July 20 Tuesday Tips

Thursday, August 13, 2020

Tip #1: UGA – Training & Development: Required Return to Campus Training ^[WSC]

The new employee and faculty training can be found in the Professional Education Portal by searching “Protect UGA: COVID-19 Required Training for Faculty and Staff​.” This training is to be completed by Sunday, August 9. ​All employees should complete the training, including supervisors who have taken the supervisor training module. ​Completion reports will soon be made available to the HR Liaisons. ​Student workers should take the employee training as well as the student training.

Tip #2: Facilities Management Division: Campus & Building Reminders ^[WSC]

Facilities Management Division (FMD) COVID-related supplies and costs for campus departments can be found on the FMD Website. Additional COVID-19 resources from FMD such as facility cleaning/disinfection or how to report a COVID exposure in the building are also listed on the Work Request Center website. Units are encouraged to take responsibility for managing waste within their office environments to allow FMD staff to focus on cleaning and disinfecting restrooms and common areas. 

To participate in the UGA Deskside Waste ​Reduction Program, departments can submit a request directly to their Building Services Supervisor or by completing the Request Form.
As part of this program, participants receive new deskside recycling and “side saddle” trash bins and commit to empty them into nearby common area bins. For more information regarding this program and other waste reduction initiatives at UGA, please visit the Sustainability website.

Tip #3: Finance – Accounting: FY21 Reminders ^[WSC]

Fiscal Year 2020 is now closed, and no additional transactions can be entered against it. With the exception of invoices against prior year POs, all transactions should now bear both Fiscal Year and Budget Reference of 2021. Corrections to AP or expense transactions charging a Budget Reference of 2020 or earlier should be processed using a GL Journal Entry. Information related to how transactions should be corrected based on the Budget Reference and type of original transaction are available on the Correcting Charges Quick Reference Guide.

Tip #4: Finance – Purchasing: UGAmart Update ^[WSC]

On Monday, July 20 UGAmart completed the 20.2 update. To help navigate the update, the Jaggaer Tutorial: Using the New Enhanced Search Experience is available from Jaggaer. Users who use saved chartstrings will need to update these saved chartstrings to remove any 2020 BudRef and replace with 2021. A tutorial on "Adding Chartstring Information to the UGAmart User Profile" is available in the OneSource Training Library. Release notes will be available on the UGAmart Systems Update Page.

Tip #5: Data Warehouse: New KPI Dashboards ^[WSC]

New Key Performance Indicator (KPI) Dashboards are now available! These dashboards will show average processing times for financial transactions. These can be filtered by department, including comparisons against institutional processing times. Expense Reports are the first available metric. These can be found under the “KPIs” menu of OIR’s Operational Reports page.

Tip #6: Data Warehouse: Redirect Test Cubes ^[WSC]

If you received test cubes prior to go-live, please make sure that those cubes are redirected to pull information from the production server.​ A tutorial on making this transition is posted in the Training Library.​ The test cube connection to the test server will be terminated after July 31 and will not function unless the connection is updated. ​

Tip #7: Data Warehouse: Inactive Projects in Project Data ^[WSC]

Currently, projects that ended more than six months ago are only partially excluded from the Project Status Cube and Project Status Report. Please disregard these projects. For information on projects that ended more than six months ago, please use queries UGA_KK_PROJECT_BUDGET_BALANCE and UGA_GM_OP_EXPENDITURE_DETAIL in the Financial Management System.

Tip #8: OneUSG Connect – 6.12 Release ^[WSC]

The 6.12 release of the OneUSG Connect system is now complete! The upgrade includes an enhanced notification email for Manager Self Service Transactions for submissions and approvals. Screenshots of these notifications can be found in the July 16 Weekly Status Call.

Tip #9: OneUSG Connect – Commitment Accounting: FY21 Fringe Redirect^[WSC]

As part of the FY21 BPSS load, there were no fringe redirects loaded for position funding.​

Departments will need to submit Manager Self Service Change Position Funding requests to establish FY21 fringe redirects on any position where the funding for benefits is different than the funding for earnings.​ Examples of situations that require fringe benefits to be paid from a different combo code than earnings would be positions funded by fund code 15000 (Indirect Cost Recoveries) or any grant/project that does not cover benefits​. If the funding for benefits canbe charged to the same combo code as earnings, no action is needed.

Tip #10: OneUSG Connect – Onboarding & Employee Services: FY21 SWB/RWB Requests  ^[WSC]

With the completion of the BPSS process, FY21 Short Work Break (SWB)/Return from Work Break (RWB) requests are now being entered.​​ Once July requests have been processed, August requests will be entered.​ New tickets regarding status inquiries of previously submitted requests are not necessary and can delay processing times. You will receive an update to your original ticket when your actions are processed within OneUSG Connect. ​We appreciate your patience, as we are diligently processing these transactions!

Tip #11: OneUSG Connect – Manage Faculty Events: Contracts ^[WSC]

If your unit would like to request new contracts for faculty who began work late in FY20 or for corrected contracts during the second cycle, instructions for submitting these requests are posted on the OFA Contracts website.​ Please note that there is no need to request contracts for new faculty hires because their offer letter will serve as their employment agreement for their first year of employment. Questions on the contract system may be directed to Angelina Carlson or Truitt Broome in the Office of Faculty Affairs. 

Tip #12: OneUSG Connect – Benefits and Total Rewards: Voluntary Retirement Incentive Program ^[WSC]

Participation in the Voluntary Retirement Incentive Program (VRIP) is limited to 25% of faculty and staff eligible to retire at start of the application period. The incentive will be one-third of annual compensation at the time of retirement. For 12-month employees, this is four months and for 9-month faculty, this will be three months. The faculty or staff member must be funded by at least 50% state funds to be eligible and this program will operate on a first come, first served​ basis. Departments will be notified when the employee meets with a benefits counselor and signs the Agreement to Participate.

Within departments, participation is limited to no more than 25% of eligible employees to reduce the disruption of teaching and operations. Faculty members with instructional responsibilities in the fall semester will only be eligible for retirement on January 1, 2021. More details and the application can be found on the Voluntary Retirement Incentive Plan website! 

Tip #13: OneUSG Connect – Payroll: Global Pay ^[WSC]

If you have employees working outside of the United States in your unit, we need your help!​ IRS and international tax law require that an employee must be paid based on the location of where the work is performed, not where the employer is located. ​While the USG does not prohibit these arrangements, the complexity and variability of international taxation laws can require considerable time and expertise. ​We are working on setting up a compliant payroll arrangement with an external company which will provide this service for UGA. ​This guidance applies to faculty, staff, and student employees. ​If you have any employees who are internationally-based, please send their name and ID to University Human Resources with a subject line of Global Pay.

Tip #14: OneUSG Connect – Time & Labor: Kaba Clock Order ^[WSC]

If there are any units who need a new Kaba clock or ordering spare hardware items, such as screws and mounting sets, please reach out to Audrey Schroeder or Amanda Ganger.

For all units who are using their Kaba Clocks, it is recommended that employees should sanitize their hands (with hand sanitizer or soap and water) immediately after touching the clock.​Please ensure there is a sanitation station available for use near each Kaba Clock.

Known Issue Updates:

*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:     

*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.
• Friday, July 24: Financial & Budget Management Operating System Maintenance
• USG Systems: Find updates posted on Practitioner Releases.

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.     

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 TuesdayTips resource page on the OneSource website.