July 13 Tuesday Tips
Friday, July 17, 2020
Tip #1: OneSource – Questions and Assistance [WSC]
Unless specified, please utilize the OneSource and OneUSG Connect Support Service Desks for questions related to OneSource systems and processes. Utilizing the service desks for support provides tracking ability, trend, and pattern identification, as well as quick response times while allowing multiple eyes to be able to watch over issues and resolutions!
Tip #2: Finance – PPE Punchout: Personal Protective Equipment [WSC]
When ordering Personal Protective Equipment (PPE) from UGAmart, units should put the home addresses of employees in the External Notes section and tag Harold Waters or Tonya Seay in the Comment Section if you would like them mailed to your employees. This will remind the team to review the internal notes on the requisition if we do not see the addresses in external notes on the purchase order.
The on campus expected delivery timeframe for distribution of PPE is typically within 2-3 days. To have employee PPE mailed out to the employee home address or to an off-campus location, the timeframe for distribution is 2-3 days for fulfillment plus shipping time. Please keep in mind that in all cases, there are circumstances that may cause a delay in receiving PPE.
To keep our staff, faculty, and students as safe as possible, a variety of hand sanitizers are also now available in the PPE Punchout. Don’t forget to print your COVID signage!
Tip #3: Finance – General Ledger/Commitment Control: FY21 Carryforward [WSC]
The Carryforward for FY21 will be calculated and posted in mid-August. To meet operational needs, related funds will be set to “Track without Budget.” When the Carryforward is available, Budget Enforcement will be reinstated, and units will need to realign spending with the Carryforward and other Budget. For a helpful tutorial on navigating Carryforwards, visit the Training Library.
Tip #4: Finance – General Ledger/Commitment Control: Anomalies Update [WSC]
General Ledger (GL) Queries can be used to identify actual transactions, show the actual sign of transactions, and help to prepare the GL Journal corrections. If there is a debit balance, check for Deferred Revenue GL Journal #1000128113 and do not adjust the anomalies if the Deferred Revenue has already been adjusted.
Tip #5: Finance – Data Warehouse: Budget & Project Reporting Changes are Live! [WSC]
The updates to the Data Warehouse’s Budget and Project Reporting are now live and a number of changes have been made!
As a result of these changes, all saved “views” and “subscriptions” have become obsolete. We are currently working to rebuild subscriptions. No action is required for subscriptions to be rebuilt. Please note that if you did not have a subscription established for your view, it will not be able to be rebuilt. Following this upgrade, the Budget Status Report version 1.0 has been decommissioned. If you utilize the cubes for reporting, new versions are available for download from OIR’s Operational Reports page. A recording of the Budget Reporting webinar will be posted in the Training Library. Please remember to register for the Project Reporting webinar on Thursday, July 16 at 10:00 a.m. via Zoom. Training for these reports is being updated in the Training Library.
Tip #6: OneUSG Connect – Summer Pay [WSC]
Summer Pay amounts can continue to be entered on the Summer Pay page until 5:00 p.m. on Friday, July 17 for July summer pay. If the individual does not show up in the employee search on the Summer Pay page, the Exception process must be used to submit any summer amounts. The Exception form is on the OFA Summer Payroll Procedures website and should be submitted by Thursday, July 16.
Retroactive changes to previous months are entered as earnings adjustments during the payroll process and should show on the Validate Monthly Pay query after pay sheets are created. For new summer hires, use the Additional Pay query. If you have questions or issues, please contact the OneUSG Connect Service Desk.
Tip #7: OneUSG Connect – Absence Management: Non-Closure Emergency Leave Reminder [WSC]
Please remember that Non-Closure Emergency Leave is scheduled to expire on Friday, July 17 at 11:59 p.m. but the Families First Coronavirus Response Act (FFCRA) is still available until December 31, 2020. The FFCRA includes Emergency Paid Sick Leave and Expanded FMLA. For situations that do not meet the FFCRA criteria, employees can utilize Accrued Leave and Leave Without Pay.
Tip #8: OneUSG Connect – Manage Faculty Events: Contract Delivery [WSC]
Review of faculty contract data should have been completed last Thursday, July 9. Faculty were notified via ArchNews today that contracts are available for signature, and staff were also notified via the BSAG or OFA listserv. Units should have also received instructions on how to request new or corrected contracts. Resources for faculty and staff are posted on the Office of Faculty Affairs Contract website and questions on the contract system may be directed to Angelina Carlson and Truitt Broome.
