December 3 Tuesday Tips

Wednesday, December 4, 2019

Contents:

Tip #1: Tuesday Tip Announcement:

Tip #2: OneSource – Grants: IDC Revenue Query Updated ^[WSC]

Tip #3: Finance – Known Issue: Combo Edit Rules

Tip #4: Finance – Financial Management: System Update and Enhancements ^[WSC]

Tip#5: Finance – Accounting: New Account Code Reference Guide ^[WSC]

Tip #6: Finance – Accounts Payable: Monthly Review of Expense Reports ^[WSC]

Tip #7: Finance – General Ledger/Commitment Control: Version 9.2.32a Update

Tip #8: OneUSG Connect – System Upgrade: 5.2 Release ^[WSC]

Tip #9: OneUSG Connect – Manager Self Service: Emergency Contact Information ^[WSC]

Tip #10: OneUSG Connect – Benefits: Affordable Healthcare Act ^[WSC]

Training, Updates and Reminders:

Tip #1: Tuesday Tip Announcement:

Do you ever feel like you are having déjà vu when reading a Tuesday Tip? You might be! Each tip that has been previously mentioned in a Weekly Status Call, will now be marked with a [WSC] superscript link at the end of the tip as a helpful reference. Typically, if a tip is referenced from the Weekly Status call, it was mentioned in the preceding call. Accessing the relevant Weekly Status Call can help gain additional information that may have been discussed in the call or arose as a question. As a reminder, you can register for the Weekly Status Calls and receive reminder notifications leading up to the calls.

Tip #2: OneSource – Grants: IDC Revenue Query Updated

The public Indirect Cost (IDC) revenue query has been updated with new criteria that includes a couple of correcting journals that were processed in the past. The query name will remain the same: UGA_GM_DPT_IDC_REV. You can use this query to view IDC revenue along with the direct cost charges that generated the IDC. The full listing of queries can be found on reports.uga.edu.

Tip #3: Finance – Known Issue: Combo Edit Rules

It was reported on November 22 that November 21 combo edits were made to prevent inappropriate combinations of fund codes and class fields; revenue accounts and class codes and funds; and scholarship accounts for AP transactions. Once the combo edits were in place and used, some unexpected and inaccurate edit errors occurred. Processing should now be occurring normally. The combo edits have been removed and will be replaced at a later date. Updates will be posted to the OneSource Known Issues Resource page. Please reach out to onesource@uga.edu with any questions.

Tip #4: Finance – Financial Management: System Update and Enhancements ^[WSC]

As a reminder, enhancements to the UGA Financial Management System are scheduled to launch the weekend of December 6. A few of the enhancements include: an editable Expense Type on Expense Reports from My Wallet, improved Expense Approver visibility when using the fluid interface, a fix to the window size for Expense Approvers when reviewing travel authorizations, and a silver background on the Financial Management System landing page.

Tip#5: Finance – Accounting: New Account Code Reference Guide ^[WSC]

The Account Codes Quick Reference Guidehas been updated with a quick reference lookup for Account Codes, including more pertinent examples​. Additionally, the Training Library has been updated to provide Quick Reference Materials for Practitioners.

Tip #6: Finance – Accounts Payable: Monthly Review of Expense Reports ^[WSC]

Accounts Payable will no longer send notifications to employees about closing Expense Reports that may go unused. A monthly report will be sent to CBO’s to assist departments/units with the closeout of Expense Reports every month. This, along with routine monitoring can help ensure our systems run smoothly!

Tip #7: Finance – General Ledger/Commitment Control: Version 9.2.32a Update

The Budget and GL Journal Upload Spreadsheets will be available with the PUM Upgrade. Most of the updates in the spreadsheets will not be apparent to users. Some columns have been rearranged in the GL Journal uploader spreadsheet, but these are the unused columns to the right of Description. If you utilize Budget or Journal Upload Spreadsheets, you must request the updated versions from onesource@uga.edu. ​

Tip #8: OneUSG Connect – System Upgrade: 5.2 Release ^[WSC]

Enhancements to the OneUSG Connect System are scheduled to launch the weekend of December 6 now at 6:00 p.m. The enhancements will include: 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. Please note the new start time will allow for additional clock punches in late afternoon of Friday, December 6.

Tip #9: OneUSG Connect – Manager Self Service: Emergency Contact Information ^[WSC]

There are two ways that an employee's emergency contact information can be accessed by users within the college/unit. First, the information may be found through Manager Self Service > Manager Self-Service > Job and Personal Information > View Employee Personal Information. From there, select your employee and then use the emergency contact link. Second, if you have query viewer access, the information may be found through running query BOR_HR_EMERGENCY_CNTC. It is important to note that emergency contact information is contingent on the employee providing that information within OneUSG Connect. ​

Tip #10: OneUSG Connect – Benefits: Affordable Healthcare Act ^[WSC]

The Affordable Healthcare Act (ACA) requires employers to provide employees with health insurance once they become eligible. ​Health insurance is offered to temporary employees once they reach 1560 hours worked in a 12-month period. ​All hours worked from all types of positions are counted. ​Central HR receives reports from OneUSG Connect-Benefits that track hours of employees.

Departments are alerted when they have an employee that is approaching the 1560-hour mark. If your department is moving an employee from a regular position to temporary position, they may become health insurance eligible based on the hours worked in the previous position.​ If an employee transfers from another USG institution, those hours would also count.​ If the employee elects to enroll in health insurance, there are associated employer costs. If your ​unit is self-supporting, the employer cost for health ​insurance could be substantial and must be considered budgetarily.

We encourage all practitioners who are affiliated with the ACA process to attend the ACA Workshop on December 11 at 9:00 a.m. in room 101 of the Miller Learning Center (MLC).

Training, Updates and Reminders:

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 [http://../onesource.uga.edu]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 verification 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).  

UGAJobs Training

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

• Emailhrweb@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

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 groups need 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 Roadmappage 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 6 (5 p.m.) – December 9 (7 a.m.): Financial Management Feature Release – PUM (PeopleSoft Update Manager).
• December 6 (6 p.m.) – December 10 (7 a.m.): OneUSG Connect will be unavailable. Additional information and updates can be found on the OneSource News page.
• December 7: Budget Management Feature Release – No downtime expected (moved from November to December)
• December 13 (10 p.m. to 2 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.