December 10 Tuesday Tips

The UGA Financial Management System upgrade completed on Sunday, December 8. Subsequent to the upgrade, known issues have been identified. Details for the December PUM Upgrade can be found in the December 5 Weekly Status Call and in the Release Notes on the OneSource Roadmap.For more information, please visit the Known Issuespage or contact the OneSource Service Desk at onesource@uga.edu or 706-542-0202. The OneSource team will update the Known Issues page as issues are resolved and/or as updates become available.

Tip #2: System Update Reminder – Clear Your Cache ^[WSC]

The browser cache is a temporary storage location on your computer for files downloaded by your browser to display websites. With the system updates completed over the weekend, it is important to ensure you can access the latest version of the software. While you should clear your web browser's cache, cookies and history periodically in order to prevent or resolve performance problems, it is best practice to ensure these steps occur after a system upgrade. For more information on how to clear your browser’s cache, please visit the OneSource Training Library.

Tip #3: System Update Reminder – CAS to SSO

Please be mindful that if you have previously set a bookmark or saved a Central Authentication Service (CAS) authentication page, you will likely see login issues with the change to Single Sign-on (SSO) authentication. To alleviate this issue, you can type in the URL “financials.onesource.uga.edu” or visit the OneSource homepage and click the red “UGA Financial Management System” button to login. Please remember to set a new bookmark in order to redirect to the SSO page.

Tip #4: Finance – Department Reorganization Reminder: Financial Tree Restructuring ^[WSC]

Financial tree changes should be in place in March for Budget Development. To assist with this, final requests for new departments and new tree structures must be submitted via email to onesource@uga.edu by January 9 and finalized prior to January 15. There are potential complications that should be considered, which can be found in detail in the December 5 Weekly Status Call.

Tip #5: Finance – Query Updates

Additional prompts were added to the UGA_TE_DEPARTMENT_REPORT that allow users to search by various chartfields, EmplID, and name. A new version of the KK Budget Transactions query was created - UGA_KK_BUDGET_TRANSACTIONS_3. The column order in this new version matches the Budget Spreadsheet Uploader.Questions should be submitted to onesource@uga.edu.

Tip #6: Finance – Amount Only PO Option Removed

Earlier this fiscal year, the new UGAmart requisition “FMS Amount Only PO” option was released for use when purchasing with project funding sources. That new functionality has caused unexpected downstream issues when the FMS Amount Only PO option was selected on requisitions that did not need to result in an Amount Only PO. To avoid these issues, users will no longer be required to review and select this box. New carts and requisitions will no longer show this box for selection. This should allow for more streamlined processing for shoppers and requisitioners while maintaining accurate project reporting for subawards and capital projects. To resolve the potential for encumbrance discrepancy on project POs (non-subaward) long term, work is in progress to change the data source for project reporting, which will provide a permanent solution.

Tip #7: Reporting – Data Warehouse: Payroll Transaction List ^[WSC]

A standalone payroll transaction list is now available in the Data Warehouse. It is located on the Payroll Transaction page within the Financials tab. More information can be found in the December 5 Weekly Status Call. Questions and/or enhancement requests related to this report should be submitted to onesource@uga.edu.

Tip #8: Reporting – Simpler: Job Data^[WSC]

We are pleased to share that on December 6, the OneSource team released a new Simpler data app called “Job Data.” This data app can be found on the Simpler homepage under the OneUSG Connect heading. A user guide can be found in the Training Library. This report is similar to the Job Data query that can be found within System Manager Reporting in HCM. Questions and/or enhancement requests related to this report should be submitted to onesource@uga.edu.

Tip #9: Grant Proposal Budgets – Simpler: Job Data

The new Job Data report outlined here can help with grants proposal budget development. The Human Resources team has taken steps to remove otherwise sensitive information from the report, while still enabling research staff access to needed information such as compensation rate, compensation frequency, pay group and full/part-time status. The data domain to access these reporting tools is the same as the data warehouse reporting suite. If you already have access to the data warehouse operational reports, you should have access to this report automatically. Questions and/or enhancement requests related to this report should be submitted to onesource@uga.edu.

Tip #10: OneUSG Connect – System Upgrade: 5.2 Release ^[WSC]

Enhancements to the OneUSG Connect System launched over the weekend of December 6. The enhancements included: a fluid interface, Decision Support for Termination, and Classic Plus for End-User Pages in Manager Self Service, as well as Enrollment Matrix Expansion, Detaching Time & Absence Approvers from Reports-to Updates, and Vet Med Weekend Differentials in Time and Absence.

Tip #11: OneUSG Connect – Manager Self Service Known Issue: Change Position Funding from 5.2 Release

Due to the volume of unprocessed Change Position Funding transactions, OneUSG Connect made the decision to not delete those pending transactions on Friday, December 6 (prior to the 5.2 Release) as initially planned and communicated. Change Position Funding transactions that remained at the departmental approval level can be approved or denied. Change Position Funding transactions that remained at the Commitment Accounting level will now be approved or denied. If you have any questions, please contact oneusgsupport@uga.edu or 706.542.0202 (option 1).

Tip #12: OneUSG Connect – Payroll: New W-4^[WSC]

The IRS has revised the W-4 tax withholding form and will be released in 2020. Existing employees will not need to complete a new W-4 form unless they wish to change their tax withholding allowances. Withholding tables will work with both the new and prior year versions. Employees hired in 2020 and anyone who makes withholding changes during 2020 will be required to use the new version. Please note that current withholding allowances will remain unchanged unless you decide to update withholding in Employee Self Service.The IRS has published the W-4 as well as a Frequently Asked Questions page for assistance. Information about the new version of the W-4 tax information screen within Employee Self Service will be provided as soon as it's available.

