Tip#1: UGA – Research Portals: Moving to SSO [WSC]
Beginning Monday, March 2, the login page for the Grants, IRB and ANOPS portals were updated to use the UGA Single Sign-On Service (SSO). This should not affect existing bookmarks, but if you have trouble logging in, please contact Sponsored Projects at [email protected] for assistance.
Tip #2: Finance – Budget Planning and Salary Setting (BPSS): Known Issue
On Tuesday, March 3, it was reported that the BPSS chartstring reports and forms are not showing data or cannot be budgeted for Account Code 600000. There is no original or current budget to view. Employees will not be able to use any BPSS chartstring reports until the issue is resolved. All other UGA Budget Management reports and data appear unaffected by this. For additional details and updates, please visit the Known Issues page or contact the OneSource Service Desk at [email protected] or 706-542-0202.
Tip #3: Finance – Travel and Payables: Email Notification for Delegates [WSC]
An enhancement request was submitted to be able to notify delegates (in addition to travelers) for Expense related emails from the Financial Management System. During testing, the working team found that the email notification templates can only be tied to a particular individual and role, so delegates cannot be added.
A suggested functional workaround would be for the traveler or initiator to set a simple inbox rule that would copy the email notification they would receive to the appropriate delegate(s). A tutorial is available to assist with setting up these kinds of rules in Outlook so that both individuals receive notification.
Tip #4: Finance – Purchasing: Sole Source & Sole Brand Resources [WSC]
Based upon community feedback and through collaboration with the Business Services Advisory Group, the Procurement Office has updated resources for Sole Source and Sole Brand. These have been added to the Training Library, the Procurement Website and within UGAmart.
The Sole Source/Sole Brand Justification form has been revamped to provide a consistent structure for end-users to enter concise justification for using one of these purchasing methods. Comprehensive completion of this form will allow Procurement to process these purchase requests more efficiently.
The Guide to Sole Source & Sole Brand Procurement can be used to understand the format and requirements of the justification form. The guide defines purchasing methods and provides direction on when they should be used as well as a checklist for departments and for Procurement for required documentation.
Tip #5: Finance – Purchasing: Federally Funded Procurement [WSC]
A new Guide to Federally Funded Procurement provides guidance on additional federal requirements for purchases funded by Federal Grants & Cooperative Agreements (Uniform Guidance), Federal Contracts, appropriations and purchase orders issued by Congress or Federal Agencies (Federal Acquisition Regulation).
Tip #6: OneUSG Connect – System Logout Times
An enhancement request was submitted to increase the OneUSG Connect logout time. This enhancement is being reviewed for viability, but in the meantime, if you are experiencing shorter than expected timeouts (under 20 min) please make sure you are keeping your primary window/tab active: the timeout of your login will run based off of the first opened window/tab.
For example, if you open 3 tabs in OneUSG Connect, and work in tabs 2 and 3 only, tab 1 will timeout as it is not receiving any activity. To remain logged in for a longer period of time, make sure your primary tab (first tab you opened) stays active.
Tip #7: OneUSG Connect – March Outage Printable Flyer
To ensure that units are well aware of the upcoming system outages of Employee Self Service and Manager Self Service, a flyer has been created for units to be able to post and distribute. Please note that this outage may be especially impactful since it is tax season and electronic W-2’s will be unavailable for download.
Tip #8: OneUSG Connect– UGAJobs: Data Cleanup Deadlines [WSC]
The request for units to update position data for standard hours and position of trust questions by Friday, April 3, has been extended to Friday, April 10! Central HR Workforce Planning & Recruitment Teams distributed the reports to both HR & FA Liaisons on Monday, March 2.
Office hours will also be available each Thursday during the month of March, April 2 and April 9 to assist practitioners with items related to this request. Those will be held in Caldwell Hall in room 401 from 3:00 p.m. – 5:00 p.m.
Tip #9: OneUSG Connect – Directory Information: Business Phone Numbers [WSC]
In addition to other data cleanup efforts underway, units should review the employee business phone numbers in OneUSG Connect. Updates can be emailed directly to [email protected] after receiving approval through the unit HR practitioner representative. In the email, please include the subject line “UGA: Business Phone Number Update” and include the employee’s name, EmplID and new business phone number. These can be sent in bulk by the unit’s HR Practitioner. After received, this request will be processed by Central HR.
Tip #10: OneUSG Connect – Summer Payroll: 18G – Graduate Assistants [WSC]
All graduate assistantships were transitioned to a standard monthly payroll process in August 2019. For summer 2020, these positions will not be part of Summer Academic Payroll. Please follow all normal processes and manage these through UGAJobs Position Management to modify and create positions. Compensation and funding can be managed through OneUSG Connect Manager Self Service. Graduate assistants can be put into short work break as soon as no additional spring changes are anticipated. As this population is high volume, units can utilize their dedicated HR contacts (pods) for additional assistance! Moreover, an updated Grad Student Matrix and office hours are anticipated. Please stay tuned for additional information on this process.
Known Issue Updates:
System: Finance
Title: Incorrect Expense Approval Emails
Status: Active
Overview: On Monday 2/24, some users may have received an incorrect email from the Financial Management System that requested approval for an expense report for an employee not in the unit. The emails were generated as a result of a normal weekly process.
Workaround: Please submit a OneSource Service Desk ticket if you receive incorrect emails.
System: Finance
Title: Workflow Approvers Corrupted
Status: Active
Overview: A vendor-side software update has caused Grants Portal workflow approvers to be assigned incorrectly. UGA and other institutions are affected. This does not affect approval, in every case, but we have identified many inaccurate cases.
Workaround: Email Melissa Mottley and/or Cathy Cuppett. Please include the FP number in the email and the name of the correct approver.
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: Until the problem is resolved, employees can fax the forms to 706-542-6779 or via SendFiles to [email protected].
*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 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: 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: 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
- 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, 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.
