Tip #1: UGA: Furlough Planning Update [WSC]
An FAQ for the proposed furlough plan is being developed from over 400 questions that were submitted from surveys! Thank you for your continued participation and involvement throughout this process. As we strive for transparency and collaboration, we will continue to communicate any new information as we receive it.
Tip #2: University HR: Verifying Employment
With summer quickly approaching, it is helpful to remember that The Work Number handles salary and employment verifications for UGA. More information can be found on the HR website!
Tip #3: EITS – IDM: Upgrade Scheduled [WSC]
The Identity Management System (IDM) has a scheduled upgrade from June 5-7. With this upgrade, there will be changes in the look and feel for users of the IDM Portal. During this upgrade, there will be no impact for users to be able to use their MyID to access campus systems. Identity creation and updates will be suspended during the upgrade weekend. Please remember that access to IDM does not imply authorization for copying, further dissemination of data, or any use other than the specific use for which the employee was authorized.
Tip #4: Finance – Accounting: New Financial Management Queries
Two new public Financial Management System queries will be published on reports.uga.edu. The first is UGA_PAY_DED_EXP_DETAIL. This query provides details of payroll deductions and expenses by employee. The second new public query is UGA_PAY_EXP_DETAIL. This query provides details of payroll expenses by employee. Both queries utilize the information from the Financial Management System PERS_SERV_BOR table.
Tip #5: Finance – General Ledger/Commitment Control: New Query [WSC]
The UGA_KK_BUDGET_TRANSACTIONS_2DT query is now available! Beginning and ending postdate prompts have been added to allow easier isolation of recent budget activity. This family of queries uses natural signs (- / +). Ex. expenditure budget increases will display as negative.
Tip #6: Finance – Accounting: Fiscal Year End [WSC]
Don’t forget to refresh your memory about year-end processes and update your calendars accordingly! A News Item has been created with relevant documents to the Fiscal Year End processes.
Tip #7: Finance – Accounting: Allowable and Unallowable Expenditure by Fund Matrix [WSC]
The Allowable and Unallowable Expenditure by Fund Matrix is a tool created to assist staff in making decisions related to university expenditures. The matrix should be used when trying to determine if a certain expense is allowable on a certain type of fund. The matrix provides a horizontal list of all fund groups (excluding 20100, 3XXXX and 4XXXX – refer to trust agreements) across the top of the matrix and a vertical list of known expense types down the left side of the matrix. The user should review the “Type of Expense” on the matrix and match it up with the Fund to determine if the cost is allowable. For certain expenses, there can be a variety of restrictions. The list does not include every possible type of expense. If an expense is not listed, search for a similar or related type of expense. If you still cannot find the expense on the matrix, please contact the Accounting Department for assistance.
Tip #8: Finance – Purchasing: Cost Savings for Copier Leases [WSC]
As a cost-savings measure, departments have the option of discontinuing their copier lease at the end of the fiscal year by sending a letter of non-renewal. Departments interested in discontinuing their copier lease should email a letter to the copier vendor rep stating the lease non-renewal and to schedule the machine pickup. The template for this letter is available on the UGAmart homepage: “Non-renewal Notice Form.” The letter should be sent to the copier vendor rep no later than 30 days prior to the end of the current lease term (most UGA copier leases end on June 30). Please be sure to CC Angie Perteet in Procurement.
Tip #9: OneUSG Connect – Updated Query: Future Dated Job Records [WSC]
An update to the Future Dated Job Records query provides additional detail. The previous query only provided a single row per job record regardless of how many future dated records exist. The updated query returns all future dated job actions. For example, with 18F faculty there are currently at least four future dated job actions (3 x June 2020, 1 x August 2020) and these will all be displayed. The updated query is now available in the OneUSG Connect Work Center in the Workforce Administration section.
Tip #10: OneUSG Connect – Payroll: Summer Pay Deadlines [WSC]
The upcoming deadlines for OneUSG Connect Summer Pay Page Data Entry are 5:00 p.m. on June 18 and July 17.
Maymester Summer Pay has been locked and pay sheets have been created. Please remember to take time to review your summer pay entries using the additional pay queries and continue to use the Summer Pay Component in OneUSG Connect to make updates/additions to June and July summer pay amounts. Keep in mind that Summer Pay will now require the use of the HR/Practitioner URL linked on OneSource Website. The Summer Pay dates, deadlines and more are available on the Summer Pay website.
Tip #11: OneUSG Connect – Absence Management/Time & Labor: FY20 Compensatory Payout [WSC]
In accordance with USG policy, comp balances must be paid out prior to the end of the fiscal year. Comp payouts will be based on the balance as of May 30. Payouts will need to be added to the timesheet during the May 31 – June 13 pay period to be paid on June 19. If an employee has a scheduled leave event prior to June 30, comp hours can be used for the leave event instead of the payout. For central tracking purposes, the leave events or the comp payout will need to be submitted and approved by 5:00 p.m. on June 13. To determine the number of hours to be paid, a tutorial on Viewing an Employee’s Leave Balance can be found in the Training Library. Accurate balances will be reflected on June 2. To process the comp hours for payment, a tutorial on Paying Out an Employee’s Comp Balance can be found in the Training Library and the hours can be added to June 13 on the employee timesheet.
Tip #12: OneUSG Connect – HR People Operations: Partial Year Agreement [WSC]
The Partial Year Agreement Form has been updated with specific language to include furlough planning. Partial-year employment is a management and budgeting tool which allows employing units to concentrate the support staff work force during peak demand periods and to reduce the number of support staff during low demand periods.
Known Issue Updates:
System: Finance
Title: Project Payroll Encumbrances
Status: Resolved – 5/20/20
Overview: Encumbrances were updated on the evening of 5/18. However, due to timing, the updated encumbrance values are not visible in the Project Status Cube/Report or any queries that use PROJ_RESOURCE as a data source.
Workaround: These encumbrances were picked up by the Data Warehouse nightly load process and are now visible in all reports.
*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].
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].
You can find all the Tuesday Tip emails on the Tuesday Tips resource page on the OneSource website.