Tip #9: OneUSG Connect – Commitment Accounting: 07B1 & 07B2 Pay Run [WSC]
In OneUSG Connect, the 07B1 payrun is an FY21 pay period since the pay date was July 3, 2020. In UGA Finance, the journal entry (P000128719) for the 07B1 payrun is dated July 3, 2020 and uses budget reference 2021. For accounting purposes, this payroll is accrued (except for funds 2xxxx) as an FY20 expense because the pay period beginning and end dates are within FY20 (June 14 - 27) in UGA Finance. The accrual journal entry 1000128761 dated June 30, 2020 in UGA Finance will not appear in OneUSG Connect. This accrual entry is reversed in FY21 to offset the July 3, 2020 entry (P000128719) from OneUSG Connect. The reversing journal entry 1000128764 dated July 3, 2020 in UGA Finance will also not appear in OneUSG Connect.
In OneUSG Connect, the 07B2 payrun is also an FY21 pay period since the pay date is July 17, 2020. The 07B2 payrun begins June 28 and ends July 11. OneUSG Connect distributes payroll expenses based on a five-day work week with two days (June 29 and 30) falling within FY20. For accounting purposes, the two days of this payrun will be accrued (except for funds 2xxxx) in UGA Finance as an FY20 expense. The accrual entry will be reversed in FY21.
Tip #10: OneUSG Connect – Commitment Accounting: Position Funding Across Fiscal Years [WSC]
Positions are funded by fiscal year (July 1 – June 30) and based on effective dates within the fiscal year. Funding for a position determines the distribution of payroll expenses for the employee seated in the position. When a pay period crosses fiscal years, the payroll expenses will be distributed based on the effective date of the position funding across both fiscal years. The 07B2 payrun begins June 28 and ends July 11. OneUSG Connect distributes payroll expenses (biweekly & monthly) based on a five-day work week – Monday through Friday. For the 07B2 payrun, payroll expenses will be distributed for two days (June 29 and 30) based on how the position was funded for FY20 and eight days be based on how the position is funded for FY21.
Tip #11: OneUSG Connect – Commitment Accounting: Payroll Expenditure Redistributions [WSC]
Payroll expenditure redistributions, used to transfer payroll charges from one combo code to another, are initiated by processing an Express Direct Retro through Manager Self Service in OneUSG Connect. Payroll expenditure redistributions should not be submitted via a UGA Finance general ledger journal entry unless the expenditure is from a legacy pay period (pay period prior to g0-live on OneUSG Connect). Units can no longer submit an Express Direct Retro for FY20 however, FY21 Express Direct Retro transactions can be submitted beginning Friday, July 17.
Tip #12: OneUSG Connect – Employee Services: I-9 Processing [WSC]
To reduce administrative burden and to assist the ongoing Return to Campus planning groups, the Onboarding and Employee Services team will continue to process Form I-9s through December 31, 2020. The Form I-9 processing service can continue as a permanent offering should your unit decide to utilize this moving forward. Please let us know if you would like to hear more about this offering for 2021 by sending an email to HR!
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Finance |
Position Funding Cube |
Active |
The issue is specific to having a filter in place on a pivot field that does not incorporate a hierarchy or rollup, creating a list of items. We have confirmed issues with two fields: ‘GL Account ID Descr’ and ‘Dept ID Descr’ when there was a filter in place on the field limiting the results to a specific selection. |
It is not necessary to re-download/rebuild your cubes. Click on the filter itself, identify which items were selected, then select the “clear filter from” option from the filter dropdown. |
*For more details and updates, please visit the Known Issues page or contact the OneSource Service
Desk at onesource@uga.edu.
Upcoming Training, Updates, and Reminders:
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What’s New in the Data Warehouse: Project Reporting |
Zoom Webinar |
July 16 10:00 a.m. - 12:00 p.m. |
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Training and Development (Various) |
Zoom |
May 13 - July 31 |
*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.
- UGAmart 20.2: Unavailable from 9:00 p.m. Friday, July 17 to noon Sunday, July 19. Details will be posted to the Procurement Website.
- USG Systems: Find updates posted on Practitioner Releases.
- OneUSG Connect: Unavailable from 11:15 p.m. Friday, July 17, until 7:00 a.m. Monday, July 20. KABA Time Clocks and OneUSG Connect - Benefits will be available.
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 onesource@uga.edu.