Tip#13: OneUSG Connect – Payroll: 2019 Corrections for W-2’s ^[WSC]

Please begin reviewing 2019 payroll information so that overpayments can be submitted as soon as possible. Overpayment requests should be submitted to oneusgsupport@uga.eduby 5:00 p.m. on December 23, 2019 with the attached Overpayment Request form and subject line of “Overpayment” by 5:00 p.m.If an employee is repaying a 2019 overpayment by check, Central Payroll must receive payment from the employee by noon January 2, 2020 in order for 2019 W-2 wages to be corrected. If possible, please hand-deliver these checks to Central Payroll in the Business Services Building. If payment is not received by the deadline, employees will owe more because federal and state tax cannot be adjusted per IRS regulation.

Tip #14: OneUSG Connect – Commitment Accounting: Express Direct Retro

System Managers submitting an Express Direct Retro (EDR) moving charges on to or off of a grant/project combo code must attach the completed Cost Transfer Justification form if the transaction falls under the Cost Transfer Policy. The completed cost transfer justification form should be attached by the initiator prior to submitting the transaction. Approvers do not have the ability to push back the EDR transaction nor can they add an attachment. EDR transactions falling under the Cost Transfer Policy that do not have the completed cost transfer justification attached will be denied.

Tip #15: OneUSG Connect – Onboarding & Employee Services:
Separation Notices ^[WSC]

The Onboarding & Employee Services team (formerly Onboarding & Records team) are now responsible for sending out the required Georgia Department of Labor Separation Notices (Form DOL-800). Separation Notices are triggered by the department's MSS transactions for terminations and retirements and are distributed for any faculty or staff member who is separating from the University and will no longer be paid. Separation Notices are mailed from Central HR to the employee's home address. If you have any questions regarding the notices, please contact the Onboarding & Employee Services team at hrweb@uga.edu or by calling 706-542-2222.

Tip #16: OneUSG Connect – Manager Self Service:
MSS Approver Changes ^[WSC]

Beginning 12/10/2019, MSS transactions (termination, position funding, etc.) will no longer be routed to the originator of the transaction, due to changes resulting from the release of the Express Direct Retro functionality. This will only impact new transactions, but may require departments to reevaluate their MSS approvers. Use 180_SEC_DEPT_APPROVERS – Departmental Approvers in System Manager Workcenter. Submit any updates needed to oneusgsupport@uga.edu.

Training, Updates and Reminders:

Finance Transactions:

Transaction	Deadline
AP Journals must be budget-checked and have workflow completed	12/24/2019 at noon
GL Journals month-end deadline (if your department is closed during holidays)	12/24/2019 (month end close calendar)
GL Journals month-end deadline (if your department is open during holidays)	12/31/2019 (last day of the month)
Budget amendments (journals or transfers) dated within the month being closed must have a valid budget check status and must reach Commitment Management for final approval	1/2/2020 at noon

*NOTE:Please remember if you are going to be on leave during the holidays, to request a temporary alternate approver.

Electronic W-2 Enrollment: All employees are encouraged to consent for electronic delivery of their W-2. It’s easy to sign-up and you only have to sign up once! Through the OneUSG Connect Employee Self Service site, go to the Taxes Tile, select W-2/W-2c Consent, and check the Consent box. You will receive a confirmation email. When W-2s are available in 2020, you will also be able to access your W-2 through the OneUSG Connect Employee Self Service site. If electronic delivery is not chosen by December 31, the W-2 will be mailed to your home address. Units can review which employees have consented to receive an electronic W-2 by running query: BOR_PY_YE_W2_CONSENT (requires Query Viewer access).  

Absence Management: Remember that there is a 360 annual leave limit at the end of the calendar year. To prevent forfeiting annual leave, be sure to enter leave requests timely and consider the December accrual. To determine employees that are approaching the 360-hour limit, run the Employee Absence Balances Query within the Workcenter. Forfeited leave will process in OneUSG Connect, no action is needed. Additionally, ensure that the appropriate year is being entered if leave is being entered for January.

UGAJobs Training

Available to units by request. Central HR will come to you!

· Email hrweb@uga.edu to make the request for your unit.

Pcard Training – Online!

· Initial Pcard Training, Refresher Pcard Training and Procurement Card Information

· Located on the Procurement site

Express Direct Retro Training

Format/Location	Date/Time	Notes
Self Service		OneSource Training Library - coming soon
Recorded		Video Link - coming soon
Interactive Webinar	December 11; 10:00 a.m. - 12:00 p.m.	Click here to register
Interactive Webinar	December 18; 8:30 a.m. - 10:00 a.m.	Click here to register

Cyber Security and Ethics Trainings:

Don’t forget to complete Ethics and Cyber Security Trainings by December 31. For all employees, these trainings will be found in Professional Education Portal (PEP). All employees are required to complete both trainings. If any unit needs in-person training, a request for instructor-led training can be submitted to hrweb@uga.edu. If there are any language translation needs, email Central HR at ethicstraining@uga.edu.

System Maintenance and Releases:

Find updates posted for UGA Systems: status.uga.edu

· Find updates posted for USG Systems: status.usg.edu

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.

December 13 (10:00 p.m. to 2:00 a.m.): Financial Management & Budget Management Operating System Maintenance.
January 25 beginning at 6:00 a.m.: Network maintenance outages. Additional details and progress reports will be posted to status.uga.edu and on the EITS Twitter feed.

Known Issues information is posted and updated regularly.

Submit a tip: Do you have tip to share? Email it to us at onesource@uga.edu.
You can find all the Tuesday Tip emails on the Tuesday Tips resource page on the OneSource website.