Tip #1: UGA – Furlough Scenario Planning (Subject to Change) [WSC]
UGA and USG are still in the furlough scenario planning phase. Therefore, no definitive decisions have been made with respect to furloughs or their implementation. We remain committed to transparency and timely updates. As a result of this philosophy, please know that information shared during the scenario planning phase is subject to change. We recently solicited and received feedback from all corners of the institution and over 500 questions/comments from our faculty and staff provided excellent operational insight for the development of a proposed plan. Thank you very much for this feedback! We will continue to share information as soon as it becomes available.
Tip #2: Finance – Accounting: Submitting Combo Code Requests
Requestors should check their submissions to the Chart of Account Code Structure prior to submitting a combo code request. Be careful to review Fund, Class and Program fields to ensure that they “match.” The effective date of the Combo Code is either the first day of the Fiscal Year (July 1, 20xx) or the effective date of the Project (if a Project ID is included in the Combo Code).
When submitting Combo Codes with Project IDs: ensure that the Chartstring matches the Award Budget and check your Combo Code request with the query UGA_GM_BUDGET_BY_CFS_AWD. If the chartstring is not correct, contact your Sponsored Projects Administration representative for correction. Projects that are “pending” or have a “pre-award” should have this noted in the “Comments” section. The effective date (begin date) of the Project should be used as the effective date of the Combo Code. If you need a different date, please utilize the “Comments” section for an explanation.
Tip #3: Finance – Accounts Payable: Expense Reports
Expense reports are transactions that need timely completion during the fiscal year and especially during fiscal year-end. Departments should take action to ensure pending or unused expense reports are completed or deleted in a timely manner.
Any pending expense report that was not entered into workflow by May 18, and is over 60 days old, will be deleted by Accounts Payable (AP). Currently, there are less than 70 reports that meet these criteria. AP staff has reached out to employees with pending expense reports. Trainings for working with expense reports can be found in the OneSource Training Library.
Tip #4: Finance – Accounts Payable: Year End Reminders [WSC]
FY20 Payment Requests (including Petty Cash reimbursement requests) and AP Journal Vouchers are due in Accounts Payable by close of business on Friday, June 26. Trainings for submitting Payment Requests and Journal Vouchers can be found in the OneSource Training Library.
Tip #5: Finance – Travel and Expenses: Year End Reminders [WSC]
FY20 expense reports and expense report adjustments involving FY20 transactions are due in Accounts Payable by close of business on Friday, June 26. Travel and non-travel expense reports created between June 27, 2020 and July 1, 2020 will process in FY2021 with an entry date of July 1. Trainings for working with expense reports can be found in the OneSource Training Library.
Tip #6: Finance – Accounting: Personalized Journal View
If you are having to scroll across the journal entry to view the fields that you use the most, follow these steps: Go to the “Lines” tab of any journal entry and in the “Lines” section of the journal, select the “Personalize” option in the upper right of this section. A screen will appear that allows you to highlight a column name and using the up and down arrows, move that column to the top. Once you have your changes made, you can “Preview” the new look or continue to make adjustments and hit “OK” to keep the settings. Your “new view” is set for all future journal entries that you create or review. These instructions can also be found in the OneSource Training Library.
Tip #7: OneUSG Connect – Benefits: Summer Deductions [WSC]
In a change from summer 2019, OneUSG Connect has confirmed that 403b/457b deductions will be applied to any 10-month employee (18F Pay Group) paycheck in June and July For Tax Sheltered Annuity (TSA) Payroll Deductions. A targeted email to be distributed to TSA participants in the 18F pay code.
If an employee does not want TSA deductions applied in June and July, they will need to update Retirement@Work within OneUSG Connect (under Benefits). Instructions can be found on the University HR website.
Tip #8: OneUSG Connect – Benefits: GA529 Plan Reminder [WSC]
In order to continue making GA529 Higher Education Savings Plan contributions through UGA Payroll in OneUSG Connect. 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 19, 20 and 21 at 2:00 p.m. via Zoom.
Tip #9: OneUSG Connect Practitioner URL [WSC]
HR/Payroll Practitioners will soon be required to utilize a different URL to access HR/Payroll Practitioner functionality in OneUSG Connect. If you are one of these practitioners, we recommend that you start using the “OneUSG Connect Practitioner Portal” link found here, effective immediately. This change provides increased security and better ensures the safeguarding of our data. This applies to ~300 HR/Payroll practitioners who use functions such as Query Viewer, Summer Pay and Job Data pages. If this applies to you, then you should have received a direct email on Friday, May 15. When utilizing the practitioner portal, there is no need to swap between the self-service and practitioner portals to perform your duties; all your self-service access is also available in the practitioner portal. If connected to a UGA network when accessing the practitioner portal, no additional steps will be necessary outside of using the new URL. If working remotely, or not connected to the UGA network, users will need to be connected through VPN02. For information on VPN02 access, please visit the EITS Website.
Known Issue Updates:
System: OneUSG
Title: Express Direct Retro Error
Status: Resolved – 5/13/20
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
System: OneUSG
Title: Express Direct Retro Error
Status: Resolved – 5/13/20
Overview: Requester/Initiator not able to enter comments when using the Save Ad Hoc feature
Workaround: If users would like to save a retro to work on later, delete comments and click Save Ad Hoc. When ready to submit into workflow, enter information in the Comments box and click Submit.
System: OneUSG
Title: Summer Pay
Status: Active – 5/14/20
Overview: When editing amounts in Summer Pay after a month is grayed-out, do not use the delete row button. If the row is deleted, you will lose the amounts for May or any other locked month, and will not be able to rekey those values due to the lock.
Workaround: If you need to $0 out or change the values for the open months, simply adjust the totals in each month as needed.
*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: 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.
