Tip #1: Finance – Purchasing: Amazon for Business [WSC]
UGAmart users will have access to Amazon Business beginning on Wednesday, May 13. Users will have multiple options when ordering from Amazon including pcard, UGAmart punchout or both. Pcard holders will receive an invite on Tuesday, May 12 to register their pcard and MyID. To use the pcard for Amazon, just follow the email instructions, even if the pcard has been used previously on Amazon. To use both the pcard and UGAmart for Amazon, ensure to follow the email instructions before utilizing Amazon through UGAmart. An FAQ document is available and training will be available this week in the Training Library!
Tip #2: Finance – Asset Management: Disposal of UGA Equipment [WSC]
Please remember to consult with Asset Management – Surplus before disposing of any UGA equipment. Asset Management staff will submit a request to the state Department of Administration Services (DOAS) Surplus to coordinate the appropriate and approved disposal method.Disposal options include but are not limited to recycling, donating equipment to external entities, vendor trade-in and sale.Georgia DOAS Surplus will ultimately determine the best method for disposal. Email Surplus for specific questions about disposing of equipment.
Tip #3: OneUSG Connect – Payroll: Important Dates and Deadlines [WSC]
Biweekly payrolls paid during July 2020 for days earned during FY20 will be charged to FY20 budget using information from OneUSG Connect to create a GL journal to accrue the expenditures in FY20. This GL journal will be reversed in FY21 to offset the OneUSG Connect payroll journal. Biweekly checks for the June 14 – June 27 pay period will be charged to FY20 and the pay date will be July 3, 2020. Any time recorded on or before June 30 will be charged to FY 20. Time recorded beginning on July 1 will be charged to FY21. All compensatory time on record as of May 30 should be paid out by the May 31 – June 13 pay period. Training for entering compensatory time can be found in the Training Library.
Tip #4: OneUSG Connect – Summer Pay for 18P Academic Schedule Faculty [WSC]
Any 18P Academic Schedule Faculty being paid during the summer must be approved by the Office of Faculty Affairs prior to receiving summer payments. Details about OneUSG Connect job setup for faculty can be found on the May 7 Weekly Status Call. Please contact the Office of Faculty Affairs with questions.
Tip #5: OneUSG Connect – Summer Pay Query Reminders [WSC]
The deadlines for online Summer Pay Page Data Entry are May 18, June 18 and July 17 at 5:00 p.m. each day.
May will be the first paycheck to include Summer Pay for 2020. Most entries are being made on-line utilizing the new Summer Pay page. Prior to pay sheets being created on Thursday, May 21, please review your summer pay entries using one of the queries from the Summer Pay Queries in the Payroll section of the OneUSG Connect Work Center.Once pay sheets have been created, run and review the Validate Monthly Pay query. The results from this query will indicate the amount of the May paycheck.
There are several queries available in the Payroll section of the Work Center to help you review the summer data that has been entered. One you should use is the Summer Pay Entered by EmplID. This query will provide the monthly total by employee and indicate whether any of the monthly amounts are over the maximum allowed. This query calculates any difference, even a penny over will result in an ‘Over Max’ value in the Check Monthly Max column. If the monthly maximum is exceeded, simply update the amount in the Summer Pay page to be equal or less than the monthly maximum indicated on the Summer Pay Max Calc query.
Open Office hours for Summer Payroll will be held on May 14 from 3:00 p.m. to 5:00 p.m. via Zoom. If you are unable to attend a scheduled meeting and have a question, submit a ticket to: [email protected]
Tip #6: OneUSG Connect – Commitment Accounting: Awareness [WSC]
A new public query is available to identify positions that are currently funded (partially or in total) by a grant that has an end date prior to July 1.The only purpose of this query is to show the most current funding row for a position if that position is funded (partially or in total) by a grant with an end date prior to July 1.The data in this query is subject to change as new MSS change position funding requests are submitted for the remainder of FY20. The query is: 180_CA_FUND_GRT_END_FY21BPSS.
Tip #7: OneUSG Connect – Benefits: GA529 Plan Update [WSC]
In order to continue making GA529 Higher Education Savings Plan contributions through UGA Payroll, employees will need to take action by making a direct deposit change. The capability to make this change became available on May 11. Open office hours will be held on May 13, 14, 19, 20 and 21 at 2:00 p.m. via Zoom.
Tip #8: OneUSG Connect – Absence Management: FFCRA [WSC]
Emergency Paid Sick Leave and Expanded FMLA are paid leave options available to employees to assist with various circumstances related to the COVID-19 public health emergency. When Emergency Paid Sick Leave and Expanded FMLA are used for the “Care of Others” it processes and pays at 2/3 of the regular rate of pay with a daily cap of $200/day. To review leave types for certain situations, please visit the University HR website.
Tip #9: OneUSG Connect – Manage Faculty Contracts: Contract Delivery [WSC]
Fiscal year 2021 and academic year 2020-2021 contracts for all full-time, regular faculty will be available electronically through the Faculty Data Self Service (FDSS) module of OneUSG Connect. Faculty are expected to gain access to their contracts for review, print and signature in June 2020. Faculty will be notified via Archnews when contracts are ready for signature, and will be expected to sign their contracts within 20 days of receipt. Faculty members are encouraged to verify their login and access to OneUSG Connect and their Faculty Data Self Service before the end of the spring semester. A Quick Reference Guide and an online tutorial for Viewing and Signing Your Contract are available on the Contracts website.
Questions on the contract system may be directed to Angelina Carlson or Truitt Broome in the Office of Faculty Affairs.
Known Issue Updates:
System: Finance
Title: Project Payroll Encumbrances
Status: Resolved – 5/5/20
Overview: Encumbrances were updated last night. However, due to timing, the updated encumbrance values are not visible in the Project Status Cube/Report.
Workaround: We anticipate that they will be picked up tonight by the Data Warehouse nightly load process and visible tomorrow in all reports. In the meantime, the UGA_KK_PROJ_BUD_BAL_WSUM query can be used to find updated payroll encumbrances on projects.
System: Finance
Title: Project Budget
Status: Resolved – 5/6/20
Overview: A requisition that failed budget check #1 due to this issue will still appear in the departmental approval step, and approvals should proceed normally. Any requisition that failed budget check #2 due to this issue was sent back to the requisitioner. Please simply resubmit the Requisition. Requisitions that failed budget check #3 are in Exception Management, and we are working to clear those errors quickly.
Workaround: Journals in error can be re-edited or budget checked again, and all false errors should clear.
System: OneUSG
Title: Express Direct Retro Error
Status: Active – 5/5/20
Overview: Currently, if the Requester/Initiator clicks the Save Ad Hoc button and then the Submit button, before returning to the Retro Distribution Request page, the Submit button will become grayed out and the transaction will be locked.
Workaround: If the Save Ad Hoc button is clicked, return to the Retro Distribution Request before clicking the Submit button
*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: Accounts Receivable, Carry Forward and Deferred Revenue
Format: Interactive Webinar
Date: Friday, May 15 at 10:00 a.m.
Registration: Go To Webinar
Course: Summer Pay
Format: Recorded
Date:
Registration: OneSource Training Library
Course: OneUSG Connect Queries
Format: Job Aid
Date:
Registration: OneUSG Connect Queries Job Aid, Quick Reference Materials for Practitioners
Course: Training and Development (Various)
Format: Zoom
Date: May 13 – July 31
Registration: Professional Education Portal
Course: GA Center (Various)
Format: Online
Date: Until June 30
Registration: Self-paced online courses
*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
- May 15: Financial Management & Budget Management Operating System Maintenance
- 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.
