the HR Liaison or the CBO of the major unit. The goal is to have the summer pay component available by April 1. Training registration is open for the webinars offered the first and second weeks of April.
Known Issue Updates:
System: Finance
Title: Chartstring Data Error
Status: Resolved
Overview: On Tuesday, March 3, it was reported that the BPSS chartstring is not showing data or cannot be budgeted for account code 600000.
Workaround: This issue has been resolved as of March 5.
System: OneUSG
Title: G-4 State Tax Exemption
Status: Resolved
Overview: Users may receive an error message when attempting to update G-4 State tax exempt status in OneUSG Connect.
Workaround: This issue has been resolved as of March 5.
System: OneUSG
Title: Searches and Queries Not Showing Data
Status: Resolved
Overview: The process that refreshes Personal Data failed. Queries using the Personal_Data table will produce inaccurate results. Manager Self Service is not returning any results or direct reports.
Workaround: The data is rebuilding as of March 10 at 10:00 a.m.
System: Finance
Title: Position Funding Reports
Status: Active
Overview: On Tuesday, March 3, it was confirmed that certain BPSS reports are not running to success such as: Combo Code Budgets, Combo Code Budgets (Full Chartstrings), Position Funding Distribution and Position Funding Distribution (Full Chartstring)
Workaround: These reports will be removed and replaced with new reports as soon as possible.
System: OneUSG
Title: UGAJobs to OneUSG
Status: Active
Overview: Issue with the UGAJobs Graduate/Research/Student/ Temp nightly position feed. Any updates submitted through UGAJobs since February 28, will not be reflected in OneUSG Connect.
Workaround: HR is working to get these updates into OneUSG Connect as soon as possible.
*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: 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: April 8 - 8:30 a.m. – 11:30 a.m.
Registration: Register via PEP
OneUSG Connect / Financial Management Interactive Webinars:
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: Summer Pay
Format: Interactive Webinar
Date/Time: April 2 – 10:30 a.m. – 12:00 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
Course: Summer Pay
Format: Interactive Webinar
Date/Time: April 8 – 1:30 p.m. – 3:00 p.m.
Registration: Register
EITS Training:
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 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, March 20: Financial Management & Budget Management Operating System Maintenance
- USG Systems: Find updates posted at status.usg.edu
- 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.
