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January 15 Tuesday Tips

Tuesday, January 15, 2019

Here are your tips for the week of January 14:

Tip 1: Open Office Hours are now available for the OneUSG Connect transition.

  • The OneSource Team is offering a set of open office hours this week for questions around the transition to OneUSG Connect at the OneSource Testing and Training Center, Room 232.
  • Team members will be available to cover questions regarding UGAJobs processes, changes for monthly staff compensation or percent time, funding changes, terminations and transfers, etc. No registration is required.
    • Thursday, January 17th, 3:00 p.m. – 5:00 p.m.
    • Friday, January 18th, 8:00 a.m. – 10:00 a.m.

Tip 2: Mark your calendars, Weekly Status Calls will continue into March!

  • To support your work with our new business processes, the new systems and budget development for FY20, the Weekly Status Calls will be extended through Thursday, March 28, 2019. Please join us and share information about these calls with other interested persons in your unit.
  • As a reminder, if you have already registered for Monthly Status Calls, you do not need to register for Weekly Status Calls. Information about registration for the calls and past recordings and presentations can be found on the Project Status Calls resource page.

Tip 2+: Good news, the “delete” functionality for Expense Reports has been turned back on.

  • Employees and delegates can resume deleting expense reports without having to contact the Service Desk for assistance. 
  • We need your help to clean up “old” expense reports.  Currently, there are over 1,800 expense reports created prior to November 1, 2018 which are still in a “pending” status.
    • Faculty and staff can review “My Expense Reports” to look for “Pending” entries and either submit them for approval or delete when applicable. Encourage other employees within your unit to make this a practice.
    • Business Officers can use the query UGA_TE_ER_BUDGET_ERRORS to review for expense reports in a “pending” status and take proactive measures to remind employees to submit or delete reports. 
  • When deleting expense reports, here are a couple of things to remember:
    • The delete process may take up to a minute to execute. Please do not continue to hit delete or refresh the page but instead, allow the process to run. 
    • Expense Sheets must be deleted in descending order. If you have more than one Expense Sheet to delete, you must delete the most recent one first. 

Tip 2++: Receiving an alert when submitting a timesheet?  Don’t worry!

  • Exceptions are alerts that may exist in Payable Time. Having an exception doesn’t mean that there is an error, it is just alerting you to something not normally seen on the timesheet.
  • High Exceptions need to be resolved for the time to be paid. High Exception Example: invalid punch order or incomplete punch.  Medium/Low Exceptions can either be resolved or allowed by clicking the “allow” button at the bottom of the timesheet.  Medium/Low Exception Example: Long Shift.
  • Managers need to review and manage exceptions for their biweekly employees.  When an exception is resolved by updating the timesheet, the time will need to be approved again and the Time Admin job must run before the exception icon is removed. More information on this process can be found in the Training Library.

Known Issues and Enhancements:  Check the Known Issues Resource Pageto stay current on the latest known issues and planned project enhancements. 

We are committed to the enhancement of the UGA Budget and Financial Management Systems. In January 2019, OneSource will first focus on stabilizing the Finance and HR/Payroll integrations and preparing for the new Budget Development System and budget development for FY20.  The Business Services Advisory Group (BSAG) has prioritized a list of Financial Management System and reporting enhancement requests; these items will be reviewed in February and March, approved, and scheduled.  Once scheduled, they will appear on the Known Issues/Enhancements website.

Training: Check the Training Resource Page to stay current on the latest training classes available.

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 in the News section on the OneSource website